Problem

Event coordination was managed through spreadsheets and manual communication between departments. Marketing teams were responsible for tracking event requests, monitoring event costs, and manually comparing expenses against available budgets for each event category.

Because event costs and budgets were tracked outside the system, leadership had limited visibility into how funds were being allocated and how much budget remained for future events. Marketing teams also had to manually add approved events to multiple calendars, creating delays, missed events, and inconsistent visibility across the organization.

This fragmented process required significant manual coordination and made it difficult to enforce budget controls or maintain accurate event tracking.

Solution

Designed and implemented a custom Event Request Management system in Salesforce using a custom object that allows users to submit event requests and add attendees directly within the platform.

Each request captures the event category, expected cost, and attendee information. Event budgets were stored separately and visible only to leadership, allowing decision-makers to evaluate requests against the remaining budget before approving new events.

An automated approval process routed requests for review, with additional leadership approval required when a request exceeded the allocated budget.

Once approved, Salesforce automatically generates the event and distributes it to shared calendars using Apex integrations with Microsoft Outlook and Microsoft Teams, ensuring all attendees receive real-time calendar updates.

The system centralized event requests, attendee tracking, and scheduling while providing leadership with controlled visibility into event spending and budget utilization.

Technologies: Custom Objects • Salesforce Flow • Apex • Approval Process • Microsoft Outlook & Teams Calendar Integration