Build your Notion guest list from event RSVPs
Every registration adds a guest to your Notion attendees database, with ticket type, party size and dietary notes attached.
New submission on your event signup form
Create a database item in your Attendees database with name, email, ticket type, and the RSVP date
One-directional. A submission triggers the action — nothing is written back into your form.
A guest list is only worth having if it is current. This flow writes each RSVP into the Notion Attendees database the moment it is submitted, so the headcount on the dashboard is the headcount you would get if you counted by hand.
Events teams use it in the fortnight before a date, when numbers move daily and the caterer wants a figure. Dietary restrictions and party size travel with the guest, which means the kitchen brief comes out of the same database as the badge list.
Setting it up
- 1
Publish the registration form with Ticket Type as a select, general, VIP, speaker or whatever you sell, and write down the exact option names.
- 2
In Notion, create the Attendees database with a Name title, an Email property, a Ticket Type select using those same option names, a number property for extra guests, and a date property called RSVP Date.
- 3
In Zapier, choose formformform as the trigger app, select New Submission, and pick the registration form.
- 4
Add the Notion "Create Database Item" action and select the Attendees database.
- 5
Map Full Name, Email Address and Ticket Type first, then send Number of Additional Guests to the number property so the total can be rolled up in Notion.
- 6
For RSVP Date, map Zapier's submission timestamp rather than a form answer. The form does not ask for it, and the timestamp is when the guest actually replied.
- 7
Map Dietary Restrictions to a text property so the operations view can be filtered down to the guests the kitchen needs to know about.
- 8
Test with a full registration, confirm the guest appears with the right party size, then switch the Zap on before invitations go out.
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 | Notion |
|---|---|
| Full Name | Name title of the attendee page |
| Email Address | Email property |
| Ticket Type | Ticket Type select |
| Number of Additional Guests | Guests number property, used for the headcount roll-up |
| Dietary Restrictions | Dietary Notes text property |
Variations worth knowing
Running several dates means either an Attendees database per event or one database with an Event select filled as a fixed value in each Zap. The second is easier to report on: one board, grouped by event, with the totals sitting side by side.
Map Accessibility Requirements to its own text property and build a Notion view filtered to rows where it is not empty. That short view is what you send the venue, rather than a full guest list somebody there has to read through.
If something isn't arriving
Number of Additional Guests has to land in a Notion number property, not a text one. Change the property type, then add a formula or a column sum that adds one for the registrant as well as their guests.
The date is almost certainly mapped to a static value typed into the Zap. Replace it with the submission timestamp from the trigger step, and Notion will record the moment each individual registration came in.
Frequently asked questions
Can a guest change their RSVP after submitting?
Not from Notion. A second submission creates a second page rather than editing the first, because nothing is written back to the form. Ask guests to email a change, then delete the earlier page once the current one is correct.
How do I count attendees when people bring guests?
Add the Guests number property up, either with a Notion formula per row or a sum shown at the foot of the column. The database holds one page per registration, so the row count on its own under-reports the real headcount.
Can I take ticket payment on the registration form?
Yes. Add products and priced options to the form, then collect payment through secure hosted checkout with Stripe, PayPal, or Square. Payment status is tracked alongside the response.
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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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