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I have an Airtable base for events I host. We get repeat attendees at the different events. I would like to send text messages to the participants at a particular event if they opt in for text messages. I have this all working.

The issue I need help with is that I’d like to keep a master list of participants and their phone numbers who have already opted in at a previous event so they don’t have to opt-in every time. I’m looking for suggestions on how to handle this. 

When I add a participant for a new event, it needs to check the master opt-in table to see if there is a match. There will be records that don’t have a match as they have not completed the opt-in previously and opt-in records that won’t have a participant as they are not attending this event. 

As I write this, I’m wondering if an automation is where I need to go for this???

Yeah automation makes sense.  Could you provide some screenshots of your tables?  How are the attendees selecting the opt in?  

Assuming you have a Participation table where each record represents a single Person and a link to an Event, you could create a lookup field to grab their Opt In details:

And if you were using an Airtable form for this you could then use that lookup field to customize whether the ‘Opt In’ checkbox field is visible in the field or not.  Not really sure if this would work for you though, and if you could provide more details on your workflow I’ll see what I can do to help!

Sure, here are a couple of screenshots that include the relevant data. I load the data from another Airtable base with a simple copy and paste. The participants use a Fillout form to opt-in and create the record in the Opt-in table. That’s all working fine. But now I would like to make a modification and have a master opt-in table so that participants don’t have to opt-in if they have already done so at a previous event. But that means some participants will have matches and others won't. Also there will be records in the Opt-in table that won’t have matches with participants. I’m not sure if that would be a new table or just modify the existing Opt-in table… The NACSW number is unique to each handler (participant). 

I appreciate any suggestions you have on how best to manage this process. I don’t want to have to manually link the records if I can avoid it. 

 

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