Event Creation Process

Lightning Events allow users to configure one or multi-page event registration pages. Follow the steps below to learn how to create events with Event Builder. For event planners who only have a few events per year, fill out the Fonteva Event Intake Form.

Creating an Event

  1. [Select] the Fonteva Events app and [Click] the Events tab.
  2. From the Events tab page, [Click] the New button.
  3. From the New Event wizard, [Select] the Clone an Existing Event radio button.
  4. In the Event Name text box, [Type] the Event Name.
  5. In the Start Date field, [Select] the Event Start Date.
    • Note: All date and time fields on cloned features will shift based on the Start Date of the new Event.
  6. From the Event Category picklist, [Select] the Event Category that represents your school/area.
  7. From the Event picklist, [Select] the existing School Template (000 - SCHOOL NAME TEMPLATE) you'd like to clone.
  8. [Click] the Clone button.
  9. From the Clone Event window, [Select] all sections of the Event to clone (including ticket types, venues, access permissions, and event statuses).
  10. [Click] Clone Event.

Event Builder

  1. [Select] the Fonteva Events app and [Click] the Events tab.
  2. From the Events tab page, [Select] an existing event.
  3. [Click] the Event Builder button to launch Fonteva's Event Builder tool.

Event Info Tab

  1. In Event Builder, from the left-side navigation, [Select] the Event Info tab.
  2. [Type] an Event Name, which is displayed to Staff Users in Salesforce.
  3. [Type] an Event Display Name, which is displayed to registrants on the Event Site page in the Community Portal.
    • Note: Both names should be the same.
  4. In the Capacity/Ticket Quantity text box, [Type] the Capacity/Ticket Quantity of your event.
  5. In the Description text box, [Type] the desired Description of the Event.
    • Note: This field is displayed on the related event in the portal event search list view.
  6. If desired, [Check] the Auto Sell Out and/or Sold Out checkboxes.
    • Note: When Auto Sell Out is checked, the system will automatically check the Sold Out field when the number of registered attendees have reached to event capacity. If you choose not to use the Auto Sell Out feature a staff user will need to manually check the Sold Out checkbox when they want the Event to be marked as Sold Out.
  7. If desired, [Check] the Enable Assigned Seating checkbox to enable Assigned Seating for the Event.
    • Note: When checked, event planners are allowed to define seating sections for the Event.
  8. In the Time Zone picklist, [Select] the Time Zone your event will be in.
  9. If desired, [Check] the 24-hour Time checkbox to use military time.
  10. In the Start Date and Start Time picklists, [Select] the Start Date and Start Time of the event.
  11. In the End Date and End Time picklists, [Select] the End Date and End Time of the event.
  12. In the Registration Timer field, [Enter] a number value (in minutes), which sets a specific amount of time for an attendee to complete their registration.
    • Note: If the attendee doesn't purchase their ticket in the allotted time the ticket becomes available for someone else to purchase.
  13. Do not adjust the Contact Matching for Attendees section. The event should be pre-configured to Enable Contact Search and to Create Contacts for All Attendees.
  14. In the Banner Image and Thumbnail Image fields, [Click] the Browse button to upload a saved image or paste the image URL from Media Collections. It is best practice to use a vista shot.
  15. In the Event Overview text box, [Type] the desired Event Overview text and customize the way it will display to event registrants using the formatting options available.
  16. In the Calendar Reminder Text text box, [Type] the desired Calendar Reminder Text to display on the attendee's Calendar item when using the Add to Calendar button.
    • Note: The Add to Calendar button displays on the Event's Site in the Portal. When clicked, the customer sees this text as the body of the calendar item. By default, the Event Name, Start Time, End Time, and Venue information are included.

Tickets Tab

  1. In Event Builder, from the left-side navigation, [Select] the Tickets tab.
  2. If desired, [Enter] Registration Instructions for Individual Ticket Types or Group Registration Instructions for Group Ticket Types.
  3. [Click] New Ticket Type.
  4. From the Create Ticket Type window, [Check] Is Published and Is Active to allow this Ticket Type to be available for purchase when the Event is in "Active" Status.
  5. In the Ticket Name text box, [Enter] the Ticket Name.
  6. In the Ticket Price text box, [Enter] the Ticket Price.
  7. Optional features include:
    • [Check] Enable Ticket Waitlisting to allow attendees to be added to a waitlist when the ticket is Sold Out.
    • [Enter] Ticket Description.
    • [Enter] Ticket Information to be displayed in the PDF Ticket footer.
  8. Upload Ticket Image URL from Media Collections.
  9. If desired, [Check] and configure Group Ticket Type or Refund Request options.
  10. [Click] Save & Continue.

