Automated guest list management and attendance tracking

Purpose

1.1. Automate the creation, distribution, and management of guest lists for corporate and group handball events, enabling automated RSVP collection, attendance tracking, updates, communication, and reporting.
1.2. Automatedly synchronize guest details across platforms, send automated reminders, confirmations, and unique access codes, and record attendance in real-time for operational accuracy, compliance, and reporting.

Trigger Conditions

2.1. Event creation in the event management system or calendar.
2.2. Uploaded or updated guest list spreadsheet or database entry.
2.3. RSVP response received via email, SMS, or online form.
2.4. Guest check-in or check-out scan at event entrance.

Platform Variants

3.1. Eventbrite
• Feature/Setting: API webhook for event creation/guest registration; automate RSVP flow using /v3/events endpoints.
3.2. Microsoft Outlook
• Feature/Setting: Calendar API or Microsoft Graph Event API; trigger automator on new event/attendee update.
3.3. Google Calendar
• Feature/Setting: Calendar API, watch for new events or attendee list changes for automating downstream tasks.
3.4. Salesforce
• Feature/Setting: Event/Lead object automation using Process Builder or Flow; auto-update attendee status.
3.5. Slack
• Feature/Setting: Incoming Webhooks or Conversations API; automate notifications to channels or DMs.
3.6. Twilio
• Feature/Setting: Programmable SMS API; automate sending RSVP reminders and confirmations via SMS.
3.7. SendGrid
• Feature/Setting: v3 Mail Send endpoint; automate group email invitations and confirmations.
3.8. Zoom
• Feature/Setting: Meeting registration and attendance API; automate guest list sync for virtual components.
3.9. Airtable
• Feature/Setting: Webhooks and API; automate guest database updates and attendance logging.
3.10. Google Sheets
• Feature/Setting: Sheets API; automate real-time sync of guest lists and attendance records.
3.11. Typeform
• Feature/Setting: Responses webhooks; automate RSVP collection from digital forms into master system.
3.12. Mailchimp
• Feature/Setting: Audience and Campaigns API; automate segmented event communications.
3.13. Zoho CRM
• Feature/Setting: Events/Attendees API; automate status tracking and guest info updates.
3.14. HubSpot
• Feature/Setting: Contacts and Event API; automate RSVP and attendance status.
3.15. Trello
• Feature/Setting: Cards API; automate task creation for staff based on guest list changes.
3.16. DocuSign
• Feature/Setting: Envelopes API; automate sending waivers to attendees in advance.
3.17. Stripe
• Feature/Setting: Checkout Session API; automate ticket/payment verification linked to guest check-in.
3.18. Google Forms
• Feature/Setting: Forms API and response webhooks; automate RSVP data import into guest manager.
3.19. Asana
• Feature/Setting: Tasks API; automate task assignment triggered by guest milestones.
3.20. Microsoft Teams
• Feature/Setting: Graph API or adaptive cards; automate sending attendance alerts and status in team channels.

Benefits

4.1. Automates error-prone manual guest list management, increasing data accuracy.
4.2. Automates RSVP collection/confirmation, reducing admin workload.
4.3. Automates real-time attendance monitoring, enhancing security and reporting.
4.4. Automates communication touchpoints, enhancing guest experience.
4.5. Automation ensures full audit trails and automatable compliance documentation.
4.6. Automates multi-system synchronization for accurate, up-to-date guest and attendance data.