Can I move existing Trello cards when someone checks in via NFC?

Yes. Use Zapier's "Find Card" step to search for the attendee by name or email in the card title or description. Once found, the "Move Card to List" step moves it to your "Checked In" list. If the card isn't found, you can create a new one as a fallback.

Can Trello labels be set automatically based on CrowdPass ticket type?

Yes. Create labels on your Trello board for each ticket type (e.g., green for General, gold for VIP, blue for Speaker). In the Zapier field mapping, match the CrowdPass ticket type to the corresponding Trello label. Zapier applies the label when creating the card.

Is Trello suitable for large events with thousands of attendees?

Trello works well for events up to a few hundred attendees where visual tracking is the priority. For events with thousands of attendees, consider Monday.com or Asana which handle larger datasets with filtering, grouping, and dashboard views. You can still use Trello for lead tracking or task management alongside a larger-scale tool for attendee tracking.

CrowdPassTrello

Connect CrowdPass with Trello

Create Trello cards from CrowdPass registrations, check-ins, and leads

Trello's visual board layout gives event teams an instant snapshot of event status. CrowdPass registrations land as cards in your "Registered" list, NFC check-ins drag them to "Checked In," and lead captures create cards with checklists for follow-up. Labels color-code by ticket type, and due dates keep your team accountable for post-event tasks.

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Automations you can build

TriggerNew attendee registration in CrowdPass

ActionCreate a card on a Trello board

Each registration creates a Trello card in the "Registered" list with the attendee's name as the title, description populated with email, company, and custom fields, and labels matching their ticket type (General, VIP, Speaker). Checklists can be added for prep tasks like badge printing.

TriggerAttendee checks in at event

ActionMove a Trello card to a different list

NFC badge tap moves the attendee's card from the "Registered" list to the "Checked In" list. A comment is added to the card with the check-in timestamp and gate location. The board provides a visual flow of attendance throughout the day.

TriggerLead captured at exhibitor booth

ActionCreate a Trello card with a checklist

Booth scans create cards on a "Leads" board with a checklist pre-populated with follow-up steps: send email, schedule call, add to CRM, send proposal. Each card is assigned to the booth's sales rep and labeled by interest level or product category.

TriggerTicket purchased in CrowdPass

ActionCreate a Trello card and add a label

Ticket purchases create cards on a revenue tracking board labeled by ticket tier and priced in the card description. The finance team uses the board to reconcile ticket revenue and track refund requests by moving cards to a "Refund Pending" list.

How event teams use this

Festival Operations Coordinator

Visual event-day command center

A music festival operations team uses a Trello board with lists for each stage of the attendee journey: Registered, Checked In, At Session, At Booth, Departed. CrowdPass NFC scans move cards between lists throughout the day. The board is displayed on a large screen in the ops room, giving the team an at-a-glance view of attendee flow.

Volunteer Coordinator

Volunteer task management

A charity run uses CrowdPass for participant registration. Each registration creates a Trello card with a checklist: bib number assigned, T-shirt size confirmed, emergency contact verified. Volunteer coordinators claim cards and work through checklists. On race day, NFC check-ins move cards to "At Start Line," and finish-line scans move them to "Completed."

Sponsorship Manager

Sponsor deliverables tracking

An event organizer tracks sponsor commitments on a Trello board. When CrowdPass lead captures hit certain thresholds (50 leads, 100 leads, 200 leads), Zapier moves the sponsor's card to the next milestone list and adds a comment with the count. Sponsors can view their board as guests and see their lead generation progress in real time.

Connect in 3 steps

No code required. Set up in under 5 minutes.

Log in to Zapier

Go to zapier.com and search for "CrowdPass" in the app directory. Connect your CrowdPass account using your API key from Settings > Integrations.

Choose your trigger

Select a CrowdPass trigger event: new registration, attendee check-in, NFC badge scan, lead capture, or form submission. Each trigger sends full attendee data.

Map your action

Choose the destination app and configure what happens. Map CrowdPass fields (name, email, ticket type, custom questions) to the app's fields. Test and activate.

Frequently asked questions

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