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Considerations for Using Events and Calendars in Salesforce Classic
Be aware of some considerations for creating, updating, owning, and inviting others to events in Salesforce Classic.
Required Editions
| Available in Salesforce Classic in: All Editions |
| Events with invitees not available in: Personal Edition |
Event Editing
- Permission to Edit Other People’s Events
- Your org’s calendar sharing model and your personal calendar sharing control permission to edit other people’s events. However, regardless of these settings, managers in the role hierarchy can always edit events owned by people who report to them.
- Permission to Edit Public Calendars and Resource Calendars
- The calendar sharing model controls permission to edit events in public and resource calendars.
- Changes to Fields in Single Events and Their Series
- If you change a field in a single event and then change that field in the series, the series change overrides the change to the single event.
- Changes to Events with Invitees
- If you change the following fields for events that include one or more invitees,
invitees’ statuses are reset to Not Responded.
- All-day event checkbox
- Start or end time
- Location
Event Deletion
- Declining Event Invitations
- If you decline an event that you’ve been invited to, Salesforce removes the event from your calendar. Only the event owner can delete an event with invitees.
- Notification for Deleted Event Series
- If an event owner deletes a series of recurring events, every invitee receives an email notification that the series of events has been canceled.
- Handling of Past and Future Events in Deleted Series
- If you delete a series of events, you delete only future events. Events that have already happened aren’t affected.
- If a series is deleted and it contains events that occurred in the past, the series isn’t moved to the Recycle Bin. As a result, the series can’t be restored from the Recycle Bin.
- If a series is deleted and it doesn’t contain past events, Salesforce moves the series to the Recycle Bin. Individual events that were part of the series aren’t moved to the Recycle Bin.
- Handling of Series Restored from Recycle Bin
- If you restore a series from the Recycle Bin, single events are created. Those single events contain both the details defined by the series and any changes or additions made to them individually before the series was deleted.
- Deleted Public Calendars
- If you delete a public calendar, Salesforce doesn’t put it in the Recycle Bin.
Recurring Events (
)
- Effects of Changes to an Event Series and Single Events in a Series
-
Warning Changes to any field in an event series override changes previously made to single events.If you change the following settings, the status of invitees for future events is reset to Not Responded. You lose messages sent with invitees’ responses and other changes to single future events. Triggers and workflows are also reset, and links to future events break.
- All-day event checkbox
- Start or end time
- Location
- Recurrence frequency
- Recurrence start or end date, if you send updates to invitees
If you don’t send updates, and you only extend the recurrence end date, then future events aren’t affected.
If you create a series in Lightning Experience and edit it in Salesforce Classic, you can edit only the entire series. We recommend editing event series in Lightning Experience only.
- Display of Original and New Start or End Time for a Changed Series
- If the organizer changes the scheduled time of an event in a recurring series, the calendar views and the Home tab’s Calendar section show the updated time. However, the detail page of the single event continues to show you the original time until you accept or decline the series.
- Maximum Number of Single Events in a Series
- Daily: 100
- Weekly: 53
- Monthly: 60
- Yearly: 10
- Duration of Events
- If your Salesforce admin has enabled multiday events, then you can create events up to 14 days long, except recurring events. When you create a recurring event, the maximum duration of the single events in the series is 24 hours. After you create the series, you can change the duration to up to 14 days if your Salesforce admin has enabled multiday events.
- Event Reminders
- If you create a recurring event and you leave the reminder checkbox selected, you receive a reminder for each single event in the series.
- Attachments to Events
- You can attach files to a series of recurring events. After you create a series, you can add or delete attachments to each single event in the series.
- Attachments are displayed on the event detail page only, not on the detail page for other records that the event is related to. If you don’t see the Attachments related list on the event detail page, ask your Salesforce admin to add it to the event page layout.
- Custom Fields
- If you have a custom field on the Event entity with a unique constraint, this constraint is enforced across all instances of a recurring series.
Inviting People and Scheduling Resources
- Access Requirements for Inviting People and Resources
- You need at least read access to the contacts and leads that you invite to an event. You need at least “Add Events” on a resource to invite it to an event.
- Permission to Edit Events with Invitees
identifies an event with one or more invitees. You can edit an event that you’ve
invited people to only if you own the event. If the event isn’t a recurring event, you
can assign it to a different person.- If you want to send an email update, you can send it to all invitees or only to the people you added or deleted during editing.
- Event Attendance
- Declining an event removes it from your calendar. The event owner doesn’t receive an email notification when an invitee accepts or declines an invitation.
- Maximum Number of Invitees
- The maximum number of invitees for regular events is 1,000. However, for recurring events, the maximum is 100.
- Invitees
- In Salesforce Classic, the people you invite to your events are called invitees. In Lightning Experience and the Salesforce mobile app, they’re called attendees.
-
- The Invitees field can't be renamed.
- When viewing invitees’ events in Salesforce Classic, the Assigned To field contains the event owner's name. When viewing attendees’ events in Lightning Experience, the mobile app, and via the API, the Assigned To field contains the attendee’s name.
- In Salesforce Classic, when you search for an event and select an invitee’s event record link from the search results, you see the owner’s event record. In Lightning Experience, the mobile app, and via the API, when you search for an event and select an attendee’s event record link, you see the attendee’s event record.
Relating Events to Multiple Contacts (Shared Activities)
- Maximum Number of Related Contacts
- You can relate an event to up to 50 contacts (but only one lead) in the
Name field, including one primary contact. If you don’t see
next to the Name field, ask your administrator to enable Shared
Activities. - No Support for Recurring Events or Multiple Event Owners
- You can’t relate multiple contacts to a recurring event series or an event owned by multiple people.
Assigning Events to Coworkers
- Default Event Owner
- By default, an event is assigned to the user who creates it. To assign an event to a
coworker, click
next to Assigned To. Select another user and save the event. The
Assigned To field isn’t available in Personal Edition.
Events in Chatter
- New Events in Chatter Feeds
- If a new event is related to a record like a lead, account, or custom object, the event appears in the feed for that record. On any record that you follow, you see feed items for all events, regardless of who created them.
- Creating Events in Feeds
- Your Salesforce admin specifies whether you can use Chatter to create events for different types of records. For example, some people can view but not create events in the feeds for accounts that they have access to.
- No Recurring Events in Chatter
- Your Chatter feed doesn’t display recurring events, either in series or singly, and you can’t follow recurring events in Chatter.
Reminders
- No Reminders from Global Actions
- You can’t set reminders from New Event global actions, even if your admin adds the Reminder Set field to the global action layout.
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