Keep organisers updated on event RSVPs
Each RSVP posts to the organisers group with the attendee name and the session they picked, as people sign up.
New submission on your "Event RSVP" form
Send a message to your organisers group in Telegram
One-directional. A submission triggers the action — nothing is written back into your form.
RSVPs arrive in bursts — after a newsletter goes out, after someone posts the link. This flow drops each one into the organisers group as it happens, so the people arranging chairs, catering and access see the same list at the same time.
Meetup hosts and workshop leads reach for it when the alternative is a spreadsheet nobody refreshes. The group gets a message per attendee, naming the session they chose; the full list, and the count, stay in your responses in formformform.
Setting it up
- 1
Publish the RSVP form with your sessions as a choice field, then RSVP once yourself so Zapier has a sample that includes a session name.
- 2
Add the bot to the organisers group — the handful of people running the event, not the attendee group.
- 3
Point formformform's "New Submission" trigger at the RSVP form and connect your account.
- 4
In Telegram's "Send Message" action, start the text with Workshop You're Registering For, so scrolling the group reads as a session-by-session list.
- 5
Put Full Name straight after the session, and add Experience Level if you split people into beginner and advanced tables on the day.
- 6
Map Dietary Restrictions (if catered) and Accessibility & Accommodations into the same message — the caterer and the venue contact are usually already in that group.
- 7
Test with your own RSVP, check the session name reads correctly rather than as a raw option value, then turn the Zap on.
What maps where
Using the Workshop Registration Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Telegram |
|---|---|
| Workshop You're Registering For | First line of the message, naming the session |
| Full Name | Immediately after the session name |
| Experience Level | Second line, for grouping people on the day |
| Accessibility & Accommodations | Final line, flagged for the venue contact |
Variations worth knowing
If two sessions run at once, filter on Workshop You're Registering For and send each to the chat for the person leading it. The lead sees only their own room filling up, and the main organisers group keeps the combined feed.
Add a second Telegram action pointing at a chat that includes your caterer, mapping only the session and Dietary Restrictions (if catered). Attendee names and contact details stay in the organisers group, where they belong.
If something isn't arriving
Optional questions post as blank when nobody answers them. Make the question required in the form if the answer matters, or add fallback text in the Zapier step so the line reads "none given" instead of trailing off.
Deleting and rebuilding a field leaves the Zap mapped to something that no longer exists. Open the Zap, send a fresh test submission from the edited form, remap the affected fields, then switch it back on.
Frequently asked questions
Can the message show how many people have RSVP'd so far?
No. Each submission posts on its own, and there are no calculated fields to hold a running total. The count lives in your formformform responses, where you can filter by session and export the list whenever you need a number.
What happens if someone changes their RSVP?
A second submission posts as a second message; the first one stays in the group. Nothing is edited or written back, so treat the responses list as the truth and the chat as the running commentary.
Can I post RSVPs into a channel attendees can see?
You can, but think about what is in the message first. Names, dietary needs and access requirements are personal. Keep those in the private organisers group and post only a general announcement anywhere attendees can read.
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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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