Event registration and reminders
When to use it
Section titled “When to use it”- You run a conference, workshop, church or school event, product launch or community day with registration.
- People register and then forget, and you want fewer empty seats.
- You want to thank those who came, reach those who didn't and know how many turned up.
Where the data comes from
Section titled “Where the data comes from”| How | What |
|---|---|
| A form people fill in | The Registration form this playbook creates. Share the link on social media and WhatsApp, or print it as a QR code. The Event feedback form is another public form. |
| A form your staff fill in | A Door check-in form that your door team fills in (phone number only) as each guest arrives. |
What it sets up
Section titled “What it sets up”| Kind | Name | What it does | Lands |
|---|---|---|---|
| Team | Organisers | Runs the event and gets the weekly count. | Empty |
| Form | Event registration | The registration form. A hidden field tags each guest with the event. | Draft, not published |
| Form | Door check-in | Door form. Guests are checked in by phone number, and a hidden field records that they attended this event. | Draft, not published |
| Form | Event feedback | A short feedback form linked from the thank-you. | Draft, not published |
| Segment | Registered for the event | Everyone registered for this event. | Ready |
| Segment | Attended the event | Registered and checked in. | Ready |
| Segment | Registered, did not attend | Registered and not checked in. | Ready |
| Template | Event registration confirmed (SMS) | Registration confirmation SMS. | Ready |
| Template | Event registration confirmed (email) | Registration confirmation email with the details. | Ready |
| Template | Event next week (SMS) | One-week reminder. | Ready |
| Template | Event tomorrow (SMS) | Day-before reminder. | Ready |
| Template | Event thank-you (SMS) | Thank-you SMS with the feedback link. | Ready |
| Template | Event thank-you (email) | Thank-you email with the feedback link. | Ready |
| Template | Sorry we missed you (SMS) | Kind message to guests who registered and didn't come. | Ready |
| Question | Report: registrations | How many people registered in the period. | Ready |
| Question | Report: check-ins | How many people were checked in during the period. | Ready |
| Question | Report: registrations by ticket type | Registrations by ticket type. | Ready |
| Report | Weekly: event registrations | Registrations and check-ins for the organisers each week. Switch it off after the event. | Off |
| Follow-up | Event: registration confirmed | Confirms each registration by SMS and email. | Off |
| Follow-up | Event: one-week reminder | Once, a week before: an SMS to everyone registered. | Off |
| Follow-up | Event: day-before reminder | Once, the day before: an SMS to everyone registered. | Off |
| Follow-up | Event: thank you and feedback | Once, the morning after: thank-you and feedback link to guests who were checked in. | Off |
| Follow-up | Event: sorry we missed you | Once, the morning after: a kind SMS to guests who registered and weren't checked in. | Off |
The questions it asks
Section titled “The questions it asks”| # | Question | Default | Fills in |
|---|---|---|---|
| 1 | What is your event called? | none, must answer | event_title |
| 2 | When is it? (as messages should say it) | none, must answer | event_when |
| 3 | Where is it? | none, must answer | event_place |
| 4 | What ticket or guest types are there? One per line. Leave one if everyone is the same. | General, Student, Speaker or guest | ticket_types |
| 5 | When should the one-week reminder go out? The event date minus 7 days, with a time, like 2026-12-05T09:00 in your time zone. | none, must answer | reminder_7d_at |
| 6 | When should the day-before reminder go out? The event date minus 1 day, with a time, like 2026-12-11T09:00 in your time zone. | none, must answer | reminder_1d_at |
| 7 | When should the thank-you and "sorry we missed you" messages go out? The morning after the event, like 2026-12-13T09:00 in your time zone. | none, must answer | followup_at |
Other settings
Section titled “Other settings”These have defaults. Change any that don’t fit.
| Setting | Default | Key |
|---|---|---|
| Organiser name in messages | ‹workspace name› | org_name |
| Short key that tells this event from others | event-‹workspace today› | event_key |
| Team that runs the event and gets the weekly report | Organisers | organiser_team |
| Recording or next-event link for guests who missed it | catchup_url | |
| Number guests can call | ‹workspace phone› | contact_phone |
| Sender address | ‹workspace default_sender› | email_from |
| Weekly report (five-field cron, in the time zone below) | 0 9 * * 1 | weekly_report_cron |
| Time zone | ‹workspace timezone› | timezone |
| Default phone country on the forms | ‹workspace country› | default_country |
| Greeting when a first name is missing | there | greeting_fallback |
Timings
Section titled “Timings”- Confirmation by SMS and email straight after registration.
- One-week reminder at ‹One-week reminder (date and time)› and day-before reminder at ‹Day-before reminder (date and time)› (‹workspace timezone›), by SMS, to everyone registered for the event.
- At ‹Day-after messages (date and time)›, guests who were checked in get a thank-you and the feedback link, and guests who weren't get a kind SMS.
- Weekly count for the organisers on the schedule 0 9 * * 1. Switch it off after the event.
Channels
Section titled “Channels”| Channel | Needed for | Before it can send |
|---|---|---|
| sms | Confirmation, both reminders, the thank-you and the "sorry we missed you" | An SMS provider, or Origamy managed SMS after business verification (KYC). |
| The confirmation, the thank-you, the weekly report | A verified sending domain for ‹workspace default_sender›. |
What you need to do
Section titled “What you need to do”- Work out the three send times from your event date and give them in your time zone: one week before, the day before, and the morning after. They are one-off settings, so run the playbook again for the next event.
- Add your door and organising team to the Organisers team.
- At the door, have one person per entrance fill the Door check-in form with each guest's phone number, on a phone or tablet. Guests who aren't checked in are treated as not attending.
- Publish the Registration, Door check-in and Event feedback forms, verify the sending domain, connect an SMS provider or finish business verification, then switch the follow-ups on. Test the whole flow with your own phone.
- If tickets are paid, take payment however you do now (bank transfer or a payment link) and only share the form with paid guests. This playbook doesn't collect money.
- Door check-in is the weak point of any event. Put one person with a phone or tablet at each entrance, bookmark the Door check-in form on it, and test it on the venue’s network or mobile data before the day. If guests turn up with a friend who didn’t register, take their number on the form too.
- Many people register and still don’t come, so a day-before SMS matters more than the week-before one. If your event is free, expect to over-book; if tickets are paid by bank transfer, send the form link only to people who have paid.
- Send the day-after messages the next morning, not days later. The people who came remember the event, and the ones who didn’t still feel they missed something.
- The check-in is saved on the guest as the event key. If the same people come to a second event, run the playbook again with a new event name and dates so the lists stay separate.
This playbook is synthesized: no customer has run it with us yet. If you build it, tell us what you changed, and we’ll replace it with the real version.
Copilot eval
Section titled “Copilot eval”The request used to test the copilot on this playbook (a live eval):
We're running a workshop on 12 December. Make a registration form with ticket types. Text and email people a confirmation when they register. Text everyone a reminder on 5 December and again on 11 December. At the door my team will check people in by phone number. On 13 December, thank the people who came and send them a feedback form, and send the ones who didn't a kind message. Send the organisers a weekly count of registrations.
It passes when every piece is a valid draft and everything lands off, with at least: form, segment, workflow, message_template, report. It must never use: discount, cart, checkout.