Guest list management

Purpose

1.1. To automate guest list management for art school events, performances, workshops, and exhibitions, streamlining the creation, update, RSVP, check-in, follow-up, and data analysis processes.
1.2. Automates entry, modification, and deduplication of guest names, contact info, and attendee preferences for education event planning.
1.3. Ensures automated RSVP handling, attendance tracking, and instant notifications for guests and school staff.
1.4. Centralizes all guest data for automatable marketing, security, compliance, and reporting, vital in the arts education context.
1.5. Automating reminders, thank-you messages, and post-event surveys, improving engagement in visual & performing arts events.

Trigger Conditions

2.1. New event creation or update in the school's calendar or ticketing system.
2.2. Online registration or public RSVP via web form, email, or social media.
2.3. Manual data import (CSV, spreadsheet) of potential guest lists by staff.
2.4. Automated sign-ups from embedded website forms or third-party ticketing sites.
2.5. Scheduled timing triggers, e.g., automate actions X days before or after an event.

Platform Variants

3.1. Google Sheets
• Feature/Setting: Google Sheets API — automate real-time guest entry and dynamic guest list updates.
3.2. Microsoft Excel Online
• Feature/Setting: Office 365 Connectors — automates list changes and notifications to planners.
3.3. Airtable
• Feature/Setting: Airtable Automations “Add Record” — automate guest list expansion and RSVP tracking.
3.4. Eventbrite
• Feature/Setting: Eventbrite API “Retrieve Attendees” — automate importing of RSVP and attendance data.
3.5. Mailchimp
• Feature/Setting: Mailchimp API “Add/Update List Member” — automate invitations and follow-ups.
3.6. Twilio
• Feature/Setting: Twilio SMS API — automate guest confirmations and event reminders via SMS.
3.7. SendGrid
• Feature/Setting: SendGrid “Send Email” — automate personalized guest invitations and confirmations.
3.8. Slack
• Feature/Setting: Slack “Send Channel Message” API — automates guest status notifications to event staff channels.
3.9. Zoom
• Feature/Setting: Zoom “Webinar Registrants” API — automate adding virtual guests and sending access info.
3.10. Google Calendar
• Feature/Setting: Calendar API — automate adding guests as event attendees and sending calendar invites.
3.11. Outlook Calendar
• Feature/Setting: Graph API “Create Event” — automates invite sending and adding guests to events.
3.12. Salesforce
• Feature/Setting: Salesforce “Create Contact” — automate entry of new guests from event sign-ups.
3.13. Hubspot
• Feature/Setting: Hubspot “Add Contact” — automate guest list syncing for marketing and reminders.
3.14. Typeform
• Feature/Setting: Typeform Responses API — automate input from RSVP or registration forms.
3.15. Google Forms
• Feature/Setting: Google Forms “On Submit” trigger — automate guest entry into centralized lists.
3.16. Trello
• Feature/Setting: Trello “Create Card” — automate guest checklists and task assignment for event staff.
3.17. Notion
• Feature/Setting: Notion “Create Database Item” — automate guest data archiving and feedback tracking.
3.18. Zoho CRM
• Feature/Setting: Zoho Contacts API — automate guest management and engagement cycle.
3.19. Pipedrive
• Feature/Setting: Pipedrive “Create Person” — automate addition of potential guests for nurture campaigns.
3.20. Asana
• Feature/Setting: Asana “Create Task” — automate reminders or tasks linked to individual guests.
3.21. SurveyMonkey
• Feature/Setting: SurveyMonkey API “Send Survey” — automate post-event feedback collection.
3.22. Zapier
• Feature/Setting: Zapier WebHooks — automate cross-platform guest list syncing and notifications.
3.23. Google Drive
• Feature/Setting: Google Drive “Upload File” — automate document sharing with registered guests.
3.24. Dropbox
• Feature/Setting: Dropbox API “File Request” — automate collection of guest files (e.g., artwork submissions).
3.25. Facebook
• Feature/Setting: Facebook Event API — automate guest engagement and reminders.

Benefits

4.1. Automates administrative workload, reducing manual errors and staff hours.
4.2. Automating RSVP and check-in speeds up guest flow at art events.
4.3. Increases engagement via automated reminders and communications.
4.4. Enables automatable data analysis for event performance and alumni outreach.
4.5. Improves security and compliance by automatedly maintaining accurate records.
4.6. Enhances attendee experience by automating timely notifications and personalized follow-ups.
4.7. Supports scaling event size and frequency through robust automation in guest management.