The problem

An agency organizing a B2B conference in Casablanca tracks 500 guests in scattered Excel files. Who confirmed, who to remind, who needs a badge — everything is manual and mistakes show up at the door.

The solution, step by step

  1. Centralize the guest list in Airtable: name, company, email, phone, status.
  2. A Make scenario sends personalized Gmail invitations with a unique RSVP link per guest.
  3. Each click updates the Airtable status; non-responders get one email reminder at J-10 and a WhatsApp Business message at J-4.
  4. Confirmed guests receive a QR-code badge by email at J-2, generated automatically.
  5. On D-day, a scan updates presence in Airtable, and the client sees the real attendance dashboard live.

    6. Result and estimated gains

    • RSVP handling drops from 3 days of work to a few hours of setup.
    • Confirmation rate improves by 20 to 30% thanks to the WhatsApp reminder.
    • Check-in moves twice as fast, with zero printed-list confusion.