Automate your catered lunch menu selection process

One of the perks at Typeform is free lunches. Feeding 130+ hungry Typeformers (and their guests) could have been a nightmare for our caterers. But thanks to a seamless typeform and MailChimp integration, the process is smooth and everyone leaves with a happy tummy.

Alejandra, our Office Manager here at Typeform, uses the following ingredients to pull this off:

Alejandra then does the following:

1. Creates a menu selection typeform

2. Configures the MailChimp distribution list

3. Creates a MailChimp Campaign

4. Sets up a Zap to send results to a Google Sheet shared with our caterers

If you’re offering a menu of options to a large group of people for any event or get together (especially on a regular basis like we do), just follow these instructions.

Step 1. Create your menu typeform

First you’ll need to have a typeform built for the weekly lunch menu selection. Take a look at our typeform here.

Once you have your typeform ready, enable Hidden Fields and configure Respondent notifications.

Step 2. Configure your MailChimp distribution list

Go to your MailChimp account and create a list using the emails of the hungry peeps who’ll be receiving the weekly menu selection email. You’ll find the instructions on how to create a new list here.

Step 3. Create a MailChimp campaign

Create a campaign for the distribution of your weekly lunch menu selection form.
Here’s what I see when I get Alejandra’s email from MailChimp: Choosing catered lunch menu 01
You can create your campaign and use Hidden Fields to…

  • use merge tags to make it personal and address your customers by their first name
  • add a button that launches the typeform
  • pass email and name variables into the typeform.

Here’s how:

3.1 Setting up merge tags (makes every typeform personal by using people’s names)

Merge tags are great for sending mass emails and ensures that each recipient gets a personalized message. For instance, Jon will see “Hi Jon” while Zsuzsa will receive the same content with “Hi Zsuzsa” in the email: Choosing catered lunch menu 02

In fact, you can use merge tags to specify the recipients as well: Choosing catered lunch menu 03Here’s how you can use merge tags with MailChimp: Getting Started with Merge Tags

3.2 Adding a button that launches your typeform

Use a Button content block in MailChimp to add a button that launches the menu selection typeform you built. Choosing catered lunch menu 04

3.3 Getting the email and name variables into your typeform

To pass the email and name variables into the typeform, add merge tags to the link attached to the button.

Take a look: Choosing catered lunch menu 05In this example we’ve passed two values to the typeform using Hidden Fields: first name (FNAME) and lastname (LNAME). If you get stuck, read this Help Center article for a detailed guide.

Step 4. Set up Zapier to send results to a Google Sheet shared with the caterers

Finally, connect your Typeform to a Google Sheet using a Zapier connector to share everyone’s food choice with your caterers. They can analyze the data, know how much to prep, and get cooking. Follow the steps explained in this article to set up the Zap.

If you found this useful, check out 20 more ways that Typeform uses typeforms.