Tracking Registration Count for use in automation

I’m managing a conference registration process, and have a table of registrants gathered by a form which includes a formula field with names something like 02_SAT_COUNT that shows a 1 or 0 depending on whether the registrant selected a particular session in their registration form. This was created using a formula to see if a particular option was selected in a multiselect field, so it is not using linked records. What I need now is a way to send me an alert when the total number of registrations for a particular session reaches the maximum, so that I can remove that option from the registration form, thereby closing that workshop to further registrations. I have a separate table that lists all the sessions being offered, each using a unique code 02_SAT or 03_FRI that is similar to the one used in the name of my registration formula fields such as 02_SAT_COUNT.

What I’d love to do is find a way to increment a field in the Sessions table each time a new registration shows a 1 in the correct registration formula field, so that I have a running count of registrations for each session that can be used in automations, but I’m open to suggestions.

The most straightforward way would be to use linked record fields instead of a multi-select. Then the linked record for the session could use a count field to see how many registrants there are.

If you cannot alter the form, you can have automations that create the links based off your formula fields.

Is there a way to use a “when record comes into view” trigger, on a special view for just the workshop I’m watching that just shows records with a 1 in the 02_SAT_Count field? Could the trigger be used to increment a sessions total registration field in the other table?

You cannot directly set a value in a record based on a view. you can trigger an automation to run based on a record coming into a view.