Sending A Unique Booking Code

Hm, so you want the code to be sent to the person who submitted the form, is that right?  If so, I’ve set something up here for you to check out 

The base contains a Form where the user is expected to key in their email and we have two tables which are linked to each other

1. Booking codes, where each record is a unique booking code:

   

    

2. Form submissions

   

We then have an automation that will trigger whenever the form is submitted, and its actions will be to:

1. Find a record in the Booking Codes table that isn’t linked to a Form Submission, with the results limited to 1:

   

    

2. We’ll then send an email to the email address the user keyed into the form, and in it we’ll include the Booking Code from the ‘Find Records’ step:

   

    

3. And finally, we’ll update the Form Submission record by linking the Booking Code that we just sent out to it:

   

    

Hi Adam,

Thank you for the quick reply. I tried your suggestion and it did not work.

If you could let me know what didn’t work I could try to help!  Could you provide some screenshots of your automation set up as well?

Thank you!

Below is what I setup.

The specific booking codes we need to send are below, one per submission needs to be email when submitted and they can only be used once.

20300041203000452030007720300078203000972030010920300112203001182030013120300135203001412030014820300180203001862030019120300208203002322030024120300249203002572030028420300309203003172030031820300326203003592030037020300375203003982030043520300444203004632030048820300504203005182030052820300562203005772030062920300639203006412030066920300695203007012030071520300719203007222030073820300752203007622030076320300778203007882030079920300807203008382030084620300851203008852030090820300909203009142030095320300964203009742030099520300996203010002030101020301020203010372030108420301101203011192030112120301162203011682030119120301214203012232030122620301227203012352030124520301248203012542030127420301288203012942030131220301324203013262030134320301344203013772030139620301446203014562030146720301500

Sorry, AIrtable combine the codes. You can 1, 2, 3, 4...etc. for the testing.

Right off the bat, a major problem is in your Update Record automation, you’re using “Booking Code” as your record ID, but your also adjusting the booking code in the same automation? Is “Booking Code” your primary field? 

You should use RecordID from the trigger as the identifier to start with, that should help things at least execute.

The other thing I’m wondering about is with regard to sending the email with the booking code, why is the update record action after the email action? Wouldn’t it make more sense to update the record with the booking code and then send the email? 

The other thing I’m wondering about is with regard to sending the email with the booking code, why is the update record action after the email action? Wouldn’t it make more sense to update the record with the booking code and then send the email? 

Ah I set it up this way so that, it wouldn’t link the booking code unless the email was successfully sent out; saves me the work of coming in to fix stuff when the email’s not formatted right or something you know what I mean?

Hi Everyone,

Sorry for not communicating to last few days, I getting help from Airtable and it now working. Below is how they told me to set it up.

First, prep your booking codes table:

In the "TESTING" table, add a checkbox field called something like "Code Used" to track which codes have been assigned
Make sure all codes currently show as unchecked (unused)

Then, create the automation:

Go to Automations and create a new automation
Trigger: "When a form is submitted" (select your form)
Action 1 - Find records:

Table: "TESTING"
Condition: Where "Code Used" is unchecked
Limit to 1 record

Action 2 - Update record:

Use the record from the previous step
Check the "Code Used" checkbox
(Optional) Link it to the form submission record if you want to track which code went to which person

Action 3 - Send email:

To: Email field from the form submission
Subject: Your booking code
Message: Include your explanation and insert the DISCOUNT_CODES field from the found record