Registration forms fail at the question the form did not anticipate
The form handles simple registration and stops at the first exception. May I have a colleague with me? Does this situation count toward accreditation? I have completed the registration, but the email never got through. Is there a vegetarian option?
Those questions go by email, one at a time, to the person who arranged the event, over a two-week period.
Eligibility is the part to automate carefully. Some events have criteria for capacity, membership, and prerequisites. A registration accepted in error is harder to correct than one still under review.
Most registration systems give up at the waiting list. When someone is told the event is full and there is no reason to come back, the difference between that and a waiting list comes down to a single decision.
How the agent is built in Agent Studio
Eligibility criteria live in the prompt skills, where an event organizer can edit them alongside event details such as the schedule, venue, what is provided, and accessibility.
The system prompt specifies which criteria the agent may confirm on its own and which it must pass on. In borderline cases, send the question to the organizer rather than argue for acceptance.
Capacity is read when it is needed, not estimated. An Airtable or Google Sheets node records registrations. The agent checks the current count before confirming, instead of relying on a number mentioned earlier in the conversation.
Agent Chat is connected to the arriving channel. A Resend node then sends confirmations after the write.
The system prompt is clear that when the event is at capacity, people should be offered a place on the wait list rather than being turned away, and they should be told where they will be placed.
The agent does not handle payments. When an event involves payment, the agent ends the conversation and passes it to your current payment process, because the conversational agent must not handle payment details.
What this agent is built from
- Prompt skills: eligibility criteria and event details, editable by the organizer.
- System prompt: what it may confirm on its own, and the instruction to hold anything borderline.
- Airtable (Integration): holds registrations. Capacity is read live before every confirmation.
- Agent Chat (Util): connects the agent to the arriving channel.
- Resend (Communication): sends confirmations after the registration is written.
- Boundary: payment is never handled in conversation. The agent hands over to your existing path.
- When an ActionFlow is enough: If an event has no criteria and ample capacity, a form and a confirmation workflow are simpler and fail in fewer ways.
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