Text registrants the venue details straight after they sign up
New registrants receive the door, start time and check-in link by text within seconds of submitting the form.
New submission on your event RSVP form
Send an SMS with the venue address, start time and a check-in link
One-directional. A submission triggers the action — nothing is written back into your form.
Registration is not attendance. People sign up in March, the confirmation email sinks, and on the morning of the event nobody can find the address. A text sits where they will actually look on the day.
Events teams running meetups, open days and small conferences use this to carry the logistics — door, start time, check-in link — into the one app every registrant opens on a platform. The numbers collected here also give you something to send a reminder to, closer to the date.
Setting it up
- 1
Add Phone Number to the registration form and mark it required, or every registrant who skips it will fail the Zap.
- 2
In Zapier, set the trigger to formformform and New Submission, selecting the event registration form.
- 3
Add Twilio Send SMS and choose a From number in the country most of your registrants live in — local numbers get opened.
- 4
Map Phone Number into the Twilio To field and open the body with Full Name.
- 5
Type the venue address and start time into the body as static text; they belong to the event, not to the submission.
- 6
Paste the check-in link last, after the address, so a carrier that wraps long lines cannot break it mid-URL.
- 7
Branch on Ticket Type with Zapier Paths if speakers, VIPs and general admission use different doors or arrival times.
- 8
Register yourself as a test, open the check-in link from that phone, 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 | Twilio |
|---|---|
| Phone Number | The Twilio To number for the logistics text |
| Full Name | Opening line of the message |
| Ticket Type | Selects which door and arrival time the message quotes |
| Number of Additional Guests | Included so the registrant can check their headcount is right |
| Accessibility Requirements | A filter condition for a separate step-free access message |
Variations worth knowing
This Zap covers the sign-up moment only. For the day-before nudge, build a second Zap on a Zapier Schedule trigger reading the registrant list from your spreadsheet step, then send the same Twilio message so both texts thread together on the phone.
Add a Zapier Filter for submissions where Accessibility Requirements is not empty, then a second Twilio action naming the step-free entrance, the lift and a mobile number for the day. It keeps the main message short for everyone else.
If something isn't arriving
Some handsets stop linkifying a URL once the message splits across segments. Use a short link, put it at the very end of the body, and keep everything before it under roughly 120 characters so the whole text stays in one segment.
Twilio blocks most destination countries until you allow them. Open Geo Permissions in the Twilio console and enable the countries your registrants are in, then confirm the From number you chose is permitted to send to those destinations.
Frequently asked questions
Can I text people who registered before I built this?
Not through this Zap — it only fires on submissions received after you switch it on. Export the earlier registrations from your responses view and send those numbers a one-off message from Twilio, or feed them into a scheduled Zap instead.
If someone brings three guests, do they all get the text?
No. Number of Additional Guests is a count, not a list of numbers, so only the person who filled in the form is texted. Ask them to pass the details on, or collect a mobile per guest with extra fields and add a Twilio action for each.
Does the RSVP get marked as confirmed anywhere?
The submission is stored in formformform and the text goes out from Twilio, but nothing is written back — no confirmed flag, no delivery state on the response. Check delivery in the Twilio logs and track actual arrivals with whatever your check-in link points at.
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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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