How Event Management Works

Overview

Event Management provides structured workflows to orchestrate the various stages in an event's lifecycle, from drafting to execution and conclusion. Each stage surfaces only the actions relevant to the user’s role — organizers plan and build the event, approvers review and sign off, and organizers execute on the ground. Supporting this workflow is a robust participant model that lets you add colleagues, attendees, experts, and write-in participants, each with their own configurable types, roles, and compliance checks. Experts are validated against their training records and subject eligibility before being added, and all participants are checked against compliance rules to ensure they’re eligible to attend.

Event Management also handles the logistical and financial dimensions of running an event. Admins can define event resources — venues, healthcare organizations, catering, audio-visual equipment — and rank alternatives in order of preference. Expenses are tracked in two stages: estimated costs captured during planning, and actual costs recorded after execution, with flexible allocation options to distribute spend across participants. Monetary caps enforce account-level spending limits automatically, flagging or blocking additions that exceed the defined thresholds.

Finally, Event Management integrates seamlessly with the tools your teams already use. Organizers can send personalized email invitations directly from the event record using subject-specific templates, launch curated presentations filtered by topic and territory, create events from their calendar within configured business hours, and deploy surveys to capture post-event feedback — all without leaving the platform. Together, these capabilities give life sciences organizations the structure and flexibility they need to run compliant, well-documented field events at scale.

In Agentforce Life Sciences, Event Management combines multiple subcomponents and functionalities to provide a unified solution for managing field events. Before you delve into the details of each component, go through the checklist of setup tasks for a quicker implementation.

Event Lifecycle

Every managed event, regardless of type, moves through five stages: draft, pending approval, approved, execution, and conclusion. The stage determines which actions are available to which roles, and the workflow path controls what happens at each transition.

• Draft: The organizer builds the event plan by adding participants, assigning subjects, selecting logistics, and calculating estimated expenses. The event is submitted for approval when ready.
• Pending Approval: Only the assigned approver can act at this stage. The approver reviews the plan and either approves or rejects it. Organizers have read-only access.
• Approved: The organizer sends email invitations, monitors participant responses, confirms logistics providers, and finalizes pre-event preparation.
• Execution: On the day of the event, the organizer captures attendee sign-ins, records write-in participants, and launches presentations.
• Conclusion: The organizer records actual expenses, allocates costs to participants, reconciles write-ins and non-profiled attendees, and completes post-event surveys.

Core Objects and Relationships

The Managed Event record is the central object in Event Management. All other objects are directly or indirectly related to it.

• Managed Event Participant: Represents any person associated with the event, including colleagues, attendees, experts, write-ins, and non-profiled attendees. Each participant record links a participant type and role to the event.
• Subject Assignment: Links a Subject record (representing a topic or product) to the managed event. Subjects drive expert eligibility checks and presentation filtering.
• Managed Event Resource and Managed Event Resource Preference: Tracks venues, catering, audiovisual, and other logistics providers. Confirming a resource or resource preference automatically stamps the event location on the event record.
• Expense: Tracks estimated and actual financial costs associated with the event. Actual expenses are allocated to participants for transfer-of-value reporting.
• Compliance Statement: Regulatory acknowledgments that are automatically added to the event when it is created. The organizer or coorganizer must accept all mandatory statements.
• Provider Activity Goal Measure: Stores monetary cap data as JSON in the AdditionalInformation field. Tracks cumulative spend against account-level limits across events.

Participant Model

Event Management uses a flexible participant model comprising a standard participant category (type), a custom label for that category (participant type record), and a role that determines the participant’s permissions within the event (participant role record). A Participant Type Role Mapping record connects a type, a role, and a managed event type into a valid combination.

• Colleague: An internal user such as a sales representative. You can reference a colleague via User Additional Info records. Colleagues can hold roles such as organizer, coorganizer, coordinator, or contributor. The current user must be added as a colleague before adding any other participants.
• Attendee: A healthcare professional (HCP) or healthcare organization (HCO) account formally invited to the event. Sales reps search for attendees in the Update Attendees window, which supports territory-aligned search, field set filters, and HCP-HCO affiliation lookup.
• Expert: A speaker or key opinion leader who is contracted by the company and trained on the event’s subject. Expert eligibility checks verify training records and compliance history before an expert can be added.
• Write-In Attendee: An ad hoc participant who wasn't invited to the event. Write-ins are automatically reconciled with existing account records or converted to non-profiled attendees based on reconciliation status.
• Non-Profiled Attendee: A participant who does not have an account in Salesforce, and are created from a Party Profile record after write-in reconciliation.

Workflow Orchestration

The Event Management workflow is built on the Generic Workflow Configuration framework and is driven by the Managed Event’s Status field. The workflow path defines two operations for each stage: the Managed Event Organizer Operation (which specifies what the organizer can do) and the Managed Event Default Operation (which serves as a validation check). Removing the Default Operation from any stage causes a system error.

Admins can define role-based action sets for each stage, ensuring that users only see the actions relevant to their role at any given point in the event lifecycle. The workflow path is fully customizable. Admins can clone the default workflow, add stage operations and conditions, and configure custom open component actions such as the Launch Survey and Email Participants workflow actions.

Compliance Framework

Compliance is enforced at multiple layers throughout the event lifecycle.

• Compliance Statements: Automatically added to the event on creation. All mandatory statements must be accepted by the organizer or coorganizer before the event can proceed.
• Subject Compliance: When a subject with the compliance type Speaker Bureau is assigned, the system activates expert eligibility checks. If a subject is associated with a restricted product, the system blocks or warns when an expert linked to that product is added.
• Monetary Cap Enforcement: Tracks cumulative estimated, committed, and actual expenses against account-level spending limits. Cap violations trigger either a block (preventing participant addition) or a warn (creating a Managed Event Participant Discrepancy record) depending on admin configuration.
• Attendee Quota: Limits the number of participants a contributor-type colleague can invite. Quota violations on mobile create a discrepancy record when the device syncs.
• Transfer of Value Reporting: Meal preferences and expense allocations are recorded against participant records to support regulatory reporting.

Financial Tracking

Event Management supports a two-stage expense model. Estimated expenses are entered during planning to project costs by category. After the event concludes, actual expenses are recorded and allocated to individual participants, either evenly or through partial (uneven) allocation. The monetary cap framework uses activity plans of type Event Management Limit to enforce spending limits across multiple events for the same provider. Cap data is stored in the Provider Activity Goal Measure object's Additional Information field, and includes expense details, currency conversion rates, and audit trail information.