PERSONAL PRODUCTIVITY
Auto-pre-register external guests from meeting invites and send them a badge
When a calendar event with external attendees is created, this pre-registers each outside guest as a visitor in Airtable and emails them a badge plus arrival instructions.
How it runs
The automated pipeline, trigger to output.
- TriggerNew Outlook meeting createdOutlook
- LogicFilter to external attendees only
- ActionCreate visitor records for guestsAirtable
- ActionEmail each guest a badge via OutlookOutlook
- OutputSend organizer a confirmation summaryOutlook
What it does
Removes the manual step entirely: any meeting you schedule with people outside your domain automatically pre-registers them and sends each one a building badge. The host just books the meeting as usual.
When to use it
Use it when most visits originate as Outlook meeting invites and you want zero-effort visitor registration tied to the calendar. Great for sales and recruiting teams who book external meetings constantly.
How it works
- 1A calendar event-created trigger fires when a new meeting is booked in Outlook.
- 2The flow inspects the attendee list and filters to addresses outside the company's email domain.
- 3A branch ends the run if there are no external attendees.
- 4For each external guest, a visitor record is created in Airtable with the meeting time, host (organizer), and a badge token.
- 5Each guest is emailed their badge, the meeting time, and building directions through Outlook.
- 6The organizer receives a confirmation summary listing which guests were pre-registered.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect AirtableBases, tables, views, automations.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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