Confirm every RSVP with the joining details
Registrants get a confirmation carrying the joining details, and the organiser mailbox is BCC'd on every one.
New event registration submission
Gmail sends a confirmation email with the event details, BCC'd to the organiser
One-directional. A submission triggers the action — nothing is written back into your form.
Registration is the moment someone is most likely to write the date down. A confirmation that arrives while the form is still open on screen gets read; the same message sent the night before does not.
The BCC is what makes this useful once the list starts growing. Every confirmation drops a copy into the organiser mailbox, so the attendee list assembles itself under a Gmail label — searchable by name, ticket type or company, with nothing exported. Meetup and conference organisers running an event without ticketing software use it exactly that way.
Setting it up
- 1
Publish the registration form, then write out the date, venue and joining instructions somewhere you can copy from — they go into the Zap as fixed text, not as form fields.
- 2
Create the Zap with the formformform New Submission trigger and select the registration form.
- 3
Add Gmail Send Email and connect the address the event runs from, so questions about parking and access land in one place.
- 4
Map Email Address into To and put the organiser mailbox in BCC — BCC rather than CC, so registrants never see each other's addresses.
- 5
Open the body with Full Name, then the fixed date, location and joining instructions.
- 6
Echo Ticket Type and Number of Additional Guests back to the registrant, so anyone who booked for four can spot a mistake while it is still fixable.
- 7
Repeat Dietary Restrictions and Accessibility Requirements in the confirmation and name the person to write to if either changes.
- 8
Send a test RSVP, check the BCC copy reaches the organiser mailbox, set a Gmail filter that labels those copies by subject, 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 | Gmail |
|---|---|
| Email Address | Gmail To field |
| Full Name | Greeting line, and the name on the organiser's BCC copy |
| Ticket Type | Confirmation body, above the joining instructions |
| Number of Additional Guests | Confirmation body, so the headcount can be corrected early |
| Dietary Restrictions | Confirmation body, read back for checking |
| Accessibility Requirements | Confirmation body, with the contact for changes |
Variations worth knowing
Branch the Zap on Ticket Type. In-person registrants get the venue address, the nearest station and the door time; online registrants get the joining link and a note about when the room opens. Nobody reads a paragraph meant for the other group.
Add a Delay by Zapier step after the confirmation and a second, much shorter Gmail message behind it. The reminder repeats only the date, the time and the link or address, which is all anyone re-reads the morning of an event.
If something isn't arriving
Check the BCC field actually holds a fixed address rather than an empty mapping. Also check the Gmail filter: a rule matching on the BCC recipient will not fire, so label the copies on the subject line instead.
Open Zapier's task history and find that submission. A mistyped address is the usual cause, which is why Email Address should stay an email field in the form so the format is validated before the response is accepted.
Frequently asked questions
Will the confirmation include a calendar invite?
Not from the form — there is no built-in calendar or scheduling. The date and time travel as text in the email body. If you need an invite, add a calendar action to the same Zap in Zapier alongside the Gmail step.
Can I see who has registered without digging through Gmail?
Yes. Every RSVP is stored as a response in formformform, where you can filter, search and export the list. The BCC'd Gmail copies are a convenience for the organiser, not the record of truth.
What happens when someone cancels?
Nothing automatic. The confirmation already sent stays sent, and no data flows back into the form. Most organisers add a short cancellation form and a second Zap, then reconcile the two lists before the final headcount.
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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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