We have an event that is in multiple different locations. We have a form where they select which location they want to attend. I want to automatically send them the calendar invite when they fill out the form based on their response. Ex: We have an event on Monday in New York, Tuesday in Boston, and Wednesday in Chicago. If they select Wednesday in Chicago they will receive the outlook calendar invite for that specific event.
Solved
How can I add an attendee to a calendar invite once they fill out the Airtable registration form?
+5Best answer by TheTimeSavingCo
Hi Ana,
I believe you should have an Events table and a Form Submissions table of some sort?
If so, I would create a link between the two tables so that each Form Submission was linked to the right event. You could accomplish this link by adding a linked field to the form and allowing your users to select the event, or via an automation
From there, I’d create a lookup field in the Events table to get all the emails for that event, and I would finally have an automation which has a trigger “when record updated” that would watch the Email (from Form Submissions) field, and its action would be to update an Outlook Calendar Event, specifically the Attendees field with the list of emails like so:
+31Hi Ana,
I believe you should have an Events table and a Form Submissions table of some sort?
If so, I would create a link between the two tables so that each Form Submission was linked to the right event. You could accomplish this link by adding a linked field to the form and allowing your users to select the event, or via an automation
From there, I’d create a lookup field in the Events table to get all the emails for that event, and I would finally have an automation which has a trigger “when record updated” that would watch the Email (from Form Submissions) field, and its action would be to update an Outlook Calendar Event, specifically the Attendees field with the list of emails like so:
+3Hello,
I was hoping to learn from this as well but am having trouble understanding where to connect the name of the calendar invite that is in Outlook to update that specific Outlook event with the attendee email addresses I gather from a form. Can anyone clear this up more with perhaps a video or better explain this missing step for me?
With appreciation,
Danielle
+28Hey
First question I have for you is: Do you have an Events table where all events from your outlook calendar are listed? That is an assumption used for the above.
If so, in order to link a form submission to such event you would have a question on your form which would be showing the linked record field to Events and the question would be something like: What event would you like to join?
In such way, a dropdown of all existing events would be shown on the form! By selecting the corresponding event, and submitting the form, the form submission itself would take care of linking the outlook event (Airtable record) with the new form submission.
Is that what you are looking for? If you need to go through this together on a 10 min call, feel free to use this link to grab a slot. I’d be happy to help out.
Mike, Consultant @ Automatic Nation
YouTube Channel
+3Hi
Thanks so much for getting back to me quickly! I don’t have that set with an event table where all events from my outlook calendar are listed. Is that required to be able to create an automation to do this?
I’ll take you up on that offer for a quick call since it seems I am missing a step here to be able to really automate this.
With appreciation,
Danielle
+28Got it Danielle, talk to you soon!
But yes. In short, if you are planning to do this with native Airtable automations, then you will def need that Events table. :D
Mike, Consultant @ Automatic Nation
YouTube Channel
+31Is that required to be able to create an automation to do this?
Yeah, in order to update the event on Outlook you need the Outlook Calender Event’s ID, which means you’ll need to have a table where each record represents an Outlook Calendar Event
I’ve set up an example base here for you to check out
The simplest way to get this is to just create the event via Airtable automations and then grab the created Event ID and put it back into the record:
You could also use other third party software to help with this though, like you could use Make.com to grab the Event ID and push it back into Airtable etc. (Not sure if we can get the Event ID via the URL...bears investigating though)
After that, you’d use the same setup as my original reply where you use a lookup to display the linked form submissions and use those to update the event
+3Thank you for this helpful guide!
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