Sign Up limit via Forms

System

This discussion was created from comments split from: Limiting the number of people registering in a Smartsheets Form.

Becks

Hi, I am looking to do the exact thing that @Conchimc is referencing. We use Smartsheet for volunteer registration as well as conference registration for Special Olympics. Though registration is not the main purpose of Smartsheet, it generally works well for volunteer registration, event registration, etc., except for lacking this particular feature. When I create a volunteer registration form for an event, I include dropdown questions asking which session or volunteer shift people want to sign up for. Within 1 dropdown question, I include all of the shifts/sessions available for a volunteer to select. At times, I only need 20 maximum volunteers for a particular session or shift. I would like to have that particular session be greyed out or no longer able to be selected once the maximum number of volunteers registered has been reached. I do not want the entire form to be deactivated or inactive, I only want particular shifts (part of a dropdown question) to be inactive once criteria has been 100% reached. Would love advice and would love to add this idea to the product idea thread, since it seems like a different product idea than completely deactivating the form.

Paul Newcome

You would need to leverage another sheet that has each option listed along with a COUNTIFS containing cross sheet references to get the count of how many for each option. Then you would leverage the premium add-on Bridge, Data Shuttle, Data Mesh, or some other third party app to automatically update the dropdown selections on the selection sheet to exclude rows from the second sheet where the number has reached the max.