Power Automate - Forms with Registration Limits

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Posted on by DW-08010734-0

Hi Everyone,

I have to manage a registration form with more than 250 participants.

In this form I need to register the participants into different cohorts, hence I am using Microsoft Forms to collect the information. I have also gotten access to Power Automate and learnt from Chat GPT and Co-Pilot that I should be able to set "limits" on each cohort.

Is there a way I can close an option in a form, once I have reached the limit of 30 registrations for each cohort?

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abm abm 32,985 Most Valuable Professional on at

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Hi

Unfortunately, Microsoft Forms does not support dynamically disabling or hiding individual options based on response counts. While Power Automate can track submissions and send notifications, it cannot update form choices in real time.

A common workaround is to clearly state in the cohort description that only the first 30 registrations will be accepted. If the limit is exceeded, participants can be contacted by email and reassigned or placed on a waiting list.

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DW-08010734-0 4 on at

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Thank you for the reply. Following up from my above question, can I create a workflow where I get notified via email when I get more than 10 registrations for 1 cohort?

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RobElliott 10,495 Super User 2026 Season 1 on at

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@DW-08010734-0 yes you could do this with a flow, but providing your users are internal to your organisation a better experience for the user would be to build an app in Power Apps . In the event registration example below there are 2 lists as the datasource; 1 for the list of events including a column for the maximum number of attendees, and 1 for the registrations. It won't let any users register after the maximum number is reached. As you'll see in the image below, 2 buttons are greyed out because that event is full.

Come back with any questions or if you need more details about how to build it.

If the users are external then post again here and one of us will show you how to build it.

Rob
Los Gallardos
Principal Consultant, Power Platform, WSP Global (and classic 1967 Morris Traveller driver)

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Riyaz_riz11 4,150 Super User 2026 Season 1 on at

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Hi,

Microsoft Forms can't dynamically close individual cohort options after 30 responses. Use Power Automate flow on "When new response submitted": count responses per cohort in Excel/Dataverse table, email first 30 "confirmed", notify excess "waitlist", then manually close form or use Forms API PATCH to lock entire form when all cohorts full. Add disclaimer: "First 30 per cohort accepted; others waitlisted

If I have answered your question, please mark it as the preferred solution ✅ . If you like my response, please give it a Thumbs Up 👍.
Regards,
Riyaz

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Expiscornovus 33,851 Most Valuable Professional on at

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Hi @Riyaz_riz11,

You don't have to store the count of responses in a separate source. You can simply get the number of responses from the Forms API itself and count it yourself via a length function.

And like you already mentioned, if you have reached the limit you can simply uncheck the Accept responses setting (aka FormClosed property) of the form via a PATCH request.

That would be via the below URI in an Invoke an HTTP request (pre-authorized)

https://forms.office.com/formapi/api/<tenantid>/users/<userid>/forms('<formid>')/responses

I have also shared the steps in the below blog a couple of years ago:

https://www.expiscornovus.com/2023/11/30/limit-number-of-responses-in-microsoft-form/

Happy to help out 😁

I share more #PowerAutomate and #SharePointOnline content on my Blog, LinkedIn, Bluesky profile or Youtube Channel

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