# How we automated TopSeeker's registrations

> Case study: how the Contact Forms add-on and Google Apps Script automated pre-registrations and email communication for TopSeeker's outdoor escape games.

- **Zdroj:** https://www.webmakeria.com/guides/general-shoptet-guides/how-we-automated-topseeker-s-registrations/
- **Doplněk / kategorie:** General Shoptet guides (https://www.webmakeria.com/guides/obecne-navody-pro-shoptet/)
- **Datum:** 2026-01-19
- **Autor:** Webotvůrci (https://www.webotvurci.cz/)

---

## 🎯 The challenge (literally)

[TopSeeker](https://shop.topseeker.cz/) runs outdoor escape games, story-driven expeditions and team-building events played on mobile phones. Their seasonal challenges need participants to pre-register, and the final dates get fine-tuned based on how much interest players show.

**The goal:** Let people register in advance for planned challenges and automatically email them based on their interest.

![Zdeněk Šedivý, Chief Project Officer at TopSeeker, at his laptop with a quote about the need to collect sign-ups through the website and send confirmations with documents without manual emailing](https://www.webmakeria.com/uploads/navody/topseeker-zdenek-sedivy.png)

## 🧩 How we solved it

We used the **Contact Forms** add-on for Shoptet, extended with automation in Google Apps Script.

### 1️⃣ Webhook: secure sign-up intake

- Every submitted form is saved to the **Data** sheet
- The system automatically adds new columns as the form changes
- Records are marked as **"new"**

### 2️⃣ Confirmation with attachments

Every participant gets:
- A thank-you email (immediately, from the add-on)
- A second email with the documents attached (terms and conditions, GDPR, game rules) as PDFs

The status changes to **"Email sent"** → no duplicates.

### 3️⃣ Notification of the challenge date

Once voting closes, the admin marks participants YES/NO:
- **YES** → they receive the date and a link to complete their registration
- **NO** → alternative text, but still the option to join

The email contains:
- 📅 Date
- 📍 Start location
- ⏱ Time
- 🔗 Link to the product with the final date

Status = **"Date sent"**

## ⚙️ The whole flow in one diagram

```
Form → Webhook
       ↓
Sheet = "new"
       ↓
Automatic confirmation + attachments
       ↓
Date confirmed?
       ↓ (manually)
Send info: YES / NO → Status updated
       ↓
Pre-registrations complete and real registrations begin
```

## 🚀 What it delivered

| TopSeeker | Players |
|-----------|-------|
| Short response time | Instant confirmation |
| Less load on support | Documents right at hand |
| A clear overview in the data | A clear date + a link to the event |
| Automated processes | A professional experience from the start |
| Scalability | No lost emails |

## 🧠 Why this matters for other online stores

"Contact Forms aren't just about collecting data. With smart automation they can even stand in for a booking system."

- They adapt to any sales process
- They work great with backends like Google Sheets or a CRM
- Communication runs automatically based on the data

---

*Návod pochází z webu Webotvůrci — Zlatý a Premium partner Shoptetu.*
*Všechny návody: https://www.webmakeria.com/guides/ · Kontakt: jsme@webotvurci.cz*