Confirm every registration by email
Registrants get an instant confirmation from your event mailbox showing their ticket type, and the organiser keeps a BCC copy.
New submission on your event signup form
Send an Outlook confirmation email with the date, location, and ticket type
One-directional. A submission triggers the action — nothing is written back into your form.
The gap between registering and hearing back is where doubt creeps in. A confirmation that arrives from the address the event is run from settles it, and gives the attendee something to search for when they cannot remember which room to go to.
Conference and workshop organisers running registration on a form rather than a ticketing platform need this most. The email is the ticket, the joining instructions and the record of what was booked, all in one message the attendee can forward to a colleague.
Setting it up
- 1
Publish the registration form, then write the date, venue address and joining instructions somewhere you can paste from. Those are fixed text in the Zap, not form fields.
- 2
Create the Zap with the formformform New Submission trigger and select the registration form.
- 3
Add Microsoft Outlook, choose Send Email, and connect the mailbox the event runs from, so questions about parking and access come back to one place.
- 4
Map Email Address into To, and put the organiser mailbox in BCC rather than CC so registrants never see each other's addresses.
- 5
Put Ticket Type in the subject alongside the event name. A general ticket and a workshop ticket have different arrival times, and people search their inbox for their own.
- 6
Open the body with Full Name, then the fixed date and venue, then repeat Ticket Type and Number of Additional Guests so anyone who booked for three can spot a mistake while it is still fixable.
- 7
Echo Dietary Restrictions and Accessibility Requirements back to the attendee, and name the person to write to if either changes before the day.
- 8
Register a test attendee, confirm the message reaches the inbox rather than Junk, and add an Outlook rule filing the BCC copies into an attendees folder before turning 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 | Microsoft Outlook |
|---|---|
| Email Address | To field of the confirmation email |
| Ticket Type | Subject line, and repeated in the body |
| Full Name | Opening line of the email body |
| Number of Additional Guests | Body, confirming the headcount in writing |
| Dietary Restrictions | Body, under the joining details |
| Accessibility Requirements | Body, with the name of who to contact if it changes |
Variations worth knowing
Chain an Outlook Create Contact step after the confirmation, mapping Full Name, Email Address and Organization or Company. Next year's invitations then go out from the address book rather than from an export nobody can find.
Put a Zapier path on Ticket Type. Workshop tickets need a room number and a materials list; general admission needs neither. One Zap, one branch per ticket, and nobody arrives at the wrong door on the day.
If something isn't arriving
Number of Additional Guests counts extras, not the total. Write it out in the confirmation as "you plus two" rather than as a bare number, so a registrant can query it while the ticket list can still be changed.
BCC is a separate field from CC in the Outlook action, and it is easy to fill only one. Check the field, then confirm no Outlook rule is filing those copies straight past the inbox into a folder.
Frequently asked questions
Why do confirmations land in Junk for some attendees?
Usually because the mailbox sending them is new, or the subject reads like bulk mail. Sending from an established address on your own domain helps most, and so does putting the event name in the subject instead of words like free, offer or urgent.
Can the confirmation add the event to the attendee's calendar?
Not from a Send Email action. To give attendees a calendar entry, add an Outlook Create Event step to the same Zap with Email Address as an attendee. They then receive a normal meeting invitation alongside the confirmation message.
How do I email everyone if the venue changes?
Open the attendees folder your BCC copies file into, select all, and reply. That folder is the mailing list this flow builds. The form cannot message past registrants on its own, since each submission triggers its own email and nothing more.
Related automations
- Add every event signup to your Outlook contacts
Everyone who registers is written into your Outlook address book with their phone, employer and job title already filled in.
- Email each demo request to your sales inbox
Each demo request arrives in your shared Outlook inbox as a scannable email, so a rep can qualify it without opening another tool.
- Prepare a draft reply for every support ticket
Each support ticket produces a pre-filled Outlook draft addressed to the customer, ready for an agent to edit and send.
- Put each booking request on your Outlook calendar
A requested slot becomes a real Outlook calendar event, with the client's reason for the appointment sitting in the notes.
- Send an automatic acknowledgement to every new enquiry
Every enquiry gets a same-minute acknowledgement sent from your own Outlook mailbox, naming what was asked and when a real answer follows.
- 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.
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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