Confirm event sign-ups and log the attendee
A registration becomes a calendar entry, a confirmation email and an attendee row, all from one scenario run.
New submission on your event registration form
Send registrants to a Make scenario that adds them to a calendar, sends a confirmation email, and appends a row to your attendee data store
One-directional. A submission triggers the action — nothing is written back into your form.
Sign-ups need three things to happen at once: the attendee wants a confirmation, the venue needs a headcount, and somebody has to hold the date. One Make scenario branches into all three, so a registration at midnight is confirmed, counted and on the calendar before anyone opens a laptop.
Events teams working with a fixed room capacity get the most out of it, because the data store row is what the guest count is read from later, and dietary and access notes arrive with a name attached rather than in a separate thread.
Setting it up
- 1
Publish the event registration form and keep Ticket Type as a fixed list — the scenario branches on it, and confirmation wording differs by ticket.
- 2
In Make, create an attendee data store with columns for name, email, ticket type, headcount, dietary notes and access notes.
- 3
Start the scenario with a custom webhook module, then add the data store module keyed on Email Address so a second registration from the same person replaces the first.
- 4
Add your calendar module to create the entry or invite the attendee, using Full Name and Email Address as the guest.
- 5
Add the confirmation email module last, behind a router on Ticket Type if general admission and VIP need different wording.
- 6
Add a filter that posts to the operations channel only when Accessibility Requirements is not empty, so the venue hears about it while there is still time.
- 7
In Zapier, set up the formformform New Submission trigger on the registration form, add Make as the action app, and map name, email, ticket type, guest count and both notes fields.
- 8
Register yourself as a test, check the calendar entry, the email and the data store row, delete the test row and switch 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 | Make |
|---|---|
| Full Name | Attendee name on the calendar entry and in the data store row |
| Email Address | Calendar guest, confirmation recipient, and the data store key |
| Ticket Type | Router condition selecting which confirmation wording is sent |
| Number of Additional Guests | Headcount column, added to the running total for catering |
| Dietary Restrictions | Catering column in the attendee data store |
| Accessibility Requirements | Venue notes column, and the filter that alerts the operations channel |
Variations worth knowing
Add a second scenario on a schedule that reads the attendee data store each morning and emails anyone whose event date is tomorrow. The registration scenario keeps that store current, so the reminder needs no extra fields on the form.
Count the data store rows at the top of the scenario and compare the total against room capacity. Over the limit, the router takes a waitlist path with its own confirmation wording; under it, the normal branch runs unchanged.
If something isn't arriving
Number of Additional Guests is being ignored, or read as text and never added. Parse it as a number and add one for the registrant on each row, and confirm the question is a number field rather than free text on the form.
The data store key is not set to Email Address, so every submission adds a row. Set the key and use Add/Replace a Record, and a second registration from the same address will update the existing row instead of duplicating it.
Frequently asked questions
Can someone update their RSVP later?
Not through the original submission — it is fixed once sent, and nothing is written back into it. Point people at a short change form keyed on the same email address, and let its scenario replace the matching data store row.
Does the confirmation email come from formformform or from Make?
From Make, using whichever email module you add to the scenario. That keeps the sender address, the template and the reply-to under your control, and it lets the message differ by ticket type through the router.
How do I get an accurate headcount for catering?
Sum the data store, counting each row as one attendee plus the Number of Additional Guests answer. Because the store is keyed on email, a repeat registration replaces the earlier row rather than inflating the total by a whole party.
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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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