Customer Inquiry Form
Customer Inquiry Form
Interfaces
Scaleable community meetups: Orchestrate micro-events from intake, to project management, to feedback
Scaleable community meetups: Orchestrate micro-events from intake, to project management, to feedback
Streamline your external meetup workflow from submission to post-event feedback. Automate approvals, create Luma events, manage Asana projects, and collect attendee feedback - all through a connected HubSpot, Airtable, and communication workflow. This process helped us host 50+ gatherings for thousands of customers with one person, and a $50k budget.
Click and drag to move around the canvas and pinch to zoom.
Overview
Running meetups sounds fun—until you realize how much manual coordination it takes. Collecting host applications, approving events, managing logistics, sending reminders, and following up can eat hours of your time.
With our meetup template, you can build a lightweight, scalable system that automates the busywork of running events while keeping the human magic front and center. It helps you recruit hosts, approve events, organize details, and even send post-event follow-ups—all without constant manual oversight.
No more chasing spreadsheets, no more missed approvals. Just more time connecting with people, and less time managing the admin.
Here's the impact we saw by implementing this workflow at Zapier 
---
Key benefits of the meetup system template
- Less admin, more community: Save hours per event by automating repetitive tasks like approvals, event setup, and follow-up.
- Faster event turnaround: Hosts get approved and receive resources instantly, so events can go live within minutes, not days.
- Better attendee experience: From sign-up to swag, your participants get a seamless, professional experience every time.
- Scales globally: Run small casual gatherings or city-wide events—without needing to add more headcount.
Key features of the meetup system template
- Automated host approvals — Approve or deny with one click, and let emails and event setup run automatically in the background.
- Event creation — Instantly generate an event page in Luma (or your platform of choice) once a host is approved.
- Task management — Auto-create project boards in tools like Asana or Trello to track logistics without manual setup.
- Post-event workflows — Trigger attendee thank-yous, swag fulfillment, and feedback requests automatically.
- Slack integration — Get notified of new host applications and event feedback in real time, where your team already works.
How our meetup system template works
This template creates an automated end-to-end workflow for managing meetups. Here’s how:
- A potential host fills out a short application form.
- Their submission automatically appears in Slack for review.
- If denied, they instantly receive a polite rejection email.
- If approved, three things happen automatically:
- An event page is created in Luma.
- A project board is set up for your team.
- The host receives an onboarding email with event details and assets.
- After the event, marking it “complete” triggers:
- Attendee thank-yous and swag shipments.
- Automated feedback collection.
- A feedback summary posted in Slack.
What used to take hours of manual work now happens in just a few clicks.
How to set up the template
- Set up the host application form — Collect key info (host name, event type, city).
- Connect approvals to Slack — Route applications to the right reviewers.
- Automate approvals — Build “approved/denied” workflows that trigger the next steps.
- Enable post-event automation — Add feedback collection, thank-yous, and swag fulfillment.
- Customize for your needs — Add custom assets, internal checklists, or enrichment steps.
Who should use this template
This meetup system template is ideal for:
- Community managers who want to scale global meetups without adding headcount
- Marketing teams looking to bring customers together in a lightweight, repeatable way
- Companies that want to tap into employee or customer energy to host local gatherings
- Anyone running recurring events and tired of juggling approvals, logistics, and follow-up
If you’re ready to grow community impact without drowning in manual work, this template is for you.
