Creating event check-in guest lists

Purpose

1.1. Streamline the collection and compilation of attendee lists for amateur theater performances.
1.2. Centralize guest information from ticket sales, RSVPs, and door check-ins for rapid access.
1.3. Automate communications to guests and staff regarding check-in protocols.
1.4. Facilitate digital or print-ready lists for on-site guest validation.
1.5. Integrate with attendance analytics and compliance records.

Trigger Conditions

2.1. New ticket sale from any digital platform.
2.2. Manual RSVP entry or online form submission.
2.3. Scheduled pre-show data sync (e.g., one day before event).
2.4. Real-time door scan or app-based check-in activity.
2.5. External guest list spreadsheet upload.

Platform Variants

1. Eventbrite

• Feature: Webhook for new order/attendee
• Configuration: Connect Event Order Placed webhook to guest list builder API

2. Brown Paper Tickets

• Feature: Event attendee export API
• Configuration: Schedule export via API to sync list to database

3. TicketTailor

• Feature: API endpoint for bookings
• Configuration: Fetch and parse GET /bookings to update guest lists

4. Google Sheets

• Feature: Sheets API batchUpdate
• Configuration: Auto-populate and update event check-in tab upon trigger

5. Microsoft Excel Online

• Feature: Graph API for worksheet modifications
• Configuration: Patch guest entries based on event webhook

6. Mailchimp

• Feature: Contact import API
• Configuration: Push attendee emails post-purchase to segmented list

7. Zapier

• Feature: Zap workflow trigger for ticket confirmation
• Configuration: Pass guest data to multi-step flow for list updates

8. Slack

• Feature: Incoming Webhook for channel notification
• Configuration: Post message to #event-staff with guest list link at cutoff

9. Airtable

• Feature: Table API create and update
• Configuration: Insert new record per guest via POST /v0/baseID/TableName

10. Trello

• Feature: Add card to guest check-in list
• Configuration: POST to /1/cards with attendee name at ticket purchase

11. Twilio

• Feature: Send SMS API
• Configuration: Notify guests with check-in instructions or QR upon entry

12. SendGrid

• Feature: Mail Send API
• Configuration: Batch email tickets and check-in details to attendees

13. Jotform

• Feature: Form submission webhook
• Configuration: Receive RSVP data and add to dynamic guest sheet

14. Salesforce

• Feature: Lead or Contact creation
• Configuration: Create/update guest as Lead on ticket action

15. HubSpot

• Feature: CRM API for contact list
• Configuration: Sync new tickets to “Event Guest” list

16. Asana

• Feature: Task API
• Configuration: Create guest check-in tasks assigned to front-of-house staff

17. Notion

• Feature: Database item create endpoint
• Configuration: Add attendee as page in “Event Guests” database

18. Monday.com

• Feature: Item creation via API
• Configuration: Add new item to board for each guest from ticketing data

19. Dropbox

• Feature: File upload API
• Configuration: Store nightly snapshot of updated guest list as CSV/PDF

20. Power Automate

• Feature: Scheduled or trigger-based flows
• Configuration: Orchestrate data movement from ticketing to lists and notifications

Benefits

4.1. Eliminates manual entry errors for community theater events.
4.2. Ensures all ticket and RSVP sources feed into a unified list.
4.3. Automates attendee communications and reminders.
4.4. Reduces volunteer workload with automated syncing.
4.5. Provides real-time, accurate headcounts for performers and staff.
4.6. Creates historic data for analyzing show attendance trends.
4.7. Enhances guest experience with swift, digital check-ins.