Categorized in: 
Salesforce

eComm Event Management

September 21, 2025 by melanie.jones@cu.edu

Availability eComm Event Management is only available to a small group of users currently. It will be made available to all existing Salesforce users in mid-November.

eComm Event Management is a Salesforce solution for managing simple, free events. These types of events have a limited amount of customization and features, which makes launching an event quick and easy.

Registrant Experience

See for yourself what the registrant experience is like, including the emails they will receive. 

Event Registration & Emails

Event Registration Website

null

Registrant Information

null

Confirmation Page

null

Registration Confirmation

null

Cancellation

null

Know Before You Go (KBYG)

Note that KBYG is only sent if the event manager has enabled this email 6+ days before the session start date. This email is sent automatically 5 days before the session starts.

Event Creation

The eComm Event Management solution is intended for simple, free events - but there are still many components to configure.

Login & Add 'Event Management'

Log in to Salesforce

  • Navigate to the eComm login page
  • Select Salesforce (left)
  • Select your campus and input your single sign-on (SSO) University credentials

Add Event Management to Navigation

  • Select the pencil icon in the far right of the top navigation

null

  • In the pop-up, choose the Add More Items button in the top right

null

  • Select All in the left navigation.
  • Search for 'Event' to find Event Management.
    • If you cannot find 'Event Management', you do not have access. Users need to work with their eComm specialist to get access.????
  • Click the plus sign next to Event Management

null

  • Once checked, select the Add 1 Nav Item button in the bottom right

null

  • You can drag-and-drop items to change their display order.
  • Click the blue Save button in the bottom right

null

  • Event Management will now be found in the top navigation (although the order and options may vary)

null

Create Event & Session(s)

Event Management

  • Select Event Management in the top navigation (see login instructions above)

null

Create Event

  • Select the first EVENT - Create Event icon
  • Click the blue Next button in the bottom right
  • Populate details for the event. Then, click the blue "Next" button in the bottom right.
    • Campus | Indicate the Campus you are employed at (not where your event is hosted). This also determines which campus logo and footer will display on registration pages and the from information used in emails.
    • Description | There is a 1000-character limit at this time. The event description appears on the event registration site and in all of the automatically sent emails to attendees.
    • Status (active, planning, canceled, closed, inactive) | Only events in the active or planning stage show up on the list to edit an existing event. You may want to manage other status as you track data about your events over time.
    • eComm Event Owner | Search for your name (this is the person in Salesforce creating the event, which is different from the Event Planner, found in the section below). This allows you to manage this event in the future.
    • If the planner information is the same as the event contact information for all sessions, check this box | Note: every event will have at least one session (defined on a later page)
  • Details will be displayed in your event registration and emails for constituents to view.

null

Image, Registration Confirmation & Cancellation Messages

  • Upload an image that will be displayed under your campus logo on the registration page. If no image is uploaded, the registration site will show a broken image icon.
    • Note: When you upload an image, a pop-up appears to select Done. Once the pop-up is gone, there is no indication that the image has been uploaded (although it has).
  • Event Image Alt Text is an accessibility best practice and is required.
  • Provide text that will display for the registrant after they register, modify, or cancel. These fields have a 300-character limit.
  • Select the blue Done button in the bottom right.

Image Notes

  • The image name is limited to 40 characters.
  • Uploaded images should be between 400-1000 pixels wide. Uploading oversized images can impact how the registration pages display. You can edit the event and change the image later if you wish.

null

Create a Session

  • Every event needs at least 1 session.
  • Event date vs Session date
    • Why enter the date more than once? This is because some events could span a few days and within that, you can have multiple sessions. 
  • Attendees are emailed session information, specifically for what they registered for.
  • Populate details for a session.
    • Hybrid Event Tip | If you want to limit capacity for a hybrid event where in-person and virtual sessions have different limits, a best practice is to set up two different sessions - one in-person and one virtual for the same day/time with different capacities set for each. Otherwise, if you choose hybrid for modality, and set a capacity, it will apply the capacity to the total from the in-person and virtual sessions.
  • Session Contact
    • The session contact can be different than the event owner. The session contact information is shown on the event registration site and in all emails sent to attendees. 
  • Many additional options can be enabled for a more robust event, including:
    • 1 | Would you like to set Registration Open and Close dates/times?
    • 2 | Do you want to allow registrants to bring guests?
      • If you enable all guest details, the attendee will need to enter name, email, etc for the guest, although email is not required for guests. If an email is entered for a guest, they will be matched to an existing contact or created as a standard contact in eComm's Salesforce. If no email is entered, the guest will appear on your registered list but will not be created as a contact in Salesforce. 
      • If you enable only number of guests, when attendees register they will be prompted to enter their number of guests. It will tell them what the guest limit is. 
      • If an attendee registers with guests and later cancels their registration, it will cancel their guests as well.
    • 3| Would you like to receive communications from the University of Colorado beyond information about this event?
      • This should only be used if you intend to manually track or add folks to a subscription list or otherwise manually use this data. There are no automations for this question at this time.
    • 4 | Additional Sessions
  • Event Registration URL
    • The event registration URL is populated in a dashboard you can access after you complete the build a session step. The confirmation message at the end of this step has a link to the dashboard. 

null

Your event has been created!

null

Coming soon...

