Build a guest list from every event RSVP
RSVPs build your attendee board as they arrive, keeping headcount and ticket mix current without manual entry.
New submission on your event signup form
Create an item on your Attendees board with the guest's name, email, ticket type as a dropdown, and the RSVP date in a Date column
One-directional. A submission triggers the action — nothing is written back into your form.
An event team keeps a guest list because the number changes daily. This flow writes each RSVP onto the Attendees board as it arrives, ticket type included, so a caterer's question can be answered from the board rather than a spreadsheet nobody has opened this week.
Conference and meetup organisers rely on it most in the last week before the doors open, when the numbers move fastest and hand-typing the list has already fallen behind.
Setting it up
- 1
Publish your signup form from the Event Registration Form template, keeping Ticket Type as a fixed set of choices so the board can group by it later.
- 2
On the Attendees board, add a Ticket dropdown column whose labels match the form's ticket options, plus a Date column for the RSVP date.
- 3
In Zapier, connect the formformform "New Submission" trigger to the signup form and add monday.com's "Create Item" step on the Attendees board.
- 4
Map Full Name to the item name and Email Address to an Email column, so the whole list can be mailed from monday.com later.
- 5
Map Ticket Type into the Ticket dropdown, checking the wording matches character for character before you save.
- 6
For the RSVP date, take the submission's own timestamp from the trigger step rather than asking a guest to type today's date.
- 7
Send Number of Additional Guests into a Numbers column, so the board footer gives a live headcount instead of a row count.
- 8
RSVP as a test guest on each ticket type, confirm the dropdown and the date both land, 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 | monday.com |
|---|---|
| Full Name | Item name on the Attendees board |
| Email Address | Email column on the item |
| Ticket Type | Ticket dropdown column |
| Number of Additional Guests | Numbers column feeding the headcount |
| Dietary Restrictions | Long Text column for catering |
| Organization or Company | Organisation text column |
Variations worth knowing
Rather than one dropdown column, send VIP and general admission into separate groups on the Attendees board. Check-in staff then work from one short list on the day instead of filtering a long one.
With Dietary Restrictions arriving as its own column, the caterer's figure is a board filter. Total the additional guests alongside it and you have the real plate count rather than a headcount of submissions.
If something isn't arriving
monday.com expects YYYY-MM-DD. The raw timestamp from the trigger carries a time and a timezone, which the column rejects outright. Add a Zapier Formatter date step between the trigger and the action and output that format.
Every submission creates its own item, so a second RSVP means a second row. Sort the board by email before the event and delete the older row — the newer one holds the guest's latest ticket choice.
Frequently asked questions
Can a guest change their RSVP through the board?
No. Guests never see the board, and nothing travels from monday.com back to the form. A change of mind means submitting again, which creates a second item; keep the newer row and remove the older one.
How do we get a final headcount?
Total the Numbers column holding the additional guests and add the row count for the guests themselves. Because each RSVP writes as it arrives, that figure is accurate at the moment you read it.
Does this work if the form is shared by QR code?
Yes. The trigger fires on the submission, not on how the form was reached, so a link, a QR code, an embed and a popup all feed the same board. Door signage with a QR code is a common way to catch walk-ups.
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- Log problem reports as tickets on a triage board
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- Log survey feedback on your product board
Survey responses land on your product board as tagged items you can group by theme during planning.
- Track custom order requests on a fulfilment board
Custom order requests arrive as To do items on your orders board, with quantity in a numbers column.
- Add every RSVP to your confirmed guest list
Each RSVP creates a card on the "Confirmed guests" list with the ticket type as a label and dietary notes in the description.
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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