The Events Calendar Automations
How to Send an Email When an Attendee Checks In to an Event in The Events Calendar
A guest who has just walked in is the most engaged they will ever be. Zapify can send them a welcome, the day's schedule or a feedback link the moment they are checked in, using the An attendee checks in for an event trigger and the Send an email action. The Events Calendar is a Zapify PRO integration.
What this automation does
The automation is one trigger plus one action:
- Trigger: An attendee checks in for an event (
TEC_ATTENDEE_CHECKED_IN, The Events Calendar) - Action: Send an email (
WP_SEND_EMAIL, WordPress)
When a guest is checked in — from the attendee list in your dashboard or by scanning their ticket's QR code — Zapify emails them straight away.
PRO feature
The Events Calendar is a Zapify PRO integration. The trigger used in this automation needs an active Zapify PRO licence.
Needs Event Tickets
Attendees, RSVPs, check-ins and ticket orders come from Event Tickets, a separate free plugin from the makers of The Events Calendar. Without it, the trigger stays greyed out in the Zapify builder and says it requires Event Tickets.
No Connection needed
The Events Calendar runs on your own site, so there is no API key to paste and nothing to set up under Settings → Connections.
Before you start
- The Events Calendar and Event Tickets installed and active.
- An event with tickets or RSVPs, and a way to check people in (the Attendees screen under Events, or the Event Tickets app).
- A working mail setup so WordPress can send email.
How to build the automation
Step 1: Create a new automation
- In the WordPress admin, go to Zapify → Automations.
- Click Add New to open the builder.
- Name it clearly, such as Thank attendees after check-in.
Step 2: Add the "An attendee checks in for an event" trigger
- Click Add Trigger.
- Choose The Events Calendar as the app.
- Select the trigger An attendee checks in for an event.
- Configure the trigger:
| Field | Required | What it does |
|---|---|---|
| Event | Yes | Pick the event to watch, or leave it on Any event. The list shows upcoming events and those from the last 90 days; type to search for an older one. |
Step 3: Add the "Send an email" action
- Click Add Action.
- Choose WordPress as the app.
- Select Send an email.
Step 4: Write the email
- To: the Attendee email token
- Subject:
Welcome to {Event title} - Body:
Hi {Attendee name}, you're checked in. Here is the Wi-Fi password, today's schedule and a link to give feedback afterwards.
Check-in emails work well for a welcome, a schedule, a feedback survey or a download link for slides.
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.
- Set the trigger and every action to Live.
- Click Save.
Step 6: Test it
Open Events → Attendees, choose your event and check in a test attendee. Check the inbox, or open Zapify → Logs to confirm the run.
Tokens you can use
| Token | What it holds |
|---|---|
| Attendee name / Attendee email | Who registered or checked in. |
| Ticket name / Ticket ID | Which ticket they hold. |
| Order ID | The RSVP or order the attendee belongs to. |
| Ticket provider | How they registered: RSVP, Tickets Commerce, WooCommerce, Easy Digital Downloads or PayPal (legacy). |
| Attendee custom fields | Any extra questions you ask attendees (Event Tickets Plus), as a ready-to-read list. |
| Event title / Event URL | The event and a link to it. |
| Event start / Event end | When it begins and ends. |
| Venue name / Venue address | Where it takes place. |
| Organizer name | Who is running it. |
| Event ID / Attendee ID | Numeric IDs, for advanced use. |
Conclusion
With the An attendee checks in for an event trigger and the Send an email action, every guest gets a timely message the moment they arrive. To tag the person in your CRM at the same time, see adding a Groundhogg tag when an attendee checks in.
FAQs
Is this free in Zapify?
The Send an email action is free, but the Events Calendar trigger is part of the Events Calendar PRO integration and needs an active Zapify PRO licence.
Do I need Event Tickets as well as The Events Calendar?
Yes, for anything to do with attendees, RSVPs, check-ins and ticket orders. The Events Calendar only manages the events themselves; Event Tickets is the free companion plugin that adds tickets and RSVPs. Without it, those triggers and actions show as unavailable in the builder.
Does a QR-code scan count as a check-in?
Yes. Checking in from the attendee list and scanning a ticket both end in the same check-in, so both start the automation.
What if somebody is checked in twice?
The automation runs each time a check-in is recorded. If you undo a check-in and do it again, expect a second email.
Can I send the email later, such as the next morning?
Yes. Add a delay before the email action. See Delays in Zapify.
Do I need to write any code?
No. Everything is configured visually in the Zapify builder.