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Creating a Flow to Limit the Number of Attendees from a Form

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Posted on by DL24

I have created two lists and then this flow, following the directions posted here: https://powerusers.microsoft.com/t5/Using-Flows/Limit-responses-on-MS-forms-question/td-p/572677

However, my form has four options for "Which Training". I want the flow to let me know when the specific training has more than 2 people signed up. Right now, the flow is emailing users the course is full, if two people have filled out the form. I want the flow to email users if they are one of the first two people to sign up for the specific training, and the third person to get the email saying sorry full. However, the third person, no matter what option they choose is getting the "sorry course if full" email. I am not sure if I need a list for each training option or if I can filter my flow and add in a compose feature to determine when each option has reached two.

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v-jefferni on at

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Hi @DL24 ,

Could you please share more details about your scenario? What's the Course Participants - Counter? Does it have four courses as entries and also a number column NumberSignedUp?

If there are only four entries in the counter list, I think you will need to use four parallels. In each parallel, there would be a Condition control checking the specific course is signed up by form submitter. If yes, a Get item action instead of Get items to get NumberSignedUp value of this course. Then another Condition to check the NumberSignedUp value if it's less than 2. If true, update this course with count plus 1 and send Email, if false, send email to submitter the course is full.

My sample form:

My list:

My flow:

Details:

Best regards,

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DL24 4 on at

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@v-jefferni
This is the form I am using. The question about the training, ideally I would like to be one question as you can see on my form.
I have one list that is Course Participants - Counter that is holding how many people signed up for the course.
My other list is Participant details where I see the name and which training they chose.
I would like the flow to determine when M365 has two participants and then the third person that signs up gets the email "Sorry, course is full". Same with the other options.

Right now, it doesn't matter which training option they use, if they are the third person and beyond they are all getting an email that the course is full.

Thank you for your help.

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v-jefferni on at

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Hi @DL24 ,

What's the Title column of Participants for? Or what's the ...sb.org? There must be the course name in the Counter list, so that you can know which course is full.

Best regards,

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DL24 4 on at

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I actually don't need the Title column in the list. I need to know their name and which training they chose.

Again, ideally, I want one flow that will keep track of signups for 4 trainings all asked in one question on the form.

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