Post event registrations to the events channel
Every registration posts to #events with the attendee and ticket type, so organisers see numbers build during a campaign in real time.
New submission on your event signup form
Post a channel message in the #events channel with the attendee and ticket type
One-directional. A submission triggers the action — nothing is written back into your form.
In the fortnight before an event, the useful question is not how many people have registered in total but which sessions are filling. A message per registration in #events gives organisers that rhythm, with ticket types accumulating in the channel and one of them obviously repeating.
Marketing and events teams run this alongside a spreadsheet rather than instead of one. The channel is for noticing; the export in formformform is still where the final headcount and the dietary list come from.
Setting it up
- 1
Publish your signup form from the Event Registration Form template, with Ticket Type carrying the session or tier you want to watch fill up.
- 2
In Zapier, connect the New Submission trigger to that form. Build a separate Zap per event rather than one for all of them, so a channel always maps to a single event.
- 3
Add the Microsoft Teams Send Channel Message action, connect an account that can post to your events team, and choose #events.
- 4
Write the message as one scannable line: Ticket Type first, then Full Name, then Organization or Company.
- 5
Map Number of Additional Guests onto the same line, because headcount is the number organisers track and it is not the same as the number of messages.
- 6
Leave Dietary Restrictions and Accessibility Requirements out of the channel message and read them from the export instead, so the channel stays countable and personal details go no further than they need to.
- 7
Send two test registrations with different ticket types, check the channel reads as a running tally, 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 | Microsoft Teams |
|---|---|
| Ticket Type | First element of the channel message |
| Full Name | Message line, after the ticket type |
| Organization or Company | Message line, after the attendee name |
| Number of Additional Guests | End of the message line, as the headcount |
| Email Address | Contact line, for an organiser chasing a detail |
Variations worth knowing
Add a Zapier path on Ticket Type so sponsor and speaker registrations post to a private organiser channel while general admission stays in #events. The first group usually wants a personal greeting rather than a tally.
Send the same message into a group chat that includes your venue or catering contact. Numbers reach the people who need them for the room and the food without giving anyone access to your internal events channel.
If something isn't arriving
Each message is one registration, not one attendee. Number of Additional Guests carries the rest of a party, so include it in the message and total it from the export rather than counting messages in the channel.
Zapier holds a Zap after a run of errors, and an archived channel is a common cause. Check the Zap history for held tasks, reselect the channel in the action step, then replay the held runs from Zapier.
Frequently asked questions
Will Teams show me the total registered?
No. The channel shows each registration as it arrives and keeps no count. Use the responses view in formformform for totals, filtered by ticket type, and treat the channel as the live feed rather than the record.
What happens if somebody registers twice?
Both messages post, because each submission is separate. Deduplicate by email address in the responses list before you build the final headcount, and treat the channel as something to skim rather than a list to correct.
Can I use one Zap for a whole event series?
You can, though it is cleaner to run one Zap per event with its own channel or its own message prefix. A single Zap covering a series makes the channel hard to read once two events are selling at the same time.
Related automations
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- Send rush orders straight to the lead on shift
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- Alert the on-call team when a support ticket arrives
Each new ticket posts to #support with its subject and priority, and @here fires only when the priority justifies interrupting a shift.
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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