Diobox actions and searches let other apps add and update guests in your event. Use them to bring in guests from a CRM, spreadsheet or form tool without importing files manually.
Example Zap: Add Guests from a Google Sheet
When a row is added to a spreadsheet (Google Sheets · New Spreadsheet Row)
Then add the guest to your event, unless they already exist (Diobox · Find or Create Guest)
Team members without Diobox access can submit guests through a shared spreadsheet, and duplicates are skipped automatically.
This article walks you through building this Zap step by step. The same steps work with any app: replace Google Sheets with your CRM, form tool or other source.
In This Article
How Actions and Searches Work
Create Guest – creates a new guest in an event. It always adds a new guest, even if a guest with the same email already exists.
Update Guest – updates an existing guest's details or Confirmation Status. The guest is identified by Guest ID.
Find Guest – finds an existing guest in an event by email or Guest ID and returns the guest's data for later steps.
Find or Create Guest – finds a guest in an event by email, or creates a new guest if none is found. Use it to avoid duplicate guests.
In all actions and searches, fields left empty are not changed in Diobox.
Changes made through Zapier run the matching Diobox triggers. For example, Update Guest runs Updated Guest Details. Avoid building two Zaps that update each other in a loop.
Build the Example Zap
Every Zap has two parts: a trigger, followed by one or more actions. Here, the trigger is in another app and the action adds the guest to Diobox.
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 choose the spreadsheet that starts the Zap. Before you start, make sure the sheet has a header row, for example First Name, Last Name, Email and Company, and at least one row of data.
Step 1.1 – Create a New Zap
In Zapier, click Create → Zaps.
Step 1.2 – Set Up Google Sheets
App: select Google Sheets.
Trigger event: select New Spreadsheet Row.
Account: sign in to your Google account.
Click Continue.
Step 1.3 – Choose the Spreadsheet
Drive: select My Drive (default) or a shared drive.
Spreadsheet: select the Google Sheet.
Worksheet: select the worksheet (tab) within the spreadsheet.
Click Continue.
Step 1.4 – Test the Trigger
Click Test trigger. Zapier retrieves recent rows from the worksheet.
Select one and click Continue with selected record.
Part 2: Add Guests to Diobox
The Zap now has access to the spreadsheet data. In this part, you connect your event and map the spreadsheet columns to guest fields.
Step 2.1 – Select Diobox and Your Event
App: select Diobox.
Action event: select Find or Create Guest.
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 2.2 – Map Spreadsheet Columns to Guest Fields
Email: select the Email column. Diobox uses it to check whether the guest already exists.
First Name, Last Name, Company, Title: select the matching columns.
Confirmation Status (optional): select a status for new guests, such as Confirmed.
Leave fields empty that you do not want to set.
Click Continue.
Step 2.3 – Test the Action
Click Test step. Zapier sends the sample row from Step 1.4 to Diobox.
Testing makes a real change: if no guest with that email exists, a new guest is added to your event. Open the guest list in Diobox and confirm the guest has the expected details. Delete the test guest if needed.
Step 2.4 – Publish the Zap
Click Publish to turn the Zap on.
From now on, each new row in the spreadsheet is added to your event, unless a guest with the same email already exists.
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 Actions
The same trigger works with any app Zapier supports. For example:
CRM lists: add contacts from a HubSpot or Salesforce list with Find or Create Guest.
Form tools: add respondents from Typeform, Jotform or Google Forms with Find or Create Guest.
Status updates: update a guest's Confirmation Status when a CRM record changes, with Find Guest and Update Guest.
Approvals: confirm waitlisted guests when they are approved in another tool, with Find Guest and Update Guest.
Update Existing Guests
To update guests from another app, for example when a contact changes in your CRM, use two Diobox steps:
Find Guest: search by Email.
Update Guest: map Guest ID from the Find Guest step, then map only the fields you want to change.
If no guest is found, Zapier stops the Zap by default. To let it continue, change the setting for what happens when no result is found in the Find Guest step.
Specify which guest Find Guest returns when more than one guest in the event has the same email.
Add More Actions
To do more with the same record, click + below the action to add another step.
For example, after adding the guest to Diobox, you can mark the spreadsheet row as processed or notify your team in Slack. The number of steps you can add depends on your Zapier plan.
Input Fields
The fields below can be set when creating or updating a guest. Only map the fields you need.
Create Guest and Find or Create Guest
Email – used by Find or Create Guest to check for an existing guest
First Name, Last Name
Phone, Company, Title
Confirmation Status – Confirmed, Declined, Waitlisted or Unconfirmed
Mark which fields are required, the default Confirmation Status when left empty, and whether Plus-Ones can be set.
Update Guest
Guest ID – required; identifies the guest to update
Any of the fields above. Fields left empty are not changed.
Find Guest
Email or Guest ID – the value to search for
Find Guest returns the same fields as the Guest Triggers.