Salesforce Admin Project Document
Project Name: MAX FIT – Event Management (Admin & App Builder Version)
Scope: Declarative Configuration Only (Admin & App Builder features, no Apex, no LWC).
1. Introduction & Business Use Case
MAX FIT is a fitness company that organizes events (workshops, fitness camps, webinars). They want
to:
• Manage Events and their lifecycle (Created → Published → Completed).
• Associate Organizers, Speakers, Attendees with each Event.
• Track Locations for In-Person events, and support Virtual events.
• Control user access with Profiles, Roles, and Sharing Rules.
• Automate key processes like attendee confirmation, seat tracking, and status updates.
• Provide Reports & Dashboards for insights into participation and event success.
The solution will be built entirely using Salesforce Admin declarative tools.
2. Salesforce Basics and Organization Configuration
2.1 Company & Org Setup
• Define Company Information:
o Default Time Zone: Asia/Kolkata.
o Default Currency: INR.
o Fiscal Year: Standard (January–December).
2.2 User Interface
• Customize the App Launcher with logo & branding for “MAX FIT.”
• Enable Navigation Bar with custom tabs: Events, Locations, Organizers, Attendees, Speakers.
• Customize Search Layouts for each object (e.g., Attendees searchable by Name & Email).
2.3 Lightning App
• App Name: MAX FIT.
• Utility Items: Recent Items, Notes, Chatter.
• Assign to Event Organizer, Attendee, and Speaker profiles.
3. Configuration in Salesforce
3.1 Custom Objects & Fields
• Location:
o Fields: Street, City, State, Postal Code, Country (Picklist), Landmark, Verified (Checkbox).
o Use Picklist for Country with values [India, USA, UK, France].
• Event:
o Fields: Status (Picklist: Created, Published, In Progress, Completed, Cancelled).
o Organizer (Lookup → Event Organizer).
o Start Date/Time, End Date/Time.
o Max Seats (Number).
o #People Attending (Rollup Summary).
o Remaining Seats (Formula = Max Seats – #People Attending).
o Event Type (Picklist: In-Person, Virtual).
o Recurring? (Checkbox) and Frequency (Picklist: Daily, Weekly).
• Attendee:
o Fields: Email (Unique), Phone, Company Name.
o Lookup → Location.
• Speaker:
o Fields: Email (Unique), Phone, Company.
• Event-Attendee (Junction):
o Event (M-D → Event).
o Attendee (M-D → Attendee).
• Event-Speaker (Junction):
o Event (M-D → Event).
o Speaker (M-D → Speaker).
3.2 Page Layouts
• Event Layout:
o Sections: Event Info, Seat Management, Attendees (related list), Speakers (related list).
• Attendee Layout:
o Sections: Personal Info, Registered Events (related list).
• Speaker Layout:
o Sections: Profile Info, Assigned Events (related list).
3.3 Record Types & Business Processes
• Event Record Types:
o In-Person Event (requires Location).
o Virtual Event (requires Online Meeting Link).
• Assign different Picklist values for Event Type field based on Record Type.
3.4 List Views
• Event List Views:
o “Upcoming Events” → Filter by Start Date >= TODAY.
o “Past Events” → Filter by End Date < TODAY.
• Attendee List Views:
o “Recent Registrations” → Last 7 days.
4. User Management and Security
4.1 Profiles
• Event Organizer Profile: Full CRED on Events, R/W on Attendees & Speakers.
• Attendee Profile: R access on Events, C on Event-Attendee.
• Speaker Profile: R access on Events, C on Event-Speaker.
4.2 Roles
• CEO (top)
↳ Organizer
↳ Attendee
↳ Speaker
4.3 OWD
• Event → Public Read Only.
• Organizer → Public Read Only.
• Speaker → Private (shared with Organizers).
• Attendee → Private (shared with Organizers).
• Location → Public Read Only.
• Junction Objects → Public Read Only.
4.4 Sharing Rules
• Share Speakers with Organizers (Read/Edit).
• Share Attendees with Organizers (Read/Edit).
5. Automation
5.1 Validation Rules
• Recurring Event: If Recurring? = TRUE → Frequency required.
• Virtual Event: If Event Type = Virtual → Location must be blank.
• In-Person Event: If Event Type = In-Person → Location required.
• Date Rule: End Date >= Start Date + 1 day.
• Seat Rule: Attendees not allowed if Remaining Seats = 0.
5.2 Process Builder / Flow Alternatives
• When an Event End Date passes, auto-update Status → Completed.
• Send reminder emails to Organizers 1 day before Event Start Date.
6. Flows
6.1 Record-Triggered Flow – Attendee Confirmation
• Trigger: When new Event-Attendee is created.
• Actions: Send Email with Subject: “Pass for {Event Name}.”
• Body includes Event details, Location, Google Maps link.
6.2 Scheduled Flow – Event Closure
• Daily scheduled flow checks Events with End Date < TODAY.
• Updates Status → Completed.
6.3 Screen Flow – Guided Event Registration
• Admin selects Event from lookup.
• Enters Attendee details.
• Flow creates Attendee + Event-Attendee record in one transaction.
7. Data Management
7.1 Data Import Wizard
• Import Attendees & Organizers.
• Prevent duplicates via Email field matching.
7.2 Data Loader
• Bulk upload Events & Speakers.
• Schedule weekly Attendee exports.
7.3 Error Log Handling
• Use a simple “Error Log” custom object.
• Capture details of failed imports (Date, File Name, Error Reason).
8. Data Analytics with Reports and Dashboards
8.1 Reports
• Event Attendance Report: Attendees grouped by Event.
• Speaker Engagement Report: Speakers grouped by number of Events.
• Event Capacity Report: Compare Max Seats vs. Remaining Seats.
8.2 Dashboards
• Event Performance Dashboard:
o Pie Chart: Events by Status.
o Bar Chart: Events by Type (In-Person vs Virtual).
• Attendee Engagement Dashboard:
o Line Chart: Registrations trend over months.
o Table: Top 10 Events by Attendance.
• Organizer Activity Dashboard:
o Bar Chart: Number of Events per Organizer.
9. Key Deliverables
1. Custom Objects & Fields (with descriptions & help text).
2. Page Layouts, Record Types, List Views configured.
3. Profiles, Roles, OWD, Sharing Rules established.
4. Validation Rules & Flows for automation.
5. Data Management strategy (Imports, Exports, Error Logs).
6. Reports & Dashboards to analyze event success.