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Creating a Flow from Forms for registration with enrollment capped

I'm going to start with I have looked at templates, attempted to do this with an Excel table as the tracker, and have tried multiple combinations of Flow actions/conditions.  At this point I'm convinced this cannot be done without PowerApps, but thought I'd reach out for assistance.


We have a Microsoft Form for staff to register for training on a specific date that they choose from a list of 5 dates.  Here's what we'd LIKE to have happen:


1.  When a Form response is submitted, track the number of attendees for each date.

2.  When each date reaches capacity (lets say 5 for this discussion), future responses/registrations are declined.

3.  When a registration is submitted for an available date, the user receives a calendar invite and separate email confirmation.

4.  When a registration is submitted for an unavailable date (reached it's capacity), the user receives an email saying registration declined.


So far I've been able to create the Form, track the attendees on an Excel table, create a second table with COUNTIF formulas for each date, and I THOUGHT I had the conditions for sending the messages.  However, it doesn't work as intended because I can't figure out how to tie the row (date) to the column (registrants) so that it only sends one email.  In testing, it sent 8 emails to the registrant, one for each date, regardless of which one they registered for.


Registration Flow.PNGRegistration Flow 2.PNG


Any suggestions, even if it's to say this cannot be done without PowerApps, would be super helpful!  Thanks

Super User III
Super User III

Re: Creating a Flow from Forms for registration with enrollment capped

Hi @lundcry ,


You probably need to split this into two flows.


First flow is to insert the registrations (Excel or prefered database) with user name and date using the form response trigger.


Second flow will trigger based on the insert of the excel sheet rows. Count the registration rows against the specified date. So in your case you have 5 dates. Check the condition of the count if less than the maximum value then send the email else send the declined email.


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Re: Creating a Flow from Forms for registration with enrollment capped

Thanks, @abm .  As I mentioned, I've been able to get the Excel spreadsheet created.  It's the emails that don't work.  


I have a table with a "date of" column with each of the dates offered in different rows.  I have a "People" column that has a COUNTIF formula that adds the Form responses for each date.  For example:



7/26/19       7

7/27/19       4

7/28/19       1


No matter what combination of conditions I've tried, I cannot get the "date of" column and "people" column to intersect.  The condition send 8 emails, one for each date because "date of equals 7/26/19 AND people is greater than 5."  I cannot get the condition to determine the intersection of the rows and recognize that 7/27/19 has 4 registrants so send an accept email, 7/26/19 has 7 registrants so send a decline email.  

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