The New Guest Check-In trigger runs when a guest checks in to your event, a session or an activity. It is instant and sends the guest's details and check-in details to Zapier.
Example Zap: Post Guest Check-Ins to Slack
When a guest checks in (Diobox · New Guest Check-In)
Then post a message to a Slack channel (Slack · Send Channel Message)
Your team sees each arrival in real time, with the guest's name, company and session.
This article walks you through building this Zap step by step. The same steps work with any app: replace Slack with the tool your team uses.
In This Article
How the Trigger Works
The Zap runs once for every check-in, including:
Event check-in
Session or activity check-in
Repeat check-ins, for example a guest checking in on each day of a multi-day event
A guest who checks in to the event and then to two sessions runs the Zap three times. Use Check-In Session to tell them apart: it contains the session or activity name, and is empty for event check-in.
Plus-ones run the Zap separately when they check in, with Is Plus-One set to true and Primary Guest ID linking them to the guest who brought them.
Build the Example Zap
Every Zap has two parts: a trigger, followed by one or more actions. The trigger defines which data Diobox sends to Zapier. The actions define what happens to that data in your other apps.
Before you begin, create an API key in your event.
To learn more, see: Managing Zapier API Keys
Part 1: Set Up the Trigger
In this part, you connect your event to Zapier.
Step 1.1 – Create a New Zap
In Zapier, click Create → Zaps.
Step 1.2 – Select Diobox and Your Event
App: search for and select Diobox.
Trigger event: select New Guest Check-In.
Account: click Sign in, paste your API key and confirm. The connection is listed under your event's name. If the event is already connected, select it from the list.
Click Continue.
Step 1.3 – Test the Trigger
Click Test trigger. Zapier retrieves recent check-ins from your event.
Select one and click Continue with selected record.
The event must have at least one check-in for the test to return a result. To create one, check in a test guest in Diobox. The selected record is used as sample data when you set up your actions.
Part 2: Post Check-Ins to Slack
The Zap now has access to the check-in data from Diobox. In this part, you choose what to do with it: select an app and action event, then map Diobox fields to the fields in that app.
Step 2.1 – Set Up Slack
App: select Slack.
Action event: select Send Channel Message.
Account: sign in to your Slack workspace.
Click Continue.
Step 2.2 – Write the Message
Channel: select the channel to post to, for example
#event-arrivals.Message Text: type the message and insert Diobox fields where the guest's details should appear. For example: [First Name] [Last Name] from [Company] has checked in.
Bot Name (optional): enter a name for the sender, for example
Diobox Check-In.
To include the session or activity, add Check-In Session to the message.
Click Continue.
Step 2.3 – Test the Action
Click Test step. Zapier sends the sample check-in from Step 1.3 to Slack.
Open the Slack channel and confirm that the message was posted with the expected details.
Step 2.4 – Publish the Zap
Click Publish to turn the Zap on.
From now on, the Zap runs automatically each time a guest checks in.
Advanced Workflows
After your Zap is running, you can refine it at any time by changing field mappings, adding more actions or adding filters.
More Ways to Use This Trigger
The same trigger works with any app Zapier supports. For example:
Attendance log: add each check-in to a Google Sheet with Check-In Time and Check-In Session.
CRM update: mark the contact as attended in HubSpot or Salesforce.
Host alerts: email or text a host when their VIP guest arrives, using Gmail, Outlook or SMS by Zapier.
Microsoft Teams: post arrivals to a Teams channel instead of Slack.
Add More Actions
To do more with the same check-in, click + below the action to add another step.
For example, you can also log attendance in a Google Sheet or update the contact's attendance in your CRM. The number of steps you can add depends on your Zapier plan.
Filtering Check-Ins
At large events, posting every check-in can be excessive. To run actions only for certain check-ins, add a Filter by Zapier step between the trigger and the action. For example:
VIP arrivals: continue only when Company matches a sponsor or Title contains a particular role.
A specific session: continue only when Check-In Session matches the session name.
Event check-in only: continue only when Check-In Session does not exist.
Primary guests only: continue only when Is Plus-One is
false.
Output Fields
Each Zap run includes the fields below. Most Zaps only need a few of them, such as the guest's name, company and check-in time. Additional fields may be added over time.
Check-In
Check-In ID – unique ID of the check-in
Check-In Time – date and time in UTC
Check-In Session – name of the session or activity; empty for event check-in
Synced At – date and time the check-in reached Diobox, in UTC; can differ from Check-In Time if the check-in device was offline
Guest Details
Guest ID – unique ID of the guest, used with Update Guest and Find Guest
Guest Public ID – short public ID of the guest
First Name, Last Name
Email, Phone, Company, Title
RSVP Status – the guest's Confirmation Status
Plus-Ones
Is Plus-One –
trueif the guest is a plus-onePrimary Guest ID – for plus-ones only, the Guest ID of the guest who brought them
Event
Event ID, Event Name