WhatsApp Event Registration Saved to Google Sheets
WhatsApp event registration lets people sign up for a workshop, webinar, open house or launch inside the chat where they asked about it. AeroChat answers questions about the event, checks how many seats are left, collects the attendee’s details and writes the registration to your Google Sheet or Airtable base. For paid events it sends a payment link before confirming the seat.
What happens today
An event post goes out and the questions arrive on WhatsApp: what time, is parking free, can I bring a friend, how do I sign up. Each one gets a reply and a link to a form, and many people never fill the form in.
The organiser keeps a list by hand, copying names from chats into a spreadsheet. Seat counts drift, and the event fills twice or not at all.
How it runs on WhatsApp
- The person asks about the event. AeroChat answers from the event details: date, time, venue, agenda and price.
- It reads the registration list in your Sheet or base and checks how many seats are left.
- It asks for the attendee’s name, email and anything else you need, such as company or dietary needs.
- For a paid event, it sends an Airwallex payment link (Growth and above) and waits for the payment.
- It writes the registration as a new row or record, with the channel and the payment status, and confirms the seat in the chat.
- When the event is full, it adds the person to a waitlist. Group bookings and sponsor enquiries go to the organiser.
The recipe
Copy this into AeroChat
When someone asks about our event, follow these steps.
- Answer their question from the event details in our knowledge base.
- If they want to register, count the rows in the Registrations tab of our event Sheet. The event has 80 seats (example).
- If seats are left, ask for their full name, email, company and any dietary needs.
- If the event is paid, send the payment link for S$35 (example). Continue when the payment is complete.
- Add a row to the Registrations tab with their name, email, phone number, company, dietary needs, channel and payment status, then confirm their seat with the date, time and venue.
- If the event is full, add a row to the Waitlist tab and tell them we will message them if a seat opens.
- If they want to register more than 5 people (example) or ask about sponsorship, hand the conversation to the organiser.
Reply in the customer’s language.
Change the seat count, price and tab names to match your own Sheet before you paste it.
Connect the systems behind it
- Google Sheets: reads the registration list to count seats and adds a row for each attendee. Connect it by signing in with your Google account.
- Airtable: looks up existing registrations and creates a record for each new attendee in your event base.
Paid events use Airwallex payment links, sent inside the chat. AeroChat never sees card numbers and never holds your funds.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What it costs on WhatsApp
A person’s question about the event is free. AeroChat’s replies inside the 24-hour window are service messages, free up to 1,000 a month per business phone number and charged per message after that. If you promote the event with click-to-WhatsApp ads, each person who messages from the ad gets a free window of up to 7 days. A reminder before the event is a utility template, and a promotion for your next event is a marketing template with no free allowance. Rates vary by country and are set in Meta’s rate cards. AeroChat passes Meta’s WhatsApp fees through at cost.
Also on Instagram, Messenger, TikTok and web chat
The same registration workflow runs on Instagram, Facebook Messenger, TikTok (direct messages and TikTok Shop buyer chat), Telegram, the chat on your website and email, with the same Sheet or base behind it. Every registration lands in one list, whichever channel it came from.
Who uses it
Event organisers, training companies, community groups, retailers running launch events and businesses running workshops or open houses.
Questions
Can people register for an event on WhatsApp without a form?
Yes. AeroChat asks for the details in the chat and writes them to your Google Sheet or Airtable base. The person never leaves WhatsApp.
Can AeroChat send event reminders?
Send the reminder as a WhatsApp broadcast to registrants who opted in, on Growth and above. It goes out as an approved template, because most registrants will not have messaged in the last 24 hours. AeroChat handles any replies, such as a cancellation or a question about parking.
How much does WhatsApp event registration cost?
Messages from attendees are free. Replies within 24 hours are free up to 1,000 a month per business phone number, then charged per message. Reminders are utility templates and promotions are marketing templates, both charged per message at Meta’s rate for that country.
Which AeroChat plan do I need?
Workflows via Skills are on every plan, Free included. Starter has 500 AI responses and 3 seats. Growth has 2,000 AI responses and 10 seats, and adds payment links and broadcasts. Advanced has 5,000 AI responses and 25 seats.
Fill your next event from the chat
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On Shopify? Install AeroChat from the Shopify App Store.
Related: payment links in chat and broadcasts to opted-in customers.