The Events Calendar Automations
How to Send a Confirmation Email When Someone RSVPs to an Event in The Events Calendar
When somebody RSVPs, they want to know it worked and where to be. The Events Calendar and Event Tickets send a standard confirmation, but it is not yours. Zapify can add a friendly, branded message of your own the moment each RSVP arrives, using the An attendee registers 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 registers for an event (
TEC_ATTENDEE_REGISTERED, The Events Calendar) - Action: Send an email (
WP_SEND_EMAIL, WordPress)
As soon as somebody RSVPs to the event you choose, Zapify sends them your own message, filled with their name and the event's date, time and venue.
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.
Guests are welcome
Attendees do not need a WordPress account. The email goes to the address they typed into the RSVP form, so it works for guests and members alike.
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 an RSVP ticket added to it.
- 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 people who RSVP.
Step 2: Add the "An attendee registers for an event" trigger
- Click Add Trigger.
- Choose The Events Calendar as the app.
- Select the trigger An attendee registers 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. |
| Ticket provider | No | Choose RSVP so only RSVPs start it, or leave it on Any provider to include ticket buyers too. |
| RSVP answer | No | Shown when the provider is RSVP. Choose Going so people who answered "not going" do not get a "see you there" email. |
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
In the To field, insert the Attendee email token so the message goes to the person who RSVPed.
For example:
- To: the Attendee email token
- Subject:
You're in! {Event title} on {Event start} - Body:
Hi {Attendee name}, thanks for your RSVP. We'll see you at {Venue name}, {Venue address}. Details: {Event URL} - Format: HTML or Plain text
Use the {} token button beside each field to insert the values. Zapify fills them in for each attendee when the automation runs.
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
RSVP to the event yourself from the event page, using an email address you can read. Check the inbox, or open Zapify → Logs to confirm the run.
Tokens you can use
The An attendee registers for an event trigger gives you these tokens for the email fields:
| 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 registers for an event trigger and the Send an email action, every RSVP gets a personal reply with the details people need. To keep a list of everyone who signed up, see adding attendees to a Google Sheet, or to grow your newsletter, adding attendees to a MailPoet list.
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.
Will people get two emails, mine and Event Tickets' own?
Yes, unless you switch Event Tickets' own confirmation off in its settings. Many organisers keep theirs and use this email as a "what to bring" follow-up instead.
Does it run once per person or once per ticket?
Once for each attendee. If somebody RSVPs for three guests, Event Tickets records three attendees and the automation runs three times. To act once per order, use the ticket purchase trigger instead (see the full list of Events Calendar triggers).
Does it work for guests who are not logged in?
Yes. The email goes to the address typed into the RSVP form.
Do I need to write any code?
No. Everything is configured visually in the Zapify builder.