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Trying to Make a capacity limit for multiple events with Microsoft Forms and Excel

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Posted on by ES-19051859-0

Trying to make a registration form with multiple events for a community center and want to put in a limit for each event in excel and to stop receiving responses when the event is full. also to send a email after when its full also if possible.

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Michael E. Gernaey 53,335 Super User 2025 Season 2 on at

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Hi @ES-19051859-0

There really isn't much information or details here. Is the data all in Ecel?

How do people submit requests to join the event?

Simply put

1. You need a way to capture the total # of people who can register somewhere

2. You need to capture when someone tries to join

3. You need to store the total number already signed up somewhere

4. You need to compare if #1's request is over the #3

5. If #4 is true send an email

Super easy, but can only give you pseudo information steps as thats all thats available. But it is what you need to do

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RobElliott 10,323 Super User 2025 Season 2 on at

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I assume your users are not all internal, so a flow is necessary. Use a Microsoft Form to list the events and allow the user to request a place. Then you will need 2 SharePoint lists (don't use Excel!): an events list with the event details and the maximum number of attendees and registrations list to record those with a place at the event.

When the registration form is submitted the flow has a get items action from the registration list that is filtered by the date of the requested event (and the event itself if there is more than 1 event on the same day). For each one it increments a variable with the number of registrations. You then get the event for that day from the event list. Then have a condition: If the number of registrations equals the maximum number of attendees then send an "sorry, the event is full" email. Otherwise create an item in the registration list and send a "you have been registered for..." email. I built this for a series of UK electricity pylon public consultation events and it works well.

If all your users are internal then I would do it with a Power App.

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ES-19051859-0 6 on at

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the idea was to get their info and what event they wanted to take through Microsoft forms to make a excel. and have the power apps have a cut off for the events and send a email saying its full

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