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.
New submission on your event RSVP form
Create a card on the "Confirmed guests" list with the attendee's name as the title and the ticket type plus dietary notes in the description
One-directional. A submission triggers the action — nothing is written back into your form.
An event planning board usually has lists for venue, catering and running order. This flow adds the guests to it: every RSVP opens a card on "Confirmed guests", named after the attendee and labelled with their ticket type.
Events teams use it so the headcount is never a spreadsheet somebody forgot to update. Dietary and accessibility notes travel with the card, which means the caterer's numbers and the room setup come off the same board the rest of the event is being run from.
Setting it up
- 1
Publish the RSVP form and send a test registration through, picking a ticket type so the sample carries the exact option wording.
- 2
Create one label per ticket type on the event board — standard, early bird, speaker, whatever you sell — before you build the action step.
- 3
Set the formformform "New Submission" trigger to the RSVP form and load the test registration.
- 4
Add "Create Card" against the event board with the list set to "Confirmed guests", and set the position to bottom so the list stays in the order people replied.
- 5
Map Full Name into the card Name, then append Number of Additional Guests so a card for a party of four does not read as one head.
- 6
Put Dietary Restrictions and Accessibility Requirements in the Description, with Email Address on the first line for the reminder mail-out.
- 7
Select the card label from Ticket Type, then check in Trello that the label matched rather than arriving blank.
- 8
Test once, archive the test card, and switch the Zap on. Deleting a card later will not cancel the RSVP — the submission stays in your responses.
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 | Trello |
|---|---|
| Full Name | Card name on the "Confirmed guests" list |
| Number of Additional Guests | Appended to the card name |
| Ticket Type | Card label |
| Dietary Restrictions | Card description |
| Accessibility Requirements | Card description, under the dietary notes |
| Email Address | First line of the card description |
Variations worth knowing
For a multi-day event, branch on Ticket Type and create the card on the list for the day that ticket covers. Each list then holds its own headcount, which is what the caterer and the room booking actually need, rather than one combined total.
Add a filter that checks whether Accessibility Requirements was answered, and give those cards a bright label. The person handling the venue can then filter the board to the handful of guests whose arrival needs planning rather than reading every card.
If something isn't arriving
One card is one RSVP, not one person, so parties are undercounted. Append Number of Additional Guests to the card title and add it up when you brief the caterer, or create a card per guest by looping over the party in Zapier.
People resubmit when they change their meal or add a partner. Sort the list by date added, keep the newest card and archive the older one. If it happens often, add a Zapier "Find Card" step that searches for the name before creating a new one.
Frequently asked questions
Can I use the number of cards as my final headcount?
Only if the form does not allow guests. When people bring others, each card represents a party, so total the additional guests field instead. Keeping that number in the card title makes the sum quick to do on the board itself.
What happens when somebody cancels?
The card stays put — nothing removes it, because nothing flows back from Trello into the form. Run a short cancellation form alongside the RSVP and have it create a card on a "Cancelled" list, then archive the matching guest card.
Should I share the guest board with attendees?
No. The cards hold dietary and accessibility details that guests gave you privately, so the board belongs to the team running the event. Share a plain attendee list separately if people have asked to see who is coming.
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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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