Track event sign-ups as follow-up tasks
Every registration becomes a task assigned to the event host, carrying dietary notes and guest numbers.
New submission on your event registration form
Create a task in the Events project assigned to the host, with the attendee details and dietary notes in custom fields
One-directional. A submission triggers the action — nothing is written back into your form.
An event is a hundred small promises: a badge printed correctly, a gluten-free plate at table four, a lift instead of stairs. Registrations arriving as a list satisfy the headcount and nothing else. A task per attendee gives the events team something they can tick off, assign and check on the morning.
Assigning the task to the host means the person who will greet that attendee is the one holding the detail. Dietary restrictions and accessibility requirements travel with the task rather than living in an inbox the caterer cannot see.
Setting it up
- 1
Build the Events project in Asana with a section per event, plus custom fields for ticket type, guest count and dietary notes.
- 2
Publish your registration form, keeping Ticket Type as a single-select so its values match the options on the Asana field.
- 3
In Zapier, choose the New Submission trigger from formformform and select the registration form.
- 4
Add the Asana Create Task action, set Project to Events, and set Section to the event you are currently running.
- 5
Map Full Name to the task name so the board reads as a list of people rather than a list of tickets.
- 6
Set Assignee to the host: a fixed value if one person hosts, or a Zapier path keyed on Ticket Type if VIP registrations go to someone else.
- 7
Map Dietary Restrictions and Accessibility Requirements to custom fields, then set the Due Date to the day before the event so the checks happen in time.
- 8
Send a test registration, confirm the task is assigned and the notes are readable, then turn the Zap on.
What maps where
Using the Event Registration Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Asana |
|---|---|
| Full Name | Task name in the Events project |
| Ticket Type | Ticket type custom field, also used to route VIP registrations |
| Number of Additional Guests | Guest count custom field |
| Dietary Restrictions | Dietary notes custom field the caterer reads |
| Accessibility Requirements | Task description, flagged at the top |
| Organization or Company | Task description, for the badge |
Variations worth knowing
If a hundred tasks would swamp the board, create a parent task for the event and use Asana's Create Subtask action instead. Each registration becomes a subtask under the event, keeping the project readable while the detail stays attached to the right person.
Add a filter so a registration that answered Accessibility Requirements also creates a second task assigned to the venue coordinator. Requests for a ramp, a hearing loop or a reserved seat then have an owner, rather than being noticed at the door.
If something isn't arriving
Asana matches assignees by email address or user ID, never by display name. Enter the host's Asana account email in the Assignee field, and check they belong to the workspace the Zap points at, since a guest without project access is silently dropped.
A registration with no restrictions sends an empty value, which Asana accepts but which reads as a gap on the board. Give the field a Formatter default of None so it always says something, or filter those submissions into a task without the field set.
Frequently asked questions
Can attendees change their dietary choice after registering?
Only by submitting again, because the flow is one-directional and no edit is pushed into the existing task. Most teams add a short amendments form that posts an Asana comment, or handle late changes by hand in the week before the event.
Will this work for a recurring event series?
Yes. Add a single-select for which date the attendee is coming to, then use Zapier Paths to send each date to its own section in the Events project. Last month's attendees stay separate from next month's, and you archive a section once it has run.
How many registrations can this handle?
During early access, formformform accepts unlimited responses, so the ceiling is your Zapier plan's task allowance rather than the form. A busy on-sale day can burn through a monthly Zapier quota quickly, so check the plan before you open registration.
Related automations
- Collect product feedback in a review queue
Feature requests land in the Product Feedback project as tagged tasks, ready for the weekly triage pass.
- File client requests as project tasks
New intake requests arrive as tasks in Client Requests, with the stated scope and deadline already filled in.
- Move job applications into a hiring pipeline
Applicants appear as tasks in the Recruiting project, sorted into the section for the role they applied for.
- Turn bug reports into triage tasks
Each bug report lands in the Bugs project's Triage section with reproduction steps already in the description.
- Turn wholesale orders into shipping tasks
Orders arrive as tasks in the Fulfillment project, assigned to operations with a due date for dispatch.
- Add every RSVP to your confirmed guest list
Each RSVP creates a card on the "Confirmed guests" list with the ticket type as a label and dietary notes in the description.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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