Zapier Event Registration Integration: Send Attendee Data Where Your Team Already Works
The Sunfish Events Zapier integration sends registrations, orders, check-ins, and more to your CRM, spreadsheets, and team chat in real time, and lets other tools create attendees and contacts in Sunfish. Here's what it can do and how to set it up.
Your registration platform knows who signed up, who paid, and who walked through the door. The rest of your organization usually doesn't, at least not until someone exports a CSV and uploads it somewhere else. Sales wants new registrants in the CRM. Finance wants paid orders in a spreadsheet. The event lead wants a ping when a VIP checks in. A Zapier event registration integration closes that gap: when something happens in Sunfish Events, it can trigger an action in thousands of other apps, and other apps can send records back into Sunfish. This post covers what the integration does, which events it listens for, and how to set up the workflows event teams use most.
Do you need Zapier at all?
Start here, because the honest answer is sometimes no.
If what you want is follow-up email based on registration status (reminders to people who haven't registered, nudges to people who haven't paid, logistics emails after sign-up), you can do that inside Sunfish with dynamic Contact Lists and Campaigns. We covered that setup in event marketing automation with registration data. No second tool required.
Zapier is for a different job: getting Sunfish data into systems that aren't Sunfish, or getting data from those systems into Sunfish. Typical reasons:
Your CRM is the record of truth for every customer and prospect, and event activity needs to live there.
Finance or operations tracks revenue in a spreadsheet or accounting tool.
Your team coordinates in Slack or Teams and wants live updates without logging into another dashboard.
You have a form, membership system, or other tool that collects people who should become attendees or contacts in Sunfish.
If any of those sound like your week, read on.
How the Sunfish Events Zapier integration works
Zapier connects apps with "Zaps." Each Zap has a trigger (something that happens in one app) and one or more actions (things Zapier then does in other apps). The Sunfish Events integration supports both directions.
Connecting your account. You connect Sunfish Events in Zapier by signing in with your Sunfish login. No API keys to copy or manage.
Data out, in real time. Sunfish triggers are instant. When an attendee is created or an order is paid, Sunfish sends the event to Zapier right away, instead of Zapier checking for changes every few minutes.
One event or all of them. You can filter a trigger to a single event, so a Zap for your annual conference doesn't fire for every webinar and workshop you run.
Custom questions included. Answers to your custom registration questions come through on attendee and registration data, so a job title, company size, or session preference you asked for at registration can be mapped into another tool.
Data in. Actions let other apps create and update records in Sunfish, or look up records that already exist.
There are no pre-built Zap templates right now. You build each Zap yourself in Zapier's editor, which for most of the workflows below means one trigger and one or two actions.
Triggers: what Sunfish can send out
Sunfish has 18 triggers. Three of them sound similar but fire at different moments, and choosing the right one is the most important decision you'll make when building a Zap.
Trigger | When it fires | Use it when you want to... |
|---|---|---|
Attendee Created | Any time an attendee record is created, regardless of payment or registration status | Capture everyone as early as possible, including people who haven't finished or paid |
Registration Completed | When someone finishes the registration flow | Act on people who completed sign-up |
Order Completed | When an order is marked as paid, including orders with multiple attendees | Track revenue or confirm paid purchases |
A simple rule: if the downstream tool cares about money, use Order Completed. If it cares about people who finished signing up, use Registration Completed. If it needs every attendee the moment they exist, use Attendee Created.
The rest of the triggers cover the attendee lifecycle and your event content:
Area | Triggers |
|---|---|
Attendees | Attendee Created, Attendee Updated, Attendee Cancelled, Attendee Checked In |
Registration and orders | Registration Completed, Order Completed |
Contacts | Contact Created, Contact Updated |
Events | Event Created, Event Updated |
Ticket types | Ticket Type Created, Ticket Type Updated |
Program content | Session Created, Session Updated, Speaker Created, Speaker Updated, Sponsor Created, Sponsor Updated |
The cancellation and check-in triggers are easy to overlook and often the most useful. A cancellation in Sunfish can update a deal stage in your CRM or remove someone from a seating chart. A check-in can tell an account manager their customer just arrived.
Actions: what other apps can do in Sunfish
Sunfish has 17 actions, split into two groups.
Create and update actions write data into Sunfish:
Create Attendee and Update Attendee
Create Contact and Update Contact
Create Event and Update Event
Create Ticket Type
Find actions look up existing records so a Zap can use them in a later step:
Find Attendee, Find Contact, Find Contact List, Find Order, Find Registration
Find Event, Find Ticket Type, Find Session, Find Speaker, Find Sponsor
Two actions deserve a closer look.
