10 Zapier Automation Hacks Every Event Team Should Steal

Event management is like juggling flaming torches while riding a unicycle. Great performance, beautiful picture…but what’s behind the scenes? Repetitive tasks, monotonous workflow, data management, and an ever-growing to-do list. Thus, even the most seasoned event teams can find themselves buried in spreadsheets and drowning in emails.

Does it ring a bell? We have some great news for you. Let’s start with the first one. Automation is your lifesaver. Use it to eliminate manual work, reduce costly mistakes, and unlock richer attendee insights without lifting a finger. Yes, it is possible even if technologies are not your thing.

There is Zapier, a simple yet effective way to convert your routine into a smart workflow, allowing you to spare time to find a way to sell tickets fast or get creative to finally achieve that desired sold-out. 

More good news from us – we have 10 Zaps tested and approved for you. Those cover everything from easy event preparation to effective ticket sales to insightful event data analysis. But before we get to the best part, let’s explore the basics.

What Is Zapier and What Are Zaps?

Zapier is an automation tool that links different apps with no coding required. Just a few clicks, and voilà – data from one app is instantly ready to use in the other. Whether you’re using Gmail, Google Sheets, Slack, or hundreds of other tools, Zapier acts as the bridge that lets them share data and trigger actions automatically.  

Now think about all the tools you use for event planning, organizing tasks, selling tickets, and tracking post-event reports. Ten? Twenty? Sometimes it feels like there are far too many to manage. Well, Zapier converts that headache into an easy ride.

How? With the help of Zaps, automated workflows created between two or more apps in the tool. For instance, instead of manually copying info from one app to another, creating Zaps ensures it is done for you. Just set the rules like “when someone registers for an event, add them to my CRM”, and Zapier makes it happen behind the scenes.

Why Zapier Is a Game-Changer for Events

Given that this tool has thousands of apps integrated and top ticketing platforms, including TicketsCandy, already there, Zapier can transform your approach to event planning and management. The ways of using it are limitless, but let’s take a look at those that bring the most value to event teams.

Top 10 Zapier Automations for Effective Event Management

Here it is! Our tested and approved ways to automate event planning and handling to save to save your time, cut down on errors, and boost attendee data usage for insights.

#1. Centralize Attendee Data

Are you tired of constantly switching between spreadsheets from TicketsCandy or Eventbrite, survey tools, and your CRM?

Thanks to Zapier, you can have all that data in one master sheet. A cherry on top – it consolidates everything automatically. Say you’re selling tickets through TicketsCandy and collecting feedback via Typeform. Zapier can merge both into Google Sheets, Airtable or whatever app you prefer.

How to set up a Zap for this? For instance, you can use a trigger like “New Ticket Sale in TicketsCandy” and use Zapier to detect each new order.

Benefits:

• Save 6-8 hours per week.
• No typos, duplicate records, or mismatched fields.
• Use pulled data to personalize communications, tailor upsells, and build smarter post-event campaigns.

As you can see, Zapier helps a lot with this and turns raw data into actionable insights.

#2. Automate Event Registrations

No more manual database for event attendees. When someone buys a ticket, Zapier can instantly log their info in your CRM or your database. You can have their name, email, ticket type, and purchase details added automatically. 

Just a quick example of how it might look: you set up a trigger “New ticket sale” and an action “Create/ update contact in HubSpot”. As easy as that!

Why to have that process automated? You will create a database of potential customers effortlessly with such an approach. Having personal details of attendees in your CRM allows you to send a follow-up email, tag them for future event promos, or even flag them as a VIP if they bought premium access.

Benefits:

• Save up to 7 hours per week (depending on how many tickets sold).
• Have every attendee captured in your system.
• Use collected data for the creation of a targeted audience database for future events.

#3. Send Confirmation & Reminder Emails

Zapier can send a personalized “Thanks for registering!” email the moment someone signs up. It can also fire off a reminder a few days before the event. It is done easily via Gmail or a similar app. Every event organizer agrees that those emails are a must, so why not let them work on autopilot?

Here is the best way to do it:

• Choose your trigger. For instance, “New registration at ticketing platform”.
• Add a delay like “Delay until 3 days before the event”. Still, this step is optional.
• Set up the action in an app like Gmail or Outlook. The action is as simple as “send email”. Personalize your email with such fields as First Name, Event Name, Event Data, and Custom Message.
• Test Your Zap.
• Turn It On.

Benefits:

• Up to 5 hours per week saved for other tasks.
• Reduce no-shows with reminders that include session details, maps, or parking info.
• Improve attendee experience with timely communication.

#4. Capture and Nurture Leads

Seeing each ticket buyer as a potential long-term customer, advocate, or repeat guest is a must for successful event marketing. Zapier is a great helper for this part, as it can:

• Add new buyers to your CRM instantly.
• Segment them based on ticket type, interests, or behavior, 
• Trigger a personalized welcome email series.

Those are effective ways to nurture leads regardless of the type of your event. Whether it is a concert, conference, or festival, it still works for building long-lasting relationships and boosting retention.

Benefits:

• Spare up to 4 hours weekly for other tasks.
• Build loyalty.
• Keep leads data organized by automatically tagging them by interest, ticket type, or engagement level.

