Overview
Blackthorn Events is a third-party tool installed with Salesforce to make registering for events and capturing attendee data in Salesforce easier. This article explains how to create an Event specifically for the Office of Faculty Learning and Advancement.
Please note not all Salesforce users have access to use Blackthorn events, it requires a specific license. Additionally, each event is different and may require different configurations, but this article is a good place to start.
Accessing Blackthorn and Viewing Events
Once logged into Salesforce, navigate to the 'Waffle' and search 'Events', then select 'Events (Admin).
You can find existing OFLA events from the 'Events' tab and select 'OFLA Events' from the list view. It may be easier to clone from an existing event than to start from scratch.
Cloning from an Existing Event
Find the Event from the list you'd like to clone, click the name, and in the upper right corner select 'Clone'.
On the page that appears, select everything you'd like to Clone and update fields that relate to your new event.
It is recommended to Clone the 'Event Item' and 'Event Email Template' and Update the Name, Event Date, Capacity, Description, etc. You can always edit things after the new event is created.
Save and Edit as needed.
Creating a New Event from Scratch
Navigate to the 'Event Builder' tab at the top of the page.
Select 'Begin from Scratch' and begin entering your event details.
Fields that are important to use for ALL OFLA Events:
- Event Settings = HCOM OFLA Services - OMM OI or HCOM OFLA Services - OMM OI Card Only . 'Card only' means that they cannot pay later.
- Primary Event Group = HCOM OFLA Events. This is what publishes the event on the OFLA event calendar URL that can be shared.
- Organizer (Account) = OMM Osteopathic Integration Services
As you keep working through the event builder, you'll be able to add Speakers, Sessions, Sponsors, FAQs, and Content.
You'll also want to be sure you include at least 1 'Main Event Ticket'. You can create different types of tickets depending on your audience, such as Faculty/Staff or Student ticket types. You can also use different ticket types to set different price points, like 'Early Bird', 'VIP', or 'Late Registration'.
Next, you can add attendees from a Contact record or from a Custom Report (recommended).
When you are done getting the template built, you can select 'Save & Publish Later' or 'Save and Publish Now'.
Viewing and Editing Your Event
On the page that loads, you'll be able to see all details of your event and related records. You can continue to add attendees, set up email configurations, etc.
There are also OFLA Specific fields that need to be filled out to assist with the creation of related OFLA service records via Flow. These are all in the 'OFLA Event Info' section of the event record. The Flow details can be viewed here.
OFLA BT Event - Create OFLA Service Record
OFLA BT Event - Update OFLA Service Record
Be sure that when you are ready to invite people to your event, it is Published, otherwise they will not be able to register.
When attendees of these events have an updated Attendance Status of 'Attended', the below Flow will create the OFLA Contact Association Record. .
OFLA Event Attendee - Create OFLA Contact Association Record