Task · Workflows

Add attendees to a Google spreadsheet

Keep a Google spreadsheet with one row for each ticket, or a row for each paid order.

5 steps · About 4 minutes

You'll need a Google account. We make the spreadsheet itself, so there's nothing to set up in Google first.

1. Connect Google

   Open Connections in account settings. Select Connect, choose your Google account, and allow access.

2. Create the spreadsheet

   On the Google Sheets card, select Create a spreadsheet. Tito creates one in your Drive named after your account and saves its link. Select Open in Google Sheets to open the saved spreadsheet.

   Tito writes to the spreadsheet it made, and can't open anything else in your Drive.

   That's the narrowest access Google offers, and it's why there's a button here instead of a box to paste a spreadsheet address into. A spreadsheet you already have isn't one Tito can add to.

3. Start from the template

   Open Workflows, select Connections and choose Add attendees to a Google spreadsheet. For a row for each paid order instead, see the end of this article.

   Your accountWorkflows

   go.tito.io/acme/admin/workflows

   That creates an ordinary workflow you can edit, already set up to keep one row for each ticket and pointed at the spreadsheet you just made. It arrives switched off.

4. Check the columns

   Open the workflow and look at what it sends. The template writes six columns:

   • the ticket reference
   • the attendee's name
   • their email
   • the ticket type
   • the event name
   • the ticket's status, which is Valid, or Canceled once the ticket is canceled

   Add a field to send another column, such as an answer to one of your questions. Each field you add becomes a new column after the last one. Remove a field and its column is left empty in new rows, so the columns after it don't move. Renaming a field, or adding one back, starts a new column at the end, and the old column is left empty.

   Add a heading row to the spreadsheet yourself if you want one.

5. Turn it on

   Switch the workflow on. The next ticket adds a row.

   To bring across the tickets sold before you turned it on, see Catch up a workflow on tickets already sold.

One row for each ticket

The template's step has Keep one row per ticket switched on. The workflow runs when a ticket is registered, when its details or answers change, when it's reassigned, and when it's canceled or put back. Each time, Tito finds the ticket's row by its reference and writes the ticket's details over it. A spreadsheet you share with a venue stays one row per attendee, with their latest answers.

If the ticket has no row yet, or its row was deleted, a new row is added at the end. A canceled ticket keeps its row, and its status column says Canceled.

The ticket reference has to stay one of the fields the step sends, because it's how the row is found. You can rename that field. To add a new row every time instead, switch Keep one row per ticket off.

Each run's history says which row was updated, or that a new row was added.

A row for each paid order

To keep a record of sales, choose Add paid orders to a Google spreadsheet in step 3 instead. It adds a row when an order is paid, with these columns:

• when it was paid
• the order reference
• the booker's name
• the booker's email
• what was bought, such as 2 × Standard, 1 × Workshop
• the total before tax
• the tax
• the total
• the currency
• the event name

The three amounts are written as numbers, so you can add them up in the sheet. They're the figures after any discount.

A row shows the order as it was paid. Refunding the order later doesn't change its row.

Good to know

New rows are added at the end of the sheet. Updating a ticket's row writes only the columns the workflow sends, so a column of your own after the last one is left as you wrote it.

Values are written as text, so a name beginning with = stays a name instead of becoming a formula.

If two rows have the same ticket reference, from before the switch was on or from a row copied by hand, both are updated.

With Keep one row per ticket off, the same ticket run through twice adds two rows.

Google limits how fast a spreadsheet can be written to. When a busy on-sale hits that limit, Tito waits and tries again.

Renaming or moving the spreadsheet in Drive is fine. Deleting it isn't, and the runs fail until you create another one and point the workflow at it.