Post event RSVPs to your members
Each RSVP posts to #events as an embed, so organisers and members watch the guest list fill up as people sign up.
New submission on your "Event RSVP" form
Send an embed message to #events in Discord
One-directional. A submission triggers the action — nothing is written back into your form.
Running meetups or AMAs for a server means the guest list lives in two places at once — the form, and the organisers' heads. This flow posts each RSVP into #events as an embed, so the channel itself becomes the running list nobody has to maintain.
Organisers lean on it hardest in the week before a session, when the headcount decides whether to book a bigger voice channel or order more food. Members watching the list fill up tends to do more for turnout than another pinned announcement.
Setting it up
- 1
Publish the RSVP form and keep it short. "Will you be attending?" and "How many in your party?" are the two answers organisers act on, so nothing should slow a member down before those.
- 2
In Zapier, set the New Submission trigger to watch the RSVP form for this specific event rather than a general sign-up form.
- 3
Choose Discord's Send Channel Message in Embed action and point it at your server and the #events channel.
- 4
Map Your Name into the embed title so a glance down the channel reads as a guest list.
- 5
Add "Will you be attending?" and "How many in your party?" as short inline embed fields, side by side, because those are the two organisers count.
- 6
Put "Anything else we should know?" into the description block, where a longer note from a member has room to be read.
- 7
Leave Email Address unmapped if #events is visible to the whole server. It stays in your responses list for the reminder mail-out later.
- 8
Submit one test RSVP, confirm the embed reads cleanly on mobile as well as desktop, then turn the Zap on.
What maps where
Using the Party RSVP Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Discord |
|---|---|
| Your Name | Embed title, so the channel reads as a guest list |
| Will you be attending? | Short inline embed field, first position |
| How many in your party? | Short inline embed field beside the attendance answer |
| Dietary Restrictions | Embed field, used when the meetup involves food |
| Anything else we should know? | Embed description block |
Variations worth knowing
Add a Zapier filter that continues only when "Will you be attending?" is a yes. Declines stay quietly in your responses list, and #events shows a list of people who are genuinely coming instead of a mixed feed.
Swap the embed for a single-line channel message when the session is casual. Name and party size are all anyone reads anyway, and the shorter format keeps a fast-moving #events channel readable on a phone.
If something isn't arriving
Each embed represents one submission, and a single RSVP can bring several people along. Total the party-size answers by exporting your responses instead of counting messages, and treat the channel as a signal rather than the source of truth.
Messages already posted are never rewritten, because the flow only runs forward from a submission. Ask members to submit the form again when plans change, and tell organisers to read the newest embed for a given name as the one that counts.
Frequently asked questions
Can Discord keep a running total of attendees?
Not on its own. Each RSVP posts as a separate embed, so the channel shows the list rather than a sum. For a real headcount, export your responses from formformform and total the party-size column there before the event.
What happens when someone cancels?
They submit the form again with the attendance answer set to no, and a fresh embed posts below the old one. Earlier messages are never edited or removed, so the newest entry for a name is the current one.
Can I post RSVPs for several events to different channels?
Build one Zap per form and point each at its own channel, or run a single form with a Zapier filter that routes on the event answer. Separate forms stay easier to reason about when two events overlap in the same week.
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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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