Airtable handles the attendee list well when registrations arrive as records, instead of as a CSV the night before the event.
Registration pain points
- Form plugin entries are not a shareable event ops sheet
- Last-minute exports miss late signups
- Check-in happens on paper or a disconnected spreadsheet
- Multi-session events need filters, not one flat email list
- Marketing wants UTMs. Ops wants dietary and accessibility notes. Both belong on one row
Attendee table
| Field | Example |
|---|---|
| Name and email | Required |
| Event or session | Link or select |
| Ticket type | Select |
| Company and role | Optional |
| Dietary and accessibility | Long text |
| Check-in | Checkbox |
| Registered at | Created time or a mapped date |
| Source or UTM | Campaign or page |
Views that matter on the day: Session A, Not checked in, Registered today, Waitlist.
Sync from WordPress
One registration form with an Event field, or one form per event.
Integration for Airtable supports WPForms, Gravity Forms, Contact Form 7, Ninja Forms, Fluent Forms, Formidable, and Elementor Pro Forms. Select a table, or click Create new table and create columns from the form fields; use Create new column when a field needs one.
Each registration creates one new Airtable record. Use Immediate send so late signups appear for check-in right away. Background is fine earlier in the funnel when thank-you page speed matters more.
Submit several registrations quickly and confirm each one in Sync History.
Staff use an Interface or Grid on the day, not wp-admin.
Free covers a single form and 300 syncs a month. Pro ($99/year) unlocks unlimited forms (one per tour stop or webinar) and file uploads if you collect waivers.
Capacity, waitlists, and duplicates
- Enforce capacity with Airtable views, automations, or form logic. Don’t rely on CSV counts.
- Waitlist: a Status select for Confirmed and Waitlist, plus filtered views for messaging.
- Duplicate emails: decide whether a second registration creates another record (the default on submit) or is handled by an Airtable automation. Write the rule down before the event.
After the event
Keep historical attendees in the same table for reporting and a later message. Export only for archival. For a webinar series, reuse the table and add an Event single select instead of cloning bases.
When Zapier still helps
Use middleware if registration must also create Zoom registrants, HubSpot contacts, and Slack alerts in one flow. For WordPress → Airtable attendees only, a direct plugin is enough, and it avoids metering every signup as a task. Zapier planning ranges are often $240 to $1,200/yr.
Related reading
Form sync details: WordPress Forms to Airtable. Questions: support@ripplestep.com.
Connect the form before registration opens
Run Sync History tests, then check people in from Airtable on the day. Skip the export the night before.
Install Integration for Airtable free