Event registration usually starts simple: collect a name, email, and RSVP. But the workflow quickly grows.

You may need ticket types, payment status, capacity tracking, QR codes, attendee check-in, dietary notes, file uploads, or attendee updates. Airtable is a good place to manage that data, and miniExtensions gives you the front end for registration forms, attendee portals, and check-in workflows.

What You Can Build

With Airtable and miniExtensions, you can create:

  • Event registration forms
  • RSVP forms
  • Paid event registration
  • Attendee lists
  • QR ticket generation
  • Staff check-in forms
  • Attendee portals
  • Guest update forms
  • Post-event feedback forms

This works for conferences, workshops, classes, school events, nonprofit events, webinars, private dinners, and paid training sessions.

Recommended Airtable Setup

Start with these Airtable tables:

  • Events
  • Registrations
  • Attendees
  • Check-ins

Your Events table stores the event records.

Useful fields in Events:

  • Event name
  • Date
  • Time
  • Location
  • Capacity
  • Event status
  • Ticket types
  • Price
  • Internal notes

Your Registrations table stores each registration.

Useful fields in Registrations:

  • Attendee name
  • Email
  • Event
  • RSVP status
  • Ticket type
  • Payment status
  • Confirmation code
  • QR code
  • Checked in
  • Check-in time
  • Notes

Link Registrations to Events.

If you want attendees to log in to view or update their own registration later, create an Attendees table and add a linked record field from Registrations to Attendees.

Create the Event Registration Form

  1. Open miniExtensions and create a new Form.
  2. Select the Airtable base that contains your event tables.
  3. Select the Registrations table.
  4. Add the public registration fields:
    • Attendee name
    • Email
    • Event
    • RSVP status
    • Ticket type
    • Dietary notes
    • Accessibility notes
    • Guest notes
  5. Make sure to hide internal fields from the public form, like:
    • Payment status
    • Confirmation code
    • QR code
    • Checked in
    • Check-in time
    • Internal notes
  6. If people should upload files, add the relevant Airtable attachment field to the form.
  7. If the event is paid, configure the Stripe payment workflow so the payment status is saved back to Airtable.
  8. Customize the confirmation message or redirect after submission.
  9. Use the Share menu to copy the form URL.
  10. Add the form link to your event website, email campaign, or landing page.

Generate Confirmation Codes or QR Codes

For check-in, each registration should have a unique value that staff can scan or look up.

  1. In Airtable, add a unique confirmation code field to the Registrations table. This could be simply an Autonumber field, or a formula field with the RECORD_ID() formula.
  2. Use miniExtensions’ QR code generation automation to generate QR codes for registration records.
  3. Store the QR code in an attachment field or another field your team uses for tickets.
  4. Include the QR code in confirmation emails or downloadable tickets.

At check-in, staff can scan this QR code to find the attendee’s registration.

Create the Check-In Form

  1. In miniExtensions, create a Form with Login.
  2. Select the Registrations table.
  3. Configure the form so staff can look up an existing registration using a unique field, such as confirmation code, QR code value, email, or registration ID. You can do this in the Share section by defining the login fields.
  4. Select the login field for the unique ID contained in the QR code generated above.
  5. Enable the barcode/QR scanning option for that field.
  6. Add read-only fields staff should verify:
    • Attendee name
    • Email
    • Event
    • Ticket type
    • Payment status
  7. Add editable check-in fields:
  8. Make attendee details read-only so staff do not accidentally change registration information during check-in.
  9. Share the check-in form only with event staff.

On event day, staff scan an attendee’s QR code, open the matching registration, and mark the attendee as checked in.

Optional Attendee Portal

Use a Portal when attendees should log in to view their registration, update RSVP details, or access event materials.

  1. In Airtable, make sure Registrations has a linked record field to Attendees, such as Attendee.
  2. Create a new Portal in miniExtensions.
  3. In the Portal create modal, select Registrations as the first data table.
  4. Then select the linked user field on that table, such as Attendee. miniExtensions uses that field to identify the Attendees table as the users table.
  5. In the Portal editor, go to the Tables section.
  6. Configure the Registrations child form:
  7. Show attendee-facing fields:
    • Event
    • Date
    • Location
    • RSVP status
    • Ticket type
    • QR code
    • Public event notes
  8. Make sure to hide internal fields:
    • Internal notes
    • Staff owner
    • Payment metadata
    • Check-in notes
    • Private status fields
  9. If attendees should be able to update their RSVP, enable editing only for the fields they are allowed to change.
  10. If attendees should submit questions or change requests, add a related Requests table.
  11. Enable record creation for that requests table.
  12. Configure the request form with fields like request type, message, and attachments.
  13. There is no need to add the Attendee linked field to that request form just to connect the request to the attendee. When an attendee creates a request from inside the Portal, miniExtensions automatically links that request to the logged-in attendee.
  14. Use the Share menu to send login links, copy the portal URL, embed the portal, or use a custom domain.

How Record Access Works in the Portal

Attendees automatically see records linked to them. You do not need to create a separate “only show records for the logged-in attendee” filter, or have separate portals for each attendee. It’s all being taken care of automatically within one portal!

The linked user field selected during Portal creation tells miniExtensions how registration records connect back to attendee users.

Why This Works Well

Airtable gives your team a structured event database. miniExtensions gives attendees and event staff the right front end for each part of the workflow.

Public attendees can register through a form. Staff can scan QR codes at check-in. Logged-in attendees can view or update their own event information through a portal.