PART 2: How to auto add guests to your CRM + instantly send confirmation emails

In today’s episode of Event Ninja News I show you how to automatically add guests details to your CRM and send confirmation emails instantly. Watch this week’s episode for my full description or keep reading for a quick overview.   Last week, I showed you how to create a quick and easy online registration form for your events, using Google Forms. Watch last weeks episode here. Now, I want to show you Step 2 in the process of making your life a whole lot simpler when it comes to managing registrations. Once you have all of your guest data in the spreadsheet, what are you going to do with it? Well, we add guest details to our CRM (Customer Relationship Management system) so it can take care of sending out confirmation emails for us. Wouldn’t it be great if this process was automated and you didn’t have to think about it? Well, look no further! I’m about to save you a bunch of time with this tip.
  1. If you don’t already use a CRM, have a think about setting one up. We use Agile CRM and the best part is… it’s free!
  2. Set up a Zapier account. This is an awesome program which basically moves info between over 750 different web apps automatically. And, you guessed it… it’s free!
  3. “Zap” your guest information between your responses spreadsheet and your CRM.
  4. Set up your CRM to automatically send confirmation emails with the data synced from your google spreadsheet.
I will show you exactly how to do this last step in next weeks episode… so stay tuned!    Do you have any tips or stories you’d like to share about managing your guest registrations? I’d love to hear your thoughts. Leave me a comment below and I’ll be sure to reply. Keep running events, connecting people and changing lives. x Kim   Subscribe to our weekly Event Ninja News here Each week we will send you a short video with a quick tip to help you become an Event Ninja!   Below are some previous episodes you may like to check out: Should I price my event tickets to cover the cost of putting on my event? How do you tap into a wider market to promote your event? Save thousands with this one idea when booking group accommodation   Are you looking for a venue for your next event? Come on over and visit us at to find the perfect venue for your next event.


  1. Hi Kim
    Thanks for all your handy hints. They’re great. I used Google forms for my last event and so am interested in adding in an a CRM, so will look into it. I am also looking into Eventbrite, so would be interested in your thoughts on this one (free for free events).
    Our company uses Office 365, so am looking into using ‘flow’ which is similar to Zapier, to link forms to the CRM.

    Anyhoo. Thanks for Ninja news. Love it

    1. Hi Judy,
      Thanks for the great feedback… glad you’re able to put some of my tips into practice.
      Event software is a great topic for another post. Keep an eye out!
      x Kim

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