How to Handle Multiple Options Without Conditional Automations in Airtable

You are building a form where people can register for multiple trainings at once.

Each training has its own Zoom link. When someone submits the form, you want to send a single confirmation email that includes the Zoom links for all the trainings they selected.

For example, if Jane selects Training 1 and Training 3, she should receive one email containing the Zoom link for Training 1 and the Zoom link for Training 3 together. You do not want to send separate emails for each training.

This is possible without using complex automation logic. The better approach is to prepare the email content using rollup and formula fields.

Create two tables

You need two tables: Trainings and Registrations.

The Trainings table stores all information about each training, such as the training name, date, time, Zoom link, seating details, and any other session specific data.

The Registrations table stores form submissions. This includes the registrant’s name, email address, and any other information you want to collect from the form.

Build the form on the Registrations table

Create your Airtable form using the Registrations table.

Add a linked record field that links to the Trainings table and allow multiple selections. This lets someone select more than one training in a single form submission.

For example, Jane can select Training 1 and Training 3 at the same time.

Use a rollup to assemble the email content

In the Registrations table, add a Rollup field.

Configure this rollup to pull data from the linked Trainings records and roll up the Zoom Link field. This rollup will automatically concatenate the Zoom links from all selected trainings.

For better formatting, create a Formula field in the Registrations table that references the rollup field. The formula can add a greeting, a thank you message, and any closing text around the rolled up Zoom links.

For example, the formula can start with “Thanks for signing up” and then list all the Zoom links below.

This keeps the Trainings table focused only on training data, while the Registrations table controls how the email message is written.

Set up a simple automation email

The automation setup is very simple.

Trigger the automation when a new registration is created from the form. Send the email to the registrant’s email address.

In the email body, insert the Formula field from the Registrations table. That field already contains the full message, including all selected trainings and their Zoom links, formatted exactly how you want.

There is no need for conditions, multiple email actions, or branching logic. The structure handles the complexity, and the automation only delivers the prepared content.