Edit Event & Session(s)

  • You can edit existing events or sessions by navigating to Event Management in the top navigation.
  • Select the action you wish to take, then click the blue Next button in the bottom right.

null

Accessibility

  • Every event has an open text question asking the participants if they have any accessibility needs. This cannot be removed from the event.
    • Event managers are expected to monitor responses to this question via one of the event dashboards and communicate with participants as needed.
  • Event managers can add general statements about accessibility in the event description, event emails (event confirmation and KBYG) or send additional emails through Marketing Cloud.
  • If you need to reach out to a particular registrant, do so via an Outlook message. See the Dashboard & Reports section below for details.

IMAGE / See Dashboard section???

Emails

There are many emails that will be sent to the registrant throughout the event lifecycle.

Automatic Registrant Emails | Confirm, Modify, Cancel & KBYG

Attendees are emailed session information, specifically for what they registered for. Email templates are not customizable, although the text that goes in the body of the email is customizable. The event owner fills out these details when creating the event.

Registration Confirmation & Cancellation | Required

  • Emails confirming registration or cancellation are automatically sent at the time the action is taken.

Know Before You Go (KBYG) | Optional

  • The event manager can enable or disable the KBYG email. If there is any text in the KBYG field sections, the email is enabled.
  • The KBYG email is sent 5 days before the session starts. Additional KBYG messages would need to be sent via Marketing Cloud.

Automatic Event Owner/Creator Emails | Close

If a registrant close date/time is set, the owner and event creator will get an email reminder that registration is closing 5 days before. You can change the close date/time if desired.

PIC

Event URL

The event URL can be found within a Salesforce Dashboard intended for users.

  • Navigate to the Dashboard.
  • Events that only you own will display.
  • The first component lists your events in order of Start Date, with a column for the event URL, which can be copied.

null

Invitations

Invitations can be sent by email via Marketing Cloud, included in social media, or promoted in other ways. If sending invites through Marketing Cloud, work with your eComm specialist on an audience list.

Registrant Management

From helping folks get registered to tracking their attendance, there are many ways to registrant management.

Register Attendees

Attendees can be registered by going to the event registration site (find the URL via the event management dashboard) or by manually adding them to the event in Salesforce. To add attendees to an event:

  • Navigate to Event Management >> select Attendees - Add to Session >> click the blue Next button
  • Select the event and session, then input registrant details.
  • Note: At this time, when you manually add attendees to a session in Salesforce, they will not receive a confirmation email. They do receive a confirmation email when registered for the event via the event registration site.

null

View Contact Engagement

  • Contact record > Related tab > Simple Event Attendance

null

Check In Attendees

Within Event Management, select 

null

  • Select the event and session which you want to check attendees in for.
  • Check the boxes next to the names of attendees.
  • Select the blue Next button.
  • Those with participation tracked will have a status of Attended, those who have not will have a status remain as Registered.
  • You can exit out of this area and come back to check in more attendees. Only attendees with a status of Registered who are not checked in will appear.

null

Understand Attendee Data

  • The name and information the attendee enters when registering is viewable on the event reports (see Dashboard & Reports below) as they entered it. However, if their email matches an existing Contact, the name on the contact record does not update. For example:
    • An Attendee who already exists in eComm with the name Jim Jimster and the email address of jim@email.com
    • If Jim's wife registers for an event with the name Sally Jimster and the email address jim@email.com:
      • These details are reflected on the event reports.
      • A new Standard Contact for Sally will not be created.
      • The event registration will be added to Jim's contact record (since it matches on email alone, similar to Cvent).

 

  • Once you have checked an attendee in, the participant status field updates to Attended. This can be viewed via an Attendee Report (see Dashboard below??) or if you go to the Contact record > Related > Simple Event Attendance
  • If the attendees are not checked in and the event passes, their status is Registered (but they need to confirm)??
  • Attendees are matched to existing contacts on email only. If it exists, it adds the event information to that contact record. If they don't exist, it creates a Standard Contact (like Cvent).
  • Guests
    • If guests are enabled for the event, they are matched to an existing contact or created as a standard contact with these conditions:
      • The event requires guest details and not only number of guests
      • The guests email address was entered (email is an optional field for guests)
    • Guests will appear on a registration list if all guest details are enabled for the event and at least their name is entered when registering. Their Record Type is Guest, which is viewable on the contact record and in Dashboards/Reports. When viewing Dashboards/Event Reports there are columns related to attendee record type and who the person is a guest of, if you would like that information. 

Dashboard & Reports

A Dashboard is available for event owners to manage aspects of their events, from event creation through closure and beyond. 

How-To Use Dashboard & Reports

Refresh

  • Select the Refresh button in the top right to ensure you are seeing the most recent data.
  • You will see a date/time in the top left, under the Dashboard title, for when it was last refreshed.

null

Filters
  • Apply Dashboard filters if desired. It's usually best to apply only one filter at a time.

null

Open

  • Dashboard components are all based on a Report. Open/Run a Report by clicking on the link in the bottom right of each component. 

null

Export

  • Then, in the top right, select the down arrow next to Subscribe. Click Export in the dropdown.

Subscribe

  • You can Subscribe yourself (and other Salesforce users) to Reports to be notified via email.
    • Note: Non-Salesforce users cannot be subscribed.
  • Dashboard Filters and Report Conditions can be set to only be notified of recent activity.

null

Dashboard Components / Uses

Scroll through the Dashboard to view and use different components depending on your use case.

null

null

Use the table of attendees for all registrant details, so you can:

  • See who's coming or if they have special requests.
  • Export and print it to use for check-in or print nametags.

null

null