Eventbrite

Running an event can be a lot of work (and headaches)!  But when you have a service like Eventbrite, you can take a lot of the hassle out of organizing events.  From tickets sales, to attendance tracking, Eventbrite can wear many hats.

Another way you can improve your events is by automating the paperwork using Formstack Documents.  With Formstack Documents, you can automatically populate tickets, receipts, waivers, and more.  In this example, we’re going to show you how you can automatically send out waivers to your event attendees and have them sign before the event using DocuSign.

To help with the integration between Eventbrite and Documents, we’ll be using our friends over at Zapier.

To get started, we’re going to setup our waiver template using a Word document.  Inside the Word document, we’re going to add our boilerplate waiver information.  For the spots that we want to insert our attendees' information, we’re going to add merge fields that look like {$FirstName}, {$LastName}, etc.

Here’s what our waiver template looks like:
 


Since we’ll be getting this waiver signed, we need to add the DocuSign anchor tags so that DocuSign knows where to place the signature in our document.  This anchor tag is just like any other text in our document looks like:  \s1\
 


Once we have our template finished, we’re going to upload it to Documents.  From the Documents page in Formstack Documents, click the New Document button and enter a name.  On the next step, pick Office Document as the document type and then pick the file from your computer.
 

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Next, you’ll be taken to the Settings tab where you can modify options like the name of the file and the type of file that we want to generate.  For this example, we’re going to generate a PDF and include the name of our attendee in the file name.
 

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After we’ve updated our settings, we’re going to setup our delivery to DocuSign so that our waiver is automatically sent out for signature.  From the Deliver tab in Documents, click the New Delivery button and pick DocuSign from the list.

Once you login to your DocuSign account, you’ll need to define the signers name and email address.  We’re going to use merge fields for those values.
 

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Now that we have our DocuSign delivery set up, we’re done with the Documents setup and we’re ready to begin the integration with Zapier.

Once you've logged into Zapier, you'll want to connect Eventbrite to Documents.  For this example, we're going to use the New Attendee Registered trigger to fire off the merge.

Click the Use Zap button to begin setting up your Zap.

Zapier will ask you to authenticate your Eventbrite account so that it can pull in the relevant information.  Once you've logged in, you'll want to select the Organization and Event.

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At this point, you can run a test to ensure that the data you want pulled in is present.

Next, you'll connect Zapier to your Documents account and select the Action Event.

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Next, you'll select your Documents account, and then you'll want to point the Zap to the correct template, and then map your Eventbrite data fields to your document template fields.

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At this point, you'll want to test the Zap to ensure everything is hooked up correctly.

Once you turn the Zap on, you can go back into Documents and you will see a test merge in your Merge History found in the Overview tab confirming that the connection was a success.

The test merge has successfully pulled in information from Eventbrite into Documents, and sent a populated waiver to DocuSign.

Here’s what our waiver looks like ready for signature:
 


Congrats, you’re all done!  You can now automatically populate all kinds of documents from your Eventbrite account.  Can you think of any other ways that you could use Formstack Documents to simplify your paperwork process?
 

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