How to Remove a Guest from a Google Calendar Event When a WooCommerce Order Is Refunded

A refunded customer should not keep a seat in your live class. Zapify can take them off the guest list automatically when the order is refunded, using the free An order changes status trigger and the Remove a guest from a Google Calendar event action. Google Calendar is a Zapify PRO integration.

What this automation does

The automation is one trigger plus one action:

• Trigger: An order changes status (WC_ORDER_STATUS_CHANGED, WooCommerce) with New status = Refunded
• Action: Remove a guest from a Google Calendar event (GCAL_REMOVE_ATTENDEE, Google Calendar)

When an order moves to Refunded, Zapify removes the customer's billing email from the event's guest list. The other guests are left alone.

Before you start

• WooCommerce installed and active.
• The event the customer was invited to. See inviting a customer when a product is purchased for the matching automation.
• A Google Calendar connection. See Google Calendar actions for the one-time setup.

How to build the automation

Step 1: Create a new automation

1. In the WordPress admin, go to Zapify → Automations.
2. Click Add New to open the builder.
3. Name it clearly, such as Remove refunded buyers from the workshop.

Step 2: Add the "An order changes status" trigger

1. Click Add Trigger.

2. Choose WooCommerce as the app.

3. Select An order changes status.

4. Set New status to Refunded. Leave Previous status on Any.

Step 3: Add the "Remove a guest from a Google Calendar event" action

1. Click Add Action.

2. Choose Google Calendar as the app.

3. Select Remove a guest from a Google Calendar event.

Step 4: Configure the action

Field	Required	What to enter
Connection	Yes	Your Google Calendar connection.
Calendar	Yes	The calendar the event is on.
Event	Yes	Pick the event from the list of upcoming events.
Guest email	Yes	Insert the Billing email token.
Email the guests	No	Nobody removes them without a cancellation email. Everyone lets Google notify the guests of the change.

Step 5: Set the steps Live and save

Each trigger and action has its own Live / Off / Draft switch. A new automation starts as a Draft and does nothing until its steps are Live.

1. Set the trigger and every action to Live.
2. Click Save.

Step 6: Test it

Refund a test order placed with an email address that is on the event. Open the event in Google Calendar and check the guest is gone, or open Zapify → Logs to confirm the run.

What happens when there is nothing to remove

If the email is not on the event, the run succeeds and nothing changes, so refunding an order that was never invited does not cause a failure. If the event itself cannot be found, the run fails and Zapify → Logs shows Google's message.

Tokens you can use

The An order changes status trigger exposes Order ID, Order number, Order status, Order total, Billing email, Billing first name, Billing last name and more. After the action runs it makes the Event ID available.

Conclusion

With the free An order changes status trigger and the Remove a guest from a Google Calendar event action, a refund takes the seat back. Pair it with inviting buyers when a product is purchased so every sale and refund is reflected on the guest list.

FAQs

Is this free in Zapify?

The trigger is free. The Google Calendar action needs an active Zapify PRO licence and a Connection.

Does it matter which email the customer used for Google?

Yes. The guest is matched by email address, ignoring upper and lower case. If the customer was invited with a different address from their billing email, nothing is removed.

Will it remove the guest from every event?

No. It acts on the one event you choose. To cover several events, add one Remove a guest action for each.

Can I do this for partial refunds?

The trigger runs when the order's status changes to Refunded. WooCommerce usually leaves a partly refunded order on its existing status, so this automation does not run for those.

Do I need to write any code?

No. Everything is configured in the Zapify visual builder.