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The moment it happens

Add event sign-ups to the calendar invite

Everyone who registers through your form is added to the event in Google Calendar and gets a confirmation email.

Runs
The moment it happens
Apps
Gmail, Google Calendar
AI
Not needed
Access
Calendar write; Gmail gmail.send

Send this to your assistant

Create a ClickRuntime automation: when my registration form posts a sign-up, add the person as a guest on the event and email them a confirmation.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A community organiser runs a monthly evening workshop. People sign up through a simple form, and she then adds each email to the calendar event by hand and sends a confirmation. Some people never get the invite, turn up without the room details, or forget the date altogether.

This automation adds each new sign-up to the calendar event and confirms their place straight away, so every attendee has the event in their own calendar with the details and any updates.

What you get out of it

  • Fewer no-shows

    An event in someone's own calendar, with reminders, is far more likely to be remembered than a line in a confirmation email.

  • Changes reach everyone

    If the time or room changes, updating the event notifies every registered guest, with no separate mailing.

  • Instant confirmation

    People know their place is booked the moment they sign up, which cuts down follow-up emails asking if it worked.

  • An accurate guest list

    The event's guest list is the registration list, so you can see who is coming without merging spreadsheets.

How it works

What happens, step by step

  1. Your registration form sends each new sign-up to ClickRuntime.

  2. ClickRuntime opens the event in your Google Calendar and checks whether the person is already a guest.

  3. If not, it adds them to the event so they receive the calendar invite.

  4. It emails them a confirmation from your Gmail account with the date, time and place.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect Google Calendar
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Add event sign-ups to the calendar invitejust nowSucceeded
Email · RegistrationYou're registered: Acme Community Pottery Evening, Thu 13 Nov 18:30, Northwind Hall.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Slack
  • Combine it with other Gmail and Google Calendar steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
event_registration_with_calendar_invite.pyexample
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
import base64
from email.mime.text import MIMEText
from clickruntime import on_event, credentials

EVENT_ID = "your-event-id"

def send(gmail, to, subject, text, thread=None):
    msg = MIMEText(text)
    msg["to"], msg["subject"] = to, subject
    body = {"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}
    if thread:
        body["threadId"] = thread
    gmail.users().messages().send(userId="me", body=body).execute()

@on_event
def handle(event):
    p = event.json or {}
    email, name = p["email"].strip().lower(), p.get("name", "")
    creds = Credentials(credentials.connection("google", "work"))
    cal = build("calendar", "v3", credentials=creds, cache_discovery=False).events()
    ev = cal.get(calendarId="primary", eventId=EVENT_ID).execute()
    guests = ev.get("attendees", [])
    if all(g["email"].lower() != email for g in guests):
        cal.patch(calendarId="primary", eventId=EVENT_ID, sendUpdates="all",
                  body={"attendees": guests + [{"email": email, "displayName": name}]}).execute()
    when = ev["start"].get("dateTime", ev["start"].get("date"))
    send(build("gmail", "v1", credentials=creds, cache_discovery=False), email, f"You're registered: {ev['summary']}",
         f"Hi {name},\n\nYour place at {ev['summary']} is confirmed.\nWhen: {when}\nWhere: {ev.get('location', 'see invite')}\n\nSee you there.")
    return {"guests": len(guests) + 1}

FAQ

Common questions

Will guests see each other's email addresses?
That depends on the event setting in Google Calendar. Turn off "See guest list" on the event and guests only see their own invite.
Can I cap the number of places?
Yes. It can stop adding guests once the event reaches a set number and email later sign-ups that the event is full.
What if someone registers twice?
They are only added once. A second sign-up with the same email simply gets the confirmation again.
What permissions does it need?
Calendar write; Gmail gmail.send. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Add event sign-ups to the calendar invite” from your assistant

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