#5. Update Dashboards and Reports

Consider pushing every new order into Google Sheets or Notion. This way, you will have a live dashboard and be able to track ticket sales, attendee types, or revenue in real time. 

Use it to kill two birds with one stone. Stakeholders will be constantly informed with live dashboards. At the same time,  your team can spot trends early (e.g., a spike in VIP sales or a drop in group bookings) and adjust strategy on the fly.

Benefits:

• Save up to 3 hours per week.
• Handle issues seamlessly and analyze what types of tickets sell well.
• Track trends in real time and adjust your strategy. 

#6. Generate Invoices and Track Payments

Are you selling tickets through Square or PayPal? With Zapier, you can automatically create invoices in QuickBooks or Xero and log payments. No more manual updates of your books and unnecessary errors that can be quite costly. It’s a lifesaver for finance teams during busy event seasons that cannot be ignored!

How to do it? Set up a Zap with a trigger like “New Order in TicketsCandy” and an action like “Create Invoice in QuickBooks.” You can map fields such as attendee name, ticket type, amount paid, and event name.

Benefits:

• Cut down approximately 4 hours a week spent on invoicing to minutes.
• Reduce errors in financial records.
• Be fully ready to audit by eliminating the chaos that can happen because of the manual work.

#7. Notify Your Team Instantly

This one is easy but effective in so many ways! 

With Zapier, you can create instant alerts in Slack, Microsoft Teams, or even email. Just set a trigger like “New Attendee in TicketsCandy” and an action like “Send Channel Message in Slack”. Message customization is possible, and you can include the attendee’s name, ticket type, and any special notes in it.

It is especially useful with actions that require fast reaction. Nobody likes to miss that time when a VIP registers, a sponsor upgrades, or a session gets rescheduled. Such moments, indeed, need to be spotted as soon as possible.

Benefits:

• Save up to 2 hours a week.
• Keep everyone aligned in real time and avoid miscommunication.
• Respond faster to high-priority updates or issues.

#8. Sync Event Schedules Across Calendars

Are you looking for a way to enhance the management of event schedules in Airtable, Trello, or Google Sheets? Zapier can help here as well! Let it create calendar events in Google Calendar, Outlook, or Apple Calendar whenever a new session is added or updated. Just set a trigger like “New Record in Airtable” and an action like “Create Detailed Event in Google Calendar.”

Automating calendar sync ensures everyone knows where to be and when, without manual updates or last-minute changes.

Benefits:

• Save up to 1.5 hours a week.
• Reduce scheduling conflicts and missed sessions.
• Make it easy for attendees to add events to their own calendars.

#9. Organize Attachments and Assets

If your inbox is overloaded with messages and important info is always missing, this Zapier tip is your best option to have it all organized. Imagine speaker bios, venue contracts, and sponsor logos would never be buried in your in-box. 

How to make this magic happen? Use a trigger like “New Attachment in Gmail” and an action like “Upload File to Google Drive”. You might also choose other apps if you like. What matters is the result. Zapier will automatically save attachments into Google Drive, Dropbox, or Box (or whatever else you use) and sort them into folders based on sender, subject, or file type.

Benefits:

• Save up to 1 hour weekly as you will no longer need to search files across inboxes.
• Keep your assets organized.
• Save files to shared folder for team members, speakers, or vendors to have immediate access to them.

#10. Post Event Updates to Social Media

Social media coverage of your event can be seamless and automated if necessary. No Zapier will not do creative work for you, but it can help with scheduled posts and automatic publishing. across multiple channels. It can post updates to Twitter, Facebook, and LinkedIn.

Benefits:

• Save up to 2 hours of manual posting across platforms weekly.
• Maintain consistent messaging across channels.
• Keep your audience engaged with timely updates.

How Did We Choose Zapier Automation Hacks?

After years of working with event organizers and analyzing their pain points, finding the key automation benefits for this niche was quite easy. We selected the actions that can really help with:

• Saving time spent on repetitive tasks.
• Reduce the number of errors made during manual data entry or analysis.
• Simplify data analysis, allowing for insights driven from attendee data.

In terms of time, we ranked hacks based on how many hours you can save weekly if you automate some tasks. 

When ranking error reduction, we paid attention to how much manual work and data entry each task with those tasks that automate the biggest part of the manual work being ranked higher. 

Finally, we took a deeper look at how effective each tip is for attendee insights to ensure that you are able to personalize communications, tailor upsells, and build smarter post-event campaigns.

Here is a table where you can clearly see a Zap and the aspect it has the biggest impact on:

Make Your Event Management Automation Seamless with TicketsCandy

What is the last piece of pleasant news we mentioned at the beginning? Skipping suspense – you can run all these automations directly through TicketsCandy. This ticketing platform is not only about having a way to sell tickets fast and easily; it was designed to streamline your entire event workflow. With native Zapier integration, all the above-mentioned automation hacks are just several clicks away.

Ready to sell tickets, sync data, and automate your workflow? Start your event with TicketsCandy today and see how it transforms your event organization routine!

Conclusion 

Automation certainly matters for successful event planning and management. With Zapier automation hacks and a platform like TicketsCandy, organizers can save time, reduce errors, get useful insights and manage their workflow effectively, eliminating repetitive tasks and focusing on event success. From auto-saving contracts and syncing attendee data to triggering social media updates and streamlining ticket sales, these integrations empower teams to work smarter, not harder.