n8n QR Event Reservations: Form Trigger, Gmail & Discord

Turn Event Form Requests into QR Tickets—Automatically

This n8n workflow automatically captures event reservations from an n8n Form Trigger, checks capacity using n8n Data Tables, then generates a unique ticket ID with a QR code. It sends an e-ticket by Gmail and posts real-time reservation updates to Discord, including a continuously refreshed availability board.

What this workflow does

• Receives reservation submissions (attendee name, email, requested time slot, and party size) from an n8n Form Trigger.
• Validates and matches capacity by loading time slot capacity from an n8n Data Table and selecting the requested slot—or the next available open slot that fits the party size.
• Rejects invalid/unavailable requests by posting a “cannot reserve” notification to a Discord channel with the reason when no slot can fit.
• Creates reservation records in a separate n8n Data Table and updates the chosen slot’s reserved count and open/closed status.
• Generates a ticket by calling a separate n8n workflow to create a unique ticket ID, then generating a QR code image via quickchart.io.
• Sends an e-ticket email to the attendee using Gmail, including ticket details and the QR code attachment; then writes the ticket ID back to the reservation record.
• Notifies Discord with a reservation confirmation and refreshes an “availability board” by updating an existing message (via Discord API) or sending a new one and saving its message ID.

Use cases

• Schedule-based reservations for small venues, workshops, or guided tours with capacity limits.
• Automated ticketing for time-slot events where attendees need a QR code for check-in.
• Operational visibility for teams via Discord with live availability status.

Technical details

• Core nodes: if, set, code, gmail, discord, data table
• Data storage: time slots and reservations in n8n Data Tables
• Ticketing & QR: separate workflow for ticket ID + QR generation using quickchart.io
• Real-time Discord: updates an availability message or posts a new one and saves its message ID