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 a service called Flow XO, which provides and automated way to integrate services in the cloud.

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 attendee’s 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.


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.


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.


Now that we have our DocuSign delivery setup, we’re done with the Documents setup and we’re ready to setup the integration with Flow XO.

From inside Flow XO, go ahead and create a new Workflow.  For the trigger, we’re going to pick Eventbrite as the service and then New Attendee is the trigger.

After you authenticate your Eventbrite account, you’ll have to pick the event that you want to monitor.  Go ahead and pick your event.

Next, we’re going to setup the action for our workflow.  For the service, we’re going to pick WebMerge and then Merge Document as the action

After you authenticate your Documents account, you’ll need to pick the document that you’d like to merge.  Once you pick the document, Flow XO will load a list of the merge fields that are in your document.

For each of your merge fields, you need to pick the corresponding Eventbrite field.

After you have mapped all of your merge fields, go ahead and save your workflow and turn it on!  You’re now ready to run a test through Eventbrite.  Add a new attendee to your event and then Flow XO will send that attendee’s data over to Formstack Documents.  Your waiver will be generated and sent over to DocuSign for signature.

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?

Have more questions? Submit a request


Please sign in to leave a comment.
Powered by Zendesk