Can I track team budget expenses?

Hello Jot form

I have 6 soccer teams in different age groups (Under 10, 11, 12, 13, 14, 15).

Each has a budget of $2000

Can I set up a jot form up so that team managers submit their expenses, I keep a tally of expenses for each team, so I know when they hit the $2,000 they are allowed to be reimbursed for? (ie can alert email be sent to me once the $2,000 limit has been hit).

Thanks!

Jamie

Hi Jamie,

Thanks for contacting Jotform Support. Your requirements could be achieved, but I wanted to clarify the process:

You've mentioned that each soccer team has a budget of $2000. For example, if the team manager for soccer group 10 submits the form the first time, they enter an expense of $500. For each submission, they enter the same expense of $500. So after 4 submissions, the budget of $2000 is hit. Now, as a form owner, you'll need to receive an email mentioning that the budget of $2000 for group 10 has reached.

Likewise, it's the same process for other teams. Please review and let us know.

yes that is correct … noting it could be 4 forms of $500 each or could be 8 forms of $250 each or could be 10 forms of multiple amounts that equal $2000+ in total

Hi Jamie,

Thanks for getting back to us. I'll be needing a bit more time to look into this and I'll be back with an update.

Thanks for your patience and understanding, we appreciate it.

Hi Jamie,

Thanks for patiently waiting. After looking into your requirement, this seems possible using the submission edit link after the first submission of the team manager. So, after the first submission, they'll have to utilize the same form submission for tracking the expense. Let me walk you through it:

1. In the Form Builder, you will first need to add a Number field with a Default value of the suppose max budget.

2. You can set the budget field to hidden so it won't appear on the form when team managers are filling it out.

3. Next, create an Email Notification and include the submission edit link.

4. You can create a hyper-text link and use the URL below as the link for the text.

https://jotform.com/edit/{id}

5. Once you're done with the email notification, you will then need to Create an Email Condition, to send the email only on certain team manager email, based on the selected group or team.

Technically, you will need to create multiple email conditions, depending on the number of teams and managers you have. The submission edit link, is what the team manager will have to utilize after their first submit, until they reached the max budget.

After that, you will then need to setup an Email Notification, so you'll get notified if they've reached the 2000 max budget. Let me walk you through it:

1. Create another Email Notification, that the form owner will receive if max budget is reached or exceeded.

2. Edit the content to how you see it fit.

3. In the Recipient tab, make sure the email address is correct.

4. Next, create another Email Condition, that sends the email notification for the Max Budget Exceed, if the expense amount exceeded or reached the default value we've set earlier in the number field.

Keep in mind that, how the expense is calculated in your case or the selection of teams and choosing of team managers depends on your use case, what I'm showing is just a general idea.

You can give it a try and let us know if there's anything else you would like to ask.

thanks for this and I will give it a try.
Can I ask - if a person submits multiple forms over time - how does the
system keep track of the running total that person is up to?
For example in the example below for the .How does the system continue to
track where the total is up to?
Form 1 submitted by *Under 10* on 10 March - $200. Running Total = $200
Form 2 submitted by *Under 10 *on 12 March - $800. Running Total = $1,000
Form 3 submitted by *Under 10 *on 16 March - $100. Running Total = $1,100
Form 4 submitted by *Under 10 *on 18 March - $600. Running Total = $1,700
*Form 5 submitted *by *Under 10 **on 25 March - $400. Running Total -
$2,100 *
*(Triggers notification email)*
...

Hi Jamie,

The method, shown by my teammate, will show the cumulative total when the submission is edited. There's no direct option to show a running total, but I could think of the workaround below:

1. Add Configurable list widgets for each Age group - 10 to 15:

To customize the widget (you can also check this guide),

• Click the wand icon which is the widget settings
• On the General tab, enter Expense: number - so that users only enter numbers in that field
• Click update widget at the bottom of the widget settings pane

2. Now add a form calculation widget for each Age group:

1. Click the wand icon on the form calculation widget to open widget settings
2. Add the Age 10 configurable list widget field into this calculation widget
3. Click Save

3. Create a condition for each age group to show the respective Age fields on the form using Show/Hide conditions:

1. Go to Settings > Conditions tab from the form build page
2. Click Add condition
3. Click Show/hide conditions
4. Add the condition as shown below:
5. Finally click Save

You'll need to create similar conditions for each Age group. You need not show the total field on the conditions, and you can keep the total field as hidden on the form.

4. The next step is to create notification emails for each Age group.

1. Go to Settings > Emails tab
2. Click Add Email
3. Click Add notification email

5. The last step is to create a custom notification email to send email to the respective team manager when the total exceeds 2000:

That's it. Now you can get the running total on the email and the submission table. Here is a demo form that I've created. You may clone it into your account to review.

Hi Jamie,

If the above method is confusing, then you can use my teammate's suggestion, instead:

1. Use a configurable list widget with a number field to capture the expense amount
2. Add a form calculation widget to get the total
3. Then use the edit link on the email to edit the submission to add additional expenses. The configurable list widget allows you to add additional rows. It will add to the total and show a running total on the notification email.

Give it a try and let us know.