I have a base that receives forms. The form is a default for ALL events, and each event, via a formula, creates an unique form link that hides the event’s ID so that when someone submits a form, that ID is autofilled, and thus populated to the proper event.
Now here’s the thing, I have another base where I have dropdown selections, but again this is tied differently, as the first one is tied to an unique even, so that won’t work. The dropdown selection allows us to see only those that meet certain criteria, however, in this case, for the event, it would be different for each event, maximum users if set, are met, then it would no longer show US their names. At least that’s the thought. So I was thinking in the attendees table, where the form is linked to, I could have a view that first is sorted by date created. Then, there are lookup fields from the table with the event info(linked to the attendee table), of count of attendees, and max # attendees.
I was thinking that there should be a way to have a view using these three things together, to only show those 240, in this case, based on first come first serve. Does that make sense?
Any ideas?
Page 1 / 1
Hm, so the end goal is to have a form where users can only select from events that still have open slots? If so, try:
Create a formula field that’ll check the count of Attendees vs the max # of attendees for that event
Create a view that’ll sort by Date Created and also filter by the formula field from step 1
If you don’t need the sort you can use a conditional filter instead
Would that work?
Hey @Sean_Lake1,
You are pretty much there. As mentioned above, you’ll want to have an additional field on your events table (e.g. “Remaining Seats”).
Formula for Remaining seats would be:
{Max Seats} - {Count of registrations}
Then, at a form level on the field corresponding to Events (linked record field) you’ll want to apply a filter, where only records where Remaining Seats is > 0 can be shown/selected.
Also, in that video, I explain why this is the ONLY type of setup where you would want to use Airtable’s forms over Fillout’s forms. Normally, we would want to use Fillout’s forms for anything advanced, but this is the one time where Airtable is more advanced than Fillout.
Using Airtable native forms, you will not be able to submit the form if you selected an Event that at the time of selection had available seats, but by the time of submission it no longer has available seats. Meaning that Airtable native forms re-evaluates te condition before proceeding with submission.
Fillout forms will evaluate the condition before showing the list of events to select from. However, if after selection, and before sumbission, those conditions changed, Fillout will still allow you to submit the form. Meaning that it will not re evaluate the condition before submission.
As mentioned by Scott, this is probably the only feature for which Airtable forms are better than Fillout forms.
Actually no, can’t do it with this form, limiting unless there was some way to turn it ‘off’ when the number has been reached. The problem is, this form is used for all events, it’s essentially a default, generic form, that has specifics pasted into it, e.g. the description is unique to each event, and has a field that it draws from so that each form(that just so happens to have an unique link created via a formula, to also hide and auto assign the event id) has an unique description field. I do not have access to any other form apps, apis, etc. Takes too long for approval, and most of the time they’re denied. So, onward we go with Airtable defaults.
I was thinking there might be a way for us to at least have the illusion that we’re no longer taking the “applications” in other words, once we reach the max submitted, THEN in a View, it would only show let’s say the first 40(the max for one event), and it would determine this both with submission date, as well the maximum number being compared to the # of submissions.
Does that make sense?
We can’t really turn off the form so people can still submit, but they won’t know if they’re received.
Kind of stinks this way.
I have another base that I built junction tables, and when they submit, the form no longer has the event(s) available as a dropdown(fed from one of the junction tables), so that worked, but I can’t do it with this one due to they don’t actually select the event, rather an event has the unique link.
I think I may have solved it. Instead of trying for a “view” in the origin table, the attendee table where the form sends its initial data, I opted to put a condition in the emails that are loaded based on #max-total(so far):
So it will limit the number based on that condition. My only concern is, are they sorted in that Valid attendee emails based on the date, alphabetically, or?