Venues Tab

  1. In Event Builder, from the left-side navigation, [Select] the Venues tab.
  2. [Click] Add Venue.
  3. [Enter] the Venue Name.
  4. [Check] Is Primary.
    • Note: This will populate the Primary Venue and Venue Map components configured on the Venue Tab. There can only be one Primary Venue.
  5. If desired, [Enter] Venue Description.
  6. In the Address field, [Enter] Venue Address.
  7. From the Venue Image URL field, upload Venue Image or URL from Media Collections.
  8. [Click] Save & Continue.

Speakers Tab

  1. In Event Builder, from the left-side navigation, [Select] the Speakers tab.
  2. If desired, [Click] New Speaker.
  3. In the New Speaker window, from the Speaker Name field, [Enter] the Speaker's Name.
  4. In the Status picklist, [Select] Accepted.
    • Note: Only Accepted Speakers will appear on Events.
  5. If desired, [Enter] Title, Company Name, and Speaker Bio and upload Photo or insert Photo URL.
  6. [Check] Is Featured to have the speaker appear in the Featured Speakers component.
  7. If desired, [Enter] URLs for Speaker's Social Media profiles (Facebook, LinkedIn, Twitter).
  8. [Click] Save & Continue.

Agenda Tab

  1. In Event Builder, from the left-side navigation, [Select] the Agenda tab.
  2. [Check] Enable Schedule Items.
  3. Click Save in the upper right-hand corner of Event Builder.
    • Note: Clicking Save on the Event Builder after checking this box is a crucial step. The Event must be enabled to support Schedule Items before they can be configured.
  4. [Scroll Down] to the Schedule Items section, and [Click] New Schedule Item.
  5. [Check] Active when the event is active to have this Schedule Item publish when the Event is in the Active status.
  6. In the Schedule Item Name text box, [Enter] the Schedule Item Name.
  7. If desired, [Enter] the max Capacity and/or [Check] Enable Waitlisting.
  8. [Enter] Start Date.
  9. [Enter] Start Time.
  10. [Enter] Duration.
  11. Other Optional features include:
    • [Check] Allow Conflicts to allow attendees to register for multiple Schedule Items occurring at the same time.
    • [Enter] an existing Room/Location.
      • Note: Rooms must be configured on the Event record (not in Event Builder) prior to selecting the room/location.
  12. [Enter] the Price if the Schedule Item is paid. Leave this field blank if the Schedule Item is free.
  13. [Enter] Schedule Item Description.
  14. Upload Image or enter Image URL from Media Collections.
  15. [Click] the Attach Form tab to attach Forms created in Form Builder.
  16. [Click] the Accounting tab to configure Accounting Information.

Sponsor Package Tab

  1. In Event Builder, from the left-side navigation, [Select] the Sponsor Packages tab.
  2. [Check] Enable Sponsor Sales.
  3. Click Save in the upper right-hand corner of Event Builder.
    • Note: Clicking Save on the Event Builder after checking this box is a crucial step. The Event must be enabled to support Sponsor Sales before they can be configured.
  4. [Click] Add New Sponsor Package.
  5. [Check] Is Active.
  6. In the Sponsor Package Name text box, [Enter] Sponsor Package Name.
  7. In the Price field, [Enter] Sponsor Package Price.
  8. Optional features include:
    • [Enter] Quantity Available.
    • [Enter] Sponsor Package Description.
    • [Upload] Image or [Enter] Image URL.
  9. [Click] Save & Continue.
  1. In Event Builder, from the left-side navigation, [Select] the Sponsors tab.
  2. [Click] the pencil icon next to a Sponsor record.
    • Note: Sponsor records are automatically created for any Account that purchases a Sponsor Package. If the Sponsor record does not already exist, staff users can create these manually from the Sponsors related list on the Event Record.
  3. [Enter] Sponsor Name.
  4. If desired, [Enter] Sponsor Description.
    • Note:Sponsor Descriptions do not appear on Lightning Events.
  5. [Upload] Image or [Enter] Image URL.
    • Note: This is required for the Sponsor to appear in the "All Sponsors" or "Featured Sponsors" components in the Lightning Event.
  6. [Click] Save & Continue.

Pages Tab

  1. In Event Builder, from the left-side navigation, [Scroll Down] and [Select] Pages.
  2. From the Pages section, [Click] the Statuses picklist button and [Select] the desired Status. This allows you to determine which pages will appear when the Event is in that status.
  3. [Click] the New Page button to create a new page for the selected Status.
  4. From left-hand navigation of the Event Page window, [Check] Is Published to make the page visible when the Event is in the selected Status.
  5. From the Navigation Label text box, [Type] a Navigation Label which will appear as the tab name on the Event microsite.
  6. In the Browser Label text box, [Type] a Browser Label which will appear in the browser tab when the Page is selected on the Event.
  7. Under the Lightning Components section, [Drag & Drop] the desired Lightning Components from the left-side navigation onto the main page.
  8. When finished dragging over the components, [Click] Save & Close.
  9. Repeat the steps for any additional pages to be Published for the selected Status.