Education Forms

Event Signups That Close When You're Full

Field trip registration with permission slips and emergency contacts. Science fair signup that stops at 200 entries. Parent night RSVP with dietary needs. Capacity tracking built in.

Event registration shouldn't be this messy

Every school event, the same problems:

Google Forms accepts 150 signups for a 100-seat event—and you don't know until it's too late

Paper permission slips get lost, crumpled, or left in backpacks for weeks

You manually send reminder emails by copying addresses from a spreadsheet

Registrations live in their own silo, disconnected from student and parent records

Someone cancels, someone's on the waitlist, and notifying them is a manual process

Three people maintain separate lists for the same event and nothing matches

The result: overbooked events, frustrated families, and staff drowning in administrative chaos.

Registrations that manage themselves

Real-time count

Watch registrations climb. Know instantly when you're at 80% capacity.

Auto-close at capacity

Set 100 spots. When you hit 100, the form stops accepting signups. No overbooking.

Connected records

Registrations link to students and parents. Pull emergency contacts without asking again.

Automated comms

Confirmation when they sign up. Reminder the day before. No manual emailing.

How to create a school event registration form

Set Up Your Airtable Base

Create an "Events" table and a "Registrations" table:

Events Table:

•Event Name — Single line text

•Date — Date field

•Location — Single line text

•Capacity — Number field

•Current Registrations — Count (rollup from Registrations)

•Status — Single select (Open, Full, Closed)

Registrations Table:

•Attendee Name — Single line text

•Email — Email field

•Phone — Phone field

•Event — Linked record to Events table

•Number of Guests — Number field

•Special Requirements — Long text (dietary, accessibility)

•Registered — Created time (auto-generated)

Connect Filla to Your Base

Click "Connect Airtable" and authorize access to your base. Filla uses OAuth, so you never share your API key.

Select your base and the Registrations table. Your fields appear automatically — no manual mapping needed.

Build Your Registration Form

Drag fields from the sidebar onto your form:

•Add the Event linked record field so attendees can select their event

•Add attendee information fields (name, email, phone)

•Add Number of Guests if applicable

•Add Special Requirements for dietary or accessibility needs

Add conditional logic:

•If event is "Field Trip," show permission slip checkbox and emergency contact

•If "Number of Guests" > 0, show guest names field

•If event requires payment, show payment confirmation field

Set Up Capacity Management

Track event capacity in Airtable:

•Use a Rollup field in Events to count linked registrations

•Create a Formula field to calculate spots remaining

•Set up an Automation to change status to "Full" when capacity is reached

In Filla, you can use conditional logic to show "Event Full" message when linked event status is "Full."

Share and Manage Registrations

Distribute your registration form:

•Embed on school website for easy access

•Share via email to parents and students

•Generate QR code for flyers and posters

•Send prefilled links with student info already populated

Set up Airtable automations:

•Send confirmation email with event details

•Remind attendees 24 hours before event

•Notify organizers of new registrations

•Send waitlist notifications when spots open

Taking event registration further

Conditional Logic Examples

Show permission slip for field trips (minors only)
Display emergency contact fields for off-campus events
Require dietary info only for events with food
Show payment fields for paid events

Linked Record Use Cases

Connect registrations to Events for capacity tracking
Link to Students table for attendance history
Reference Classes table for class-specific events
Connect to Parents table for guardian contact info

Automation Ideas

Send confirmation email with calendar invite attachment
Auto-add to waitlist when event reaches capacity
Notify when someone cancels and spot opens
Generate attendance sheet PDF before event

Common issues and solutions

"Event shows full but we have capacity"

Check if the rollup field is counting correctly
Verify linked record connections are working
Make sure cancelled registrations are excluded from count

"Parents registering multiple times for same event"

Use email + event combination to detect duplicates
Set up automation to flag duplicate registrations
Add note on form about one registration per family

"Can't track which events need more promotion"

Create a view sorted by registration count (lowest first)
Add a chart extension to visualize registration rates
Set up weekly report automation showing underbooked events

Event registration form FAQs

Can we limit registrations per event?

Use a rollup field in Airtable to count registrations. When count equals capacity, conditional logic shows 'Sorry, this event is full.' No overbooking.

Can parents register for multiple events at once?

One submission per event is cleanest for capacity tracking. If you need bulk registration, use a multi-select field—but know that counting gets more complex.

How do we handle cancellations?

Add a Status field. When someone cancels, mark it Cancelled—excluded from capacity count. Automation notifies the next person on the waitlist.

Can we collect permission slips?

Add a checkbox ('I grant permission') and an attachment field for signed forms. Show these only for field trips using conditional logic.

Does this work for paid events?

Filla doesn't process payments. Collect payment confirmation numbers, or set up Stripe via Airtable automations to charge on registration.

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Never overbook an event again

Five forms free, unlimited submissions. Build your registration form now—ready before your next field trip announcement.