# Event registration command center for Fillout signups

> Run your event from one screen: live registration counts, dietary needs at a glance, check in from the row, and reminder drafts your team approves before sending.

- Workflow type: app
- Services: Fillout, Gmail, Google Calendar
- Categories: Operations, Marketing
- Published: 2026-08-21

## What it does

- Pulls every registration from your Fillout form into one filterable table, with headline counts for registered, confirmed, checked in, and no show sitting at the top
- Shows session choice, ticket type, and dietary or accessibility notes right in the row, so catering and venue staff can see what they actually need
- Lets staff mark someone confirmed, checked in, or no show straight from the row, and the counts update as they go
- A Draft the reminder wave button sends an assistant to write a personalized nudge for every registrant who has not confirmed, referencing their session and any special requirements
- Organizers review the drafts in a side panel and send the approved ones by email, and any session can get a calendar hold with its confirmed attendees invited

## What you'll need

- A Fillout account with the registration form people sign up through
- A Fillout database (Zite) where check in status and reminder drafts are stored
- A Google account for sending the approved reminders and creating the session calendar holds
- Your registration form's session and ticket type questions, so the filters and columns line up with how you actually ask them

## Prompt

Build me an event registration command center that my ops team opens every day in the run up to an event and works out of during the event itself. People register through a Fillout form, and today we end up exporting that to a spreadsheet to track who actually showed up. I want one screen instead.

The main view is a registration table. Load every registration with the Fillout List Form Submissions operation against my registration form, and show one row per registrant with their name, email, chosen session, ticket type, dietary requirements, accessibility notes, and current check in status. Keep the dietary and accessibility answers visible in the table itself rather than hidden behind a detail click, because catering and venue staff are the people scanning this. Add filters for session, ticket type, and dietary needs, plus a free text search on name and email. Across the top, show headline counts: total registered, confirmed, checked in, no show, and still awaiting confirmation, and a per session breakdown. The counts must reflect the current filters and update immediately when someone changes a status.

Important constraint: Fillout submissions cannot be modified through the API. So check in status, attendance, and everything the agent drafts must live in a Zite table (Fillout's database product) keyed by the Fillout submission id, and never be written back onto the submission. Use Fillout Create Record to add a status row the first time a registrant's status is set, Update Record when it changes after that, and List Records to read the whole status table back and join it to the submissions by submission id on every load. On first run, if the table does not exist yet, create it with Create Table (or Create Database if needed) with fields for submission id, registrant name, registrant email, session, status, checked in at, and notes.

Staff should be able to set status straight from the row without opening anything: confirmed, checked in, or no show, as inline buttons or a small dropdown. Each change writes to the Zite table and the headline counts update live. Clicking a registrant opens a detail panel showing their full submitted answers from Fillout Get Submission by ID, so an organizer can see every question they answered, alongside their current status, when they were checked in, and any reminder drafts written for them.

Add a "Draft the reminder wave" button that kicks off a background agent. The agent should segment the registrants who have not confirmed yet by comparing the submissions from List Form Submissions against the status rows from List Records, then draft a personalized reminder email for each one that references their chosen session, the session time, and any special requirements they flagged such as dietary needs or accessibility. It writes each draft into the Zite table with Create Record, storing the submission id, recipient email, subject, body, and a draft status, so the app can read them back.

Those drafts show up in a drafts panel where an organizer reviews them one by one. They can edit the subject and body, approve, or discard. Approving sends the email with the Gmail Send a Message operation and then marks that draft row as sent with Update Record, including the sent timestamp, so nobody double sends. Keep this draft then approve rather than auto sending, because these go to real attendees and organizers want the review step. Show a count of pending drafts on the button so it is obvious when there is a wave waiting for review.

Finally, add a per session action in the session breakdown: a button that creates the calendar hold for that session with the Google Calendar Create Event operation, using the session name, its start and end time, and the room or location, and invites everyone whose status is confirmed for that session as attendees. Confirm before creating, show the resulting event link in the app, and record on the session that the hold has been created so it is not made twice.

Let me set the Fillout form id, the Zite database and table, the list of sessions with their times and locations, and the calendar to use in a small settings area, so the app can be pointed at the next event without rebuilding it.

## How to customize

- Choose which form questions become table columns and filters, such as session, ticket type, dietary needs, accessibility, or company
- Change who counts as not confirmed for the reminder wave, and the tone and length of the drafted reminders
- Pick which calendar the session holds land on and whether invited attendees can see each other

## FAQ

### Does this change anything in my Fillout form or its responses?

No. Registrations stay exactly as people submitted them. Check in status, attendance, and every reminder draft live in a separate Fillout database table that is linked to each registration, so your response data is never edited.

### Will it email attendees automatically?

Not on its own, and that is deliberate. The assistant writes the reminders and parks them in a drafts panel. An organizer reads each one, edits it if needed, and only then sends it.

### Can several staff check people in at the same time on event day?

Yes. Status is stored centrally rather than on one person's laptop, so everyone with the app open sees the same counts and the same check in state.

### What happens when someone registers while we are already checking people in?

Refresh the table and the new registration appears alongside everyone else, with the headline counts recalculated to include them.

### Do I need a separate database or spreadsheet tool for this?

No. The check in and drafts table lives in Fillout's own database product, so registrations and attendance state sit in the same account.

Use this prompt in General Input: https://www.generalinput.com/prompts/event-registration-command-center-for-fillout-signups