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🔔 Flow: Notify Leader on RSVP

This automated Salesforce Flow sends an email notification to the event leader whenever someone RSVPs "Attending" to an event registration.

Access

🎯 Purpose

This Flow automatically notifies event leaders via email when a member RSVPs to their event. It:

  • Triggers automatically when a new Event_Participant__c record is created
  • Only processes participants with Response__c = "Attending"
  • Retrieves the event leader's email from their associated Contact record
  • Sends a formatted email with event and participant details
  • Includes a direct link to view the event registration in Salesforce

⚡ Trigger

  • Object: Event_Participant__c
  • Trigger Type: Record-Triggered Flow
  • Trigger Timing: After Save
  • Entry Conditions:
    • Record is created (not updated)
    • Response__c = "Attending"

🧱 Flow Structure

1. Get Event Registration

Retrieves the related Event_Registration__c record to access:

  • Event name
  • Leader lookup (Leader__c)
  • Event start time (Start__c)
  • Event location (Location__c)

Element: Get_Event_Registration

2. Decision: Is Attending?

Checks if the participant's response is "Attending".

Element: Is_Attending

  • ✅ Response is Attending: Proceeds to get leader information
  • ❌ Not Attending: Flow exits (no email sent)

3. Get Leader User Record

Retrieves the User record from Event_Registration__c.Leader__c to access:

  • User ID
  • User Name (for email greeting)
  • Contact ID (ContactId) - used to get the Contact email

Element: Get_Leader

Note: We get the leader's email from their Contact record rather than directly from the User record, as Contact.Email is more reliable for Community users.

4. Decision: Has Leader?

Validates that a leader is assigned to the event.

Element: Has_Leader

  • ✅ Leader Exists: Proceeds to get leader's Contact record
  • ❌ No Leader: Flow exits (no email to send)

5. Get Leader Contact (Parallel with Get Participant Contact)

Retrieves the Contact record associated with the leader User to access:

  • Contact Email (primary email address)
  • Contact Name

Element: Get_Leader_Contact

This runs in parallel with Get_Participant_Contact for efficiency.

6. Get Participant Contact (Parallel with Get Leader Contact)

Retrieves the Contact record of the person who RSVP'd to include their name in the email.

Element: Get_Participant_Contact

This runs in parallel with Get_Leader_Contact for efficiency.

7. Decision: Has Leader Email?

Validates that the leader's Contact record has an email address.

Element: Has_Leader_Email

  • ✅ Email Exists: Proceeds to send email
  • ❌ No Email: Flow exits (cannot send email)

8. Send Email to Leader

Sends a formatted email to the event leader.

Element: Send_Email_to_Leader

Email Subject:

New RSVP for {Event Registration Name}

Email Body:

Hi {Leader Name},

A member has RSVP'd for your event.

Event: {Event Registration Name}
Participant: {Participant Contact Name}
Response: Attending
Event Start: {Event Start Date/Time}
Location: {Event Location}

You can view the event here:
https://www.spokanemountaineers.org/s/event-registration/{Event Registration ID}

Best regards,
Spokane Mountaineers

Email Configuration:

  • To: Get_Leader_Contact.Email
  • From/Sender: admin@spokanemountaineers.org (Org-Wide Email Address)
  • Sender Type: OrgWideEmailAddress

🔍 Data Model

Objects Used

Object Purpose Key Fields
Event_Participant__c Trigger record - represents someone RSVPing Event_Registration__c, Contact__c, Response__c
Event_Registration__c The event being RSVP'd for Leader__c, Name, Start__c, Location__c
User Event leader's user record Id, Name, ContactId
Contact Leader's contact record (for email) Id, Email, Name
Contact Participant's contact record (for email content) Id, Name, FirstName, LastName

Relationships

  • Event_Participant__c.Event_Registration__c → Event_Registration__c (Master-Detail)
  • Event_Registration__c.Leader__c → User (Lookup)
  • User.ContactId → Contact (Lookup)
  • Event_Participant__c.Contact__c → Contact (Lookup)

⚠️ Edge Cases Handled

  1. Response is not "Attending": Flow exits early, no email sent
  2. No Leader assigned: Flow exits if Event_Registration__c.Leader__c is null
  3. Leader has no Contact: Flow exits if User.ContactId is null
  4. Leader Contact has no Email: Flow exits if Contact.Email is null
  5. Participant Contact lookup fails: Flow still continues if participant contact cannot be retrieved (uses available data)

🔧 Why Use Contact Email Instead of User Email?

This flow intentionally retrieves the email address from the leader's Contact record rather than directly from the User record. This is because:

  • Community Users: For Community/Experience Cloud users, the User.Email field may not always be reliable or up-to-date
  • Contact as Source of Truth: The Contact.Email field is typically the primary communication email and is more likely to be current
  • Consistency: Using Contact.Email ensures consistent email delivery across standard and community users

The flow retrieves the Contact via User.ContactId, then uses Contact.Email for the email notification.

📊 Monitoring & Troubleshooting

Check Flow Execution

  1. Go to Setup → Flows
  2. Find Notify Leader on RSVP
  3. Click View Details and Versions
  4. Click View next to the active version
  5. Review Interview Logs to see execution history

Common Issues

Issue Possible Cause Solution
No email received Leader Contact missing email Verify Contact.Email is populated for the leader
No email received Leader User missing ContactId Verify User.ContactId is populated
Flow not triggering Event Participant created with wrong Response Verify Response__c = "Attending" on new records
Email not sending Invalid sender address Verify Org-Wide Email Address admin@spokanemountaineers.org is configured and active

Verify Email Delivery

  • Review Flow Interview logs for errors
  • Verify leader's Contact.Email is valid and active
  • Verify Org-Wide Email Address admin@spokanemountaineers.org is configured and active
  • Check email delivery logs in Setup → Email Administration → View Email Logs

🚀 Future Enhancements

Feature Notes
Handle Updates Currently only triggers on Create. Could add Update trigger to notify when someone changes from "Not Attending" to "Attending"
Email Template Use Salesforce Email Template instead of hardcoded email body for easier customization
HTML Email Format email as HTML for better presentation
Bulk RSVP Notification Option to batch RSVP notifications (e.g., send one email per day with all new RSVPs)
Opt-out Preference Allow leaders to opt-out of RSVP notifications per event
Participant Count Include total participant count in the email

🛠 Technical Details

  • API Version: 65.0
  • Flow Type: Auto-Launched Flow (Record-Triggered)
  • Process Type: RecordAfterSave
  • Status: Active
  • Bulk Support: Yes (handles multiple Event_Participant__c records created in same transaction)
  • Maintainability: Each flow element includes a description explaining its purpose and intent for easier future maintenance

📞 Support

For issues or questions about this flow, contact the tech team at webdev@spokanemountaineers.org.