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Creating and managing invitee-only events

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In the Events app, you have the ability to designate an event so only front end logged in users who have been granted specific access to attend may register. As an admin, you can add Soapbox users to the invitee list or visitors may request access to the event, allowing you to confirm or deny that request.

Enabling Invitee Only Events for the Events app

To set an event as invitee-only, you must first enable the Invitee option in the Events app Configuration. To do so:

Restricting Individual Events to Invite Only

Once the Invitee option has been enabled for the Events app, you may restrict individual events to logged in invitees only by doing the following:

  • Open the event you wish to set as invitee-only
  • Click the Invitees tab
  • In the Setup section, for Allow Invitation Requests, choose Yes
  • Click Save

Front End Logged In User Requests to Access an Event

For invitee only events, front end logged in users will be presented with a button that allows them to request access to an event. When they click on the button, a popup will open that auto-fills their Name and Email from the Soapbox user account. You may also request or require an additional text field to be completed. See below for further details.

Once the form is completed, an Invitee record will be created for the user on the Invitee tab of the event in Soapbox. In addition, a Case record can be created in Salesforce, if you wish. See below for further details.

After the user has submitted an access request, the request access button will be replaced with a notice stating that access has been requested.

Managing Invitee Access in Soapbox

To grant or deny access to a logged in user, you create or edit records on the Invitees tab for the event.

To grant access to a user without that user requesting access on the front end of the site:

  • Open the event you wish to set as invitee-only
  • Click the Invitees tab
  • In the Invitees section, to add a new Invitee, click the Add Invitee button.
  • In the modal popup, begin typing the username, first name, or last name of the Soapbox user to which you wish to grant access.
  • Select the user from the options displayed as you type. Their first name, last name, and email will autofill the appropriate fields. The fields are not editable and for display purposes only to ensure you have selected the correct user.
  • For Status, select Invited
  • Click Save
  • Click OK on the alert box

To grant or deny access to a user who has requested access on the front end of the site:

  • Open the event you wish to set as invitee-only
  • Click the Invitees tab
  • In the Invitees section, find the Soapbox user requesting access
  • Click the edit icon in the Action column to the right of the page for the user
  • For Status, update it to Invited to grant access or Invitation Request Declined to deny access
  • Click Save
  • Click OK on the alert box

When the Soapbox user returns to the event detail view, if they have been granted access, they will see the registration button. If they have been denied access, they will see a notice stating that access has not been granted.

Customizing Global Event App Settings for Invitee Only Events

There are a number of options you can set on a global level for the invitee only event process in the Event app Configuration:

  • Create Salesforce Cases for Requested Invitees

    Enabling this feature will create Case records when a front end logged in user requests access to an event. This Case will be associated with the logged in user's Contact and include the event name, event URL, the value entered in the Comment field (if included on the form), and a link to the Soapbox admin view that allows you to grant or deny access for the user. It is important to note that any changes made to the Case will not affect access for the logged in user. Only editing the Invitee record in Soapbox grants or denies access.
  • Comment

    The invitee request form complete by the front end logged in user can include a text field with the default label of Comment. You can enable this and set it to required, if you wish.
  • Display Login Prompt

    For anonymous visitors, you can display text on the event detail page that informs them that the event requires access to be granted to logged in users as well as a hyperlink that opens the login form. To enable this, select Yes.
  • Login Prompt Text

    Customize the text shown with the login prompt.

In addition, you can further customize the text for the elements of the front end user experience by clicking the Customize Headings and Labels button to expand the parameters related to button, title, and label text.

 

 

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