Sharing Upcoming Event Categories

Administrators can configure sharing permissions for Upcoming Event Categories to control which users can view events, register for events, and manage event creation within each category. These security settings ensure the right people have access to browse and create new events while protecting internal events from inappropriate visibility.

Administrators can also configure categories to be publicly accessible on the web, allowing unauthenticated visitors to view events and register without signing in. This feature enables organizations to promote certain events publicly while keeping internal company events confidential.

Requirements

To share Upcoming Event Categories, users must be assigned a role with the following permissions:

• Administrator System Role

Default Sharing Behavior

By default, Upcoming Event Categories are Private: only the owner can access the category and its events. Administrators must explicitly share the category to allow other users to access events within it.

To Share an Upcoming Event Category

1. In the Setup Home page, click Create > Upcoming Events.
2. Click the category name to open the Event Category detail page.
3. Click the Actions dropdown in the top right corner and select Share.
4. The Share modal opens displaying current sharing configuration. If the category has not been previously shared, it will show as "Private."
5. Click the Edit icon to configure base access permissions.
6. Select one of the following base access options:
   • All Users: All employee and community users (partners, customers) can access the Events Category.
   • All Internal Users: Anyone in your organization (employees only) can find and access events in this category.
   • Specific People: Only specified users can access the Events Category. Define which users can access by searching for names, roles, or groups in the lookup bar.
7. Click Done to apply the base access configuration.

Configuring Permission Levels

After setting the base access, you can add specific users, user groups, or security roles with defined permission levels to control who can view events versus who can manage events.

To Add Users with Specific Permissions

1. In the Share modal, use the Add User Groups or Roles or Users search field.
2. Enter the first few letters of the user name, group name, or security role and press Enter.
3. Select the appropriate user, group, or role from the search results.
4. For each added entry, select the permission level from the dropdown beside the name:
   • View: Users can browse events in the category and register for events. They cannot create, edit, or publish events.
   • Manage: Users can create, edit, publish, and manage events within the category. Managers also receive email notifications for user registrations and cancellations.
5. Repeat steps 1-4 to add additional users, groups, or roles as needed.
6. Click Done to save the sharing configuration.

Permission Levels Explained

Configuring Public Web Access

To allow unauthenticated visitors to view events and register without logging into the portal, you must add Guest security roles to the category sharing configuration.

To Enable Public Access

1. Open the Share modal for the Event Category (Actions > Share).
2. In the Add User Groups or Roles or Users search field, search for your Guest security role.
3. Add the Guest role to the sharing configuration.
4. Set the permission level to View to allow public browsing and registration.
5. Click Done to save.

Public Access Considerations

• Content Appropriateness: Ensure event content is appropriate for public consumption before enabling Guest access.
• Registration Data: Public guests will need to manually enter all registration information since their profile data is not available for pre-filling forms.
• Social Sharing: If social sharing is enabled for the category, public visitors can share event links on social media platforms.
• Search Engine Visibility: Publicly accessible events may be indexed by search engines, increasing event visibility.

Modifying Sharing Permissions

To Change Permission Levels

1. Open the Share modal for the Event Category.
2. Locate the user, group, or role you want to modify.
3. Click the permission dropdown beside their name and select the new permission level.
4. Click Done to save changes.

To Remove Sharing Access

1. Open the Share modal for the Event Category.
2. Locate the user, group, or role you want to remove.
3. Click the Delete icon (trash icon) beside their name.
4. Click Done to save changes.

Sharing via Category List

You can also access sharing configuration directly from the Event Categories list:

1. In the Setup Home page, click Create > Upcoming Events.
2. Locate the category in the list.
3. Click the Actions dropdown in the category row.
4. Select Share.
5. Configure sharing as described above.

Best Practices

Security Strategy

• Start Restrictive: Begin with minimal access and expand permissions as needed rather than starting with broad access and restricting later.
• Use Security Roles: Assign permissions to Security Roles rather than individual users when possible for easier ongoing management.
• Leverage User Groups: Use User Groups for efficient permission management across users who need similar access levels.
• Regular Audits: Periodically review sharing configurations to ensure they remain appropriate as organizational needs change.

Permission Assignment

• View for General Audiences: Use View permission for users who only need to browse and register for events.
• Manage for Event Coordinators: Assign Manage permission to users responsible for creating and maintaining events within the category.
• Distribute Management: Consider assigning Manage permission to multiple users or roles to distribute event management workload and ensure coverage.

Public Event Categories

• Separate Categories: Consider creating dedicated categories for public events rather than mixing public and private events in the same category.
• Content Review: Establish review processes for events in publicly accessible categories to ensure content quality and appropriateness.
• Registration Form Fields: Ensure registration forms for public categories collect sufficient contact information since public guests have no pre-existing profile data.

Troubleshooting

Users Cannot See Events

• Verify the user has been granted access through individual assignment, User Group membership, or Security Role assignment.
• Confirm the Event Category is set to Active (enabled). Inactive categories are hidden from users.
• Check that events within the category are Published. Draft events are not visible to non-administrators.

Users Cannot Create Events

• Verify the user has Manage permission for the category, not just View permission.
• Confirm the user has Administrator System Role or appropriate permissions to access the Event Categories setup area.

Public Visitors Cannot Access Events

• Verify a Guest security role has been added to the category sharing configuration.
• Confirm the Guest role has at least View permission.
• Check that the Event Category is Active and contains Published events.

Jump To Upcoming Events Checklist

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