How to Automate Guest Registration Confirmation for Event Attendees

Automating the process of inviting and confirming guests for event attendees.

Automating the process of inviting a guess not only saves time but also reduces errors, leading to a smoother event experience for everyone involved.

Before we dive into the workflow, there's a few things to do first:

  • Create a confirmation email to send out to event subscribers
  • Create a property called "Registered Guest" that is a Yes/No property.
  • On your form, make this a dependant field so that if someone clicks "Yes" then more fields appear for them to fill in the guest information.
  • Create properties for the guest information to live. For example, "Guest name" and "Guest email".

Now you're ready for the step-by-step instructions to set up an automated workflow for your event registration system.

  1. Navigate to the Automations section and select Workflows.
  2. Click on "Create Workflow from Scratch."
  3. Select "Contact-Based Workflow" as the type of workflow you want to create. Click "Next."
  4. Give your workflow a name. For example, "Event Registration and Guest Confirmation."Click "Next."
  5. Set the trigger to "When a contact has completed a form submission."
  6. Specify the form. Select the registration form used by your attendees. Click "Done" and then "Save."
  7. Click the plus icon (+) to add an action to your workflow.
  8. Select "Send an Email."
  9. Choose the email template you’ve already created that confirms the attendee’s registration.
  10. Click the plus icon (+) again to add another action.
  11. Select "Add a Branch."
  12. Choose "One Property or Action Output" as the condition type.
  13. Select the property. Use "Registered Guest" as the property to branch on.
  14. Create separate branches for each possible value of the "Registered Guest" property (e.g., Yes/No).
  15. In the branch where the registered guest is known, click the plus icon (+) to add an action. Select "Create Contact."
  16. Set up the contact creation process using the properties you created for Guest Name and Guest Email. 
  17. Assign to relevant Contact Owner.
  18. Review your workflow and test the workflow with a sample registration to ensure it behaves as expected.

By following these steps, you can efficiently manage guest invitations and confirmations, making your event planning less stressful and more organised. 



Author: Bridget Reid 

Principal Marketer