CFD Airtable: Automations for a single event.

Learn how to streamline your event management by duplicating and customizing an Airtable automation. This guide walks you through setting up automated record updates, email confirmations, and calendar invitations to save time on administrative tasks.

Center for Faculty Development
33 steps
13 minutes

Airtable

Navigate to [https://airtable.com/](https://airtable.com/)

Open the Base

Click "Programming"

Click "Automations"

Click on "RSVP Confirmation Template."

Click on the three dots and select "duplicate."

Drag the RSVP Confirmation Template Copy to the term in which your event takes place by clicking on the six dots and dragging.

Rename the template with your event name by either selecting the down arrow or double-clicking on the name in the upper bar.

Click "Rename" and enter the name of your event.

Configure the Trigger

Click "When a form is submitted"

Click "RSVP Template"

Select the form for your event.

Configure Record Update

Click "Update record"

Select the appropriate Event Name

Configure Email

Click "Outlook: Send email"

Click "Outlook Email account." If this is your first time configuring email, you will select "+ Connect new Outlook Email account" If you have already connected your Outlook account or after you link your Outlook account, select "Outlook Email Account" with blue Outlook logo.

Enter Subject Line. You can select the blue plus sign if you want to create a mail merge with any fields from your RSVP form.

Add content to the message. Do not delete the name fields at the top of the email in the greeting.

To add formatting to your message, use markdown. Instructions are right above the message box. For example: \* Asterisk plus a space creates a bulleted list **double asterisks before and after a word or phrase with no spaces makes it bold** \[place square brackets around text to hyperlink followed immediately by parentheses with the url\](<https://www.luc.edu/centerforfacultydevelopment/>)

Under show more options, you can adding bbc or cc and changing from and reply to email addresses. To use an email different than the one you connected to in Airtable, you will need send as rights.

Click "Generate a preview"

Click "Run tests." To run a test, you or another tester will need to have completed the RSVP form.

Preview email.

Configure Calendar Event

Click "Outlook: Create event"

Click "Outlook Calendar account." If you have never connected your Outlook calendar (different than connecting Outlook email), then you will first need to select "+ Connect new Outlook calendar account." Once your account is connected, select "Outlook Calendar account with the blue icon. Click "Connect new Outlook Calendar account" Click "Outlook Calendar account"

Select which calendar you want calendar invitations to go to. The default is your personal calendar. If you don't want events on your daily Outlook calendar, go into Outlook and add a new calendar, such as "Events." Then you can select it here.

Click "Calendar"

Set start date and time.

Set end date and time.

Enter event title

Enter the event description. Markdown does not work in the calendar description field.

Add Room or Zoom Link in the Location field.

Test and Activate

Click "Test action"

Toggle the automation to "On."