Jotform event registration automation: calendar invite, email, and roster

Build a deterministic code workflow that fans out every new Jotform event or webinar registration to three downstream tools in a fixed order. No judgement, no summarization, no scoring. Every step is a known node and the field mapping is fixed.

Trigger: Jotform webhook. The webhook fires on every new submission to the registration form. The workflow reads the submission ID from the incoming payload.

Step 1. Call Jotform's Get Single Submission using the submission ID from the webhook payload. Pull the attendee's name, email, ticket type, and any session selections out of the answers.

Step 2. Call Google Sheets Append Values to add a row to the registration log spreadsheet. Columns, in order: timestamp (submission created_at), name, email, ticket type, session, source (form name or ID).

Step 3. Call Google Calendar Create Event on the configured calendar. Set the summary to the session name, start and end times to the session time, and add the attendee's email as a guest so they get an invite and a calendar hold.

Step 4. Call Gmail Send a Message to the attendee. Subject should confirm the session and ticket type. Body should include the session date, time, calendar event link from step 3, and any pre-event resources (welcome link, agenda, prep doc) defined as workflow inputs.

Configurable inputs: the Jotform form ID, the question IDs for name, email, ticket type, and session, the target Google Sheet ID and tab name, the Google Calendar ID, the session start and end times (or a mapping from session selection to time), the from address for the Gmail message, and the pre-event resource block for the email body.

Run the steps in order. If Get Single Submission fails, stop and surface the error. If Append Values, Create Event, or Send a Message fails, log the failure with the submission ID so it can be retried, but do not roll back the earlier steps.

Additional information

What does this prompt do?

Listens for new Jotform submissions on your registration or webinar form and kicks off the rest of the flow instantly.
Adds a clean row to a Google Sheets attendee roster with timestamp, name, email, ticket type, session, and source.
Creates a Google Calendar event for the session and invites the attendee so they get a real calendar hold.
Sends a Gmail confirmation with the event details and any pre-event resources you want to include.

What do I need to use this?

A Jotform account with the registration or webinar form already built.
A Google account with access to the spreadsheet, calendar, and Gmail mailbox you want to use.
The session date, time, and any pre-event resources (welcome link, agenda, prep doc) you want in the email.

How can I customize it?

Swap in a different form, calendar, or spreadsheet so the same flow runs for any event you host.
Edit the confirmation email copy and add your own pre-event resources or branding.
Add a simple rule, such as only inviting paid ticket holders or routing different ticket types to different calendars.

Frequently asked questions

Does this work for any Jotform form, or only webinar forms?

Any form. As long as the form collects a name, an email, and the session details, the workflow can log the attendee, send the invite, and email the confirmation.

Will the attendee actually see the event on their calendar?

Yes. The workflow creates a real Google Calendar event and adds the attendee as a guest, so they get an email invite and a calendar hold they can accept.

Can I send the confirmation from a shared inbox?

You can connect any Gmail mailbox you have access to, including a shared team inbox or an alias like events@yourcompany.com.

What if someone registers more than once?

Each submission is treated independently, so duplicates show up as separate rows. You can add a step to dedupe by email or skip repeat invites if you want.

How fast does the attendee get their confirmation?

Within seconds of submitting the form. Jotform notifies the workflow the moment a registration comes in, and the email and calendar invite go out right after.