Step 2: Connect Google Sheets

Configure the participant database so registrations, reminders, and follow-ups can be read and updated.

1. Open Append Participant Sheet and set Document ID to <__PLACEHOLDER_VALUE__Google Sheets Document ID__> and Sheet Name to <__PLACEHOLDER_VALUE__Sheet Name (e.g., Participants)__>.
2. Map columns in Append Participant Sheet to the provided expressions, including {{ $json.name }}, {{ $json.email }}, and {{ $now.toISO() }}.
3. Configure Retrieve Upcoming Rows with the same Document ID and Sheet Name, and keep the filter on Payment Status = succeeded.
4. Configure Retrieve Past Rows with the same Document ID and Sheet Name, and keep the filters on Payment Status = succeeded and Follow-up Sent empty.
5. In Update Follow-up Flag, set Operation to update and keep column values Follow-up Sent = Yes and Follow-up Date = {{ $now.toISO() }}.
6. Credential Required: Connect your googleSheetsOAuth2Api credentials in Append Participant Sheet, Retrieve Upcoming Rows, Retrieve Past Rows, and Update Follow-up Flag.

Step 3: Set Up Processing and Event Settings

Define the event metadata used across billing, emails, calendar entries, and notifications.

1. Open Event Settings Map and set placeholders like eventName, eventDate, eventTime, eventLocation, and participationFee to real values.
2. Keep reminderDaysBefore at 3 and followupDaysAfter at 2 or adjust to your timing needs.
3. Confirm that Event Settings Map connects directly to Append Participant Sheet as shown in the execution flow.

Step 4: Configure Payment, Confirmation, Calendar, and Organizer Alerts

This sequence charges the participant, verifies payment success, sends confirmation, adds a calendar event, and notifies the organizer.

1. In Charge Registration Fee, set Amount to {{ $('Event Settings Map').first().json.participationFee * 100 }}, Currency to jpy, and fill Source ID and Customer ID placeholders.
2. Ensure Validate Charge Result checks status equals succeeded using {{ $json.status }}.
3. In Dispatch Confirmation Email, keep Send To as {{ $('Typeform Intake Trigger').first().json.email }} and Subject as {{ 'イベント参加確認: ' + $('Event Settings Map').first().json.eventName }}.
4. Configure Create Calendar Entry with Start {{ $('Event Settings Map').first().json.eventDate + 'T' + $('Event Settings Map').first().json.eventTime }} and End {{ DateTime.fromISO($('Event Settings Map').first().json.eventDate + 'T' + $('Event Settings Map').first().json.eventTime).plus({ hours: 2 }).toISO() }}.
5. In Post Organizer Alert, confirm the Channel ID uses {{ $('Event Settings Map').first().json.organizerSlackChannel }} and the message template includes name, email, and event name.
6. Credential Required: Connect your gmailOAuth2 credentials in Dispatch Confirmation Email.
7. Credential Required: Connect your googleCalendarOAuth2Api credentials in Create Calendar Entry.
8. Credential Required: Connect your slackOAuth2Api credentials in Post Organizer Alert.

Step 5: Configure Reminders and Follow-ups

These scheduled scans send reminder emails before the event and follow-up surveys after the event date.

1. In Scheduled Reminder Scan, set the schedule to run daily at 09:00 using the rule with triggerAtHour = 9.
2. Configure Compute Reminder Date with Operation = subtractFromDate, Duration = {{ $('Event Settings Map').first().json.reminderDaysBefore }}, and Magnitude = {{ $json['Event Date'] }}.
3. Ensure Evaluate Reminder Window compares {{ $now.toFormat('yyyy-MM-dd') }} to {{ $json.output }} and routes to Send Reminder Notice.
4. In Send Reminder Notice, keep Send To as {{ $json.Email }} and Subject as {{ 'リマインダー: ' + $json['Event Name'] + ' が間もなく開催されます' }}.
5. In Scheduled Follow-up Scan, set the schedule to run daily at 10:00 using the rule with triggerAtHour = 10.
6. Configure Compute Follow-up Date with Operation = addToDate, Duration = {{ $('Event Settings Map').first().json.followupDaysAfter }}, and Magnitude = {{ $json['Event Date'] }}.
7. Ensure Evaluate Follow-up Window checks {{ $now.toFormat('yyyy-MM-dd') }} gte {{ $json.output }} and routes to Send Thanks & Survey, then to Update Follow-up Flag.
8. Credential Required: Connect your gmailOAuth2 credentials in Send Reminder Notice and Send Thanks & Survey.

Step 6: Test and Activate Your Workflow

Validate the full flow with a sample registration and then enable the scheduled scans.

1. Use Typeform Intake Trigger to submit a test registration and run the workflow manually.
2. Confirm that Append Participant Sheet writes a new row and Charge Registration Fee returns a successful charge.
3. Verify that Dispatch Confirmation Email, Create Calendar Entry, and Post Organizer Alert all execute in sequence.
4. Run Scheduled Reminder Scan and Scheduled Follow-up Scan once manually to verify reminder and follow-up emails.
5. Activate the workflow by toggling the Active switch so scheduled scans run automatically.