Create Attendee lets another tool register someone for an event without them filling out your registration page. When you set it up, you decide how payment is handled for that attendee and whether they receive a confirmation email. That flexibility matters: a comped speaker added from your speaker management sheet probably shouldn't get the same experience as a paying attendee.
Create Contact can add the new contact to a specific Contact List. That's the bridge between outside data and Sunfish's own invite and campaign tools. A person added from your CRM can land directly on the list you use for invitations, which ties into everything in reusable invite lists for every event.
Six Zapier event registration workflows worth building
These are the workflows that come up most for B2B event teams, associations, and nonprofits. Each one is a single trigger and one or two actions.
1. New registrations into your CRM
Trigger: Registration Completed, filtered to your event.
Action: Create or update a contact in your CRM, and log the event registration on their record.
This is the most requested workflow for a reason. Sales and account teams want to know which prospects and customers registered, and they want it in the system they already live in. Map your custom question answers (company, role, interests) to CRM fields so the record arrives useful, not just a name and email.
2. Paid orders into a finance spreadsheet
Trigger: Order Completed.
Action: Add a row to a spreadsheet.
Because Order Completed fires when an order is marked paid, including orders covering several attendees, it gives finance a running ledger without waiting for an end-of-event export.
3. VIP check-in alerts in team chat
Trigger: Attendee Checked In, filtered to your event.
Filter step: Only continue for the people you care about, for example when a custom question answer such as company matches one of your key accounts.
Action: Post a message to a Slack or Teams channel.
On event day, this turns check-in into a live signal. The account manager knows their customer is in the building and can go say hello.
4. Cancellations update downstream systems
Trigger: Attendee Cancelled.
Action: Update the CRM record, notify the catering lead, or remove the person from a seating or badge sheet.
Cancellations are where manual processes break most often. Someone cancels in the registration system, and three other places never find out.
5. Leads from another form become Sunfish contacts
Trigger: A new submission in your website form tool, or a new contact in your CRM matching a segment.
Action: Create Contact in Sunfish, added to the Contact List you use for invitations.
This keeps your invite lists current without re-uploading CSVs. If you use dynamic lists to target campaigns, new contacts start flowing into those campaigns on their own. See dynamic vs. manual attendee lists for how that works.
6. Program changes reach marketing
Trigger: Session Updated or Speaker Updated.
Action: Post to your marketing channel or add a task in your project management tool.
When a session time moves or a speaker's title changes, the people writing promo emails and social posts find out right away instead of the week after.
Manual exports vs. a Zap
Task | Manual process | With Zapier |
|---|---|---|
Get registrants into the CRM | Export a CSV, clean it, import it, repeat weekly | Each registration syncs as it happens |
Track paid revenue | Pull an order report before each finance check-in | Every paid order lands in the sheet automatically |
Handle cancellations elsewhere | Someone remembers to update each system | The cancellation triggers the updates |
Know when key people arrive | Watch the check-in dashboard | Get a message the moment they check in |
Add outside contacts to invite lists | Re-upload a list before each send | New contacts land on the right list automatically |
The manual column isn't just slower. It's where data drifts out of sync, because every step depends on someone remembering to do it.
Setting up your first Zap
Pick one workflow. Start with the one that saves the most manual work, usually CRM sync.
Connect Sunfish Events in Zapier by signing in with your Sunfish account.
Choose the right trigger. Use the table above to decide between Attendee Created, Registration Completed, and Order Completed.
Filter to your event so the Zap only fires for the event you mean.
Map fields carefully, including custom question answers, to the destination app.
Run a test registration and confirm the data arrives the way you expect before you rely on the Zap for a live event.
Add the next Zap once the first one runs cleanly.
FAQ
Is the integration real time?
Yes. Sunfish triggers are instant, so Zapier receives the data as soon as the event happens in Sunfish.
Can I limit a Zap to one event?
Yes. Triggers can be filtered to a single event, or left to cover all events.
Are there ready-made templates?
Not yet. You build Zaps in Zapier's editor using Sunfish's triggers and actions.
Key takeaways and next step
The Sunfish Events Zapier integration moves event data in both directions. Eighteen instant triggers cover registrations, paid orders, cancellations, check-ins, contacts, events, ticket types, sessions, speakers, and sponsors, and each can be filtered to a single event. Seventeen actions let other tools create and update attendees, contacts, events, and ticket types in Sunfish, or look up existing records. You connect with your Sunfish login, custom question answers come along with the data, and the main decision is picking the right trigger for the job.
If you're also controlling who can register in the first place, see how to restrict event registration by email domain. And if you want to see the integration connected to your own tools, try Sunfish Events or book a demo and we'll walk through it.
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