Convert event RSVPs into 1:1 sessions
Registrants who want a follow-up consultation are placed directly on a consultant's calendar when they sign up.
New submission on your webinar or event signup form
Add the registrant as an invitee to a one-off Calendly meeting for a follow-up consultation
One-directional. A submission triggers the action — nothing is written back into your form.
Webinars produce a long list of names and a short list of people who actually want to talk. Asking the second group to email you loses most of them. Adding one opt-in question to the registration form, then dropping those who tick it onto a consultant's calendar, keeps the intent while it lasts.
Events teams running a webinar series lean on this because the 1:1 is the part that pays for the webinar. Registration and consultation get booked in the same submission, so nobody chases attendees afterwards.
Setting it up
- 1
Add one yes/no question to the webinar registration form asking whether the registrant wants a 1:1 strategy call after the session, and publish the form.
- 2
Use conditional logic so the opt-in question only appears once Work Email is filled, keeping the registration path short for people who just want the webinar.
- 3
In Calendly, create the one-off consultation meetings for the week after the webinar, one per consultant, sized to the number of 1:1s each can take.
- 4
Build the Zap with the New Submission trigger on the registration form, then add a filter that continues only when the opt-in answer is yes.
- 5
Add "Add Invitee to a One-Off Meeting", select the consultant's meeting, and map First Name and Last Name to the invitee name with Work Email as the invitee email.
- 6
Carry "Anything you'd like us to cover?" into the invitee notes so the consultant prepares against the registrant's own question rather than a generic agenda.
- 7
Add a second, unfiltered action that sends every registrant to your webinar platform, so the RSVP still works for people who declined the 1:1.
- 8
Register as a test attendee with the opt-in ticked, confirm the invitee appears on the consultant's meeting, then turn the Zap on.
What maps where
Using the Webinar Registration Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Calendly |
|---|---|
| First Name | First half of the invitee name on the one-off Calendly meeting |
| Last Name | Second half of the invitee name |
| Work Email | Invitee email — Calendly sends the calendar invite and reminders here |
| Anything you'd like us to cover? | Invitee notes on the consultation, used as the agenda |
| Company | Appended to the meeting name so the consultant sees the account at a glance |
| Job Title | Invitee notes, used to decide which consultant the path sends them to |
Variations worth knowing
Read Job Title in a Zapier path and split heads of function onto a principal consultant's meeting, with everyone else on the wider team's. The registration form stays a single page and the split happens after submission, invisible to the attendee.
Use the same mapping on a post-event survey form rather than the registration form. Attendees who rate the session highly and ask for a call are added to a consultation meeting the following week, while the registration flow stays untouched.
If something isn't arriving
The filter step is missing or reading the wrong field. Check it sits between the trigger and the Calendly action, and that it tests the opt-in question rather than Email Updates, which is a newsletter consent and has nothing to do with the 1:1.
One-off meetings have a fixed invitee limit. Create a second meeting with another consultant and add a Zapier path that uses it once the first is full, or switch that path to issue single-use scheduling links instead.
Frequently asked questions
Can I run the webinar signup and the 1:1 off one form?
Yes. One submission fires both actions in the same Zap: the registration goes to your webinar platform and, when the opt-in is ticked, the Calendly step adds the invitee. Attendees fill in one form and get two confirmations.
How many 1:1 slots should I set up per webinar?
Base it on how many registrants tick the opt-in for your first run, then adjust. Because the count comes from real submissions, you can size next month's meetings against the last event rather than guessing at a rate.
Will Calendly tell the form who attended the consultation?
No. The integration is one-directional — submissions trigger Calendly actions and nothing flows back into formformform. Attendance reporting belongs in Calendly or your CRM, matched on the registrant's work email address.
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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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