Form selection with limited seats availability option

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    johnfaig
    Asked on July 31, 2019 at 04:39 PM

    We use Jotform for users to select services at our school and it works very well.  The services don't have capacity limitations.  A few new services have limited seats available.  Is there a way to check if a service has no availability and disable it on a form?  If possible, I'm thinking that the form would query an external data source.

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    Kevin_G
    Answered on July 31, 2019 at 05:22 PM

    You can have limited options, they can decrease as they are selected and get blocked once the limit is reached, here are some widgets that will help you with that: 

    http://widgets.jotform.com/widget/gift_registry

    http://widgets.jotform.com/widget/quantity_gift_registry 

    It's not possible to do this with an external resource. 

    I hope this helps. 

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    johnfaig
    Answered on August 01, 2019 at 03:24 PM

    Thanks.  Does the number remaining span users?  This is the reason I was thinking an external data source to track the remaining count across users.

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    Mike_G
    Answered on August 01, 2019 at 04:46 PM

    Here are some other widgets that you may also try to consider using for your requirements.

    Appointment Slots widget

    Ticket Purchases widget

    In setting up any of those widgets, you will add the items that your respondents will choose from. You will also set in each item a quantity or the number of available seats per option (item).

    Every time an item is selected and the form is submitted, the item's quantity will be reduced.

    Let's say you added "Item A" on an Appointment Slots widget and set the number of available items to 10 initially. If someone selected "Item A" and submitted the form successfully, the number of available "Item A" will already be 9 for the next person to load the form.

    The widgets are programmed to show the remaining number of items by checking how many items were already selected on the submissions page.

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    johnfaig
    Answered on August 02, 2019 at 08:48 PM

    Thanks Mike_G!!

    Where are the slot totals stored?   For example, what if I must reduce the slot total to zero for some reason?

    Also, are the slots selected shown on the confirmation screen and shown in the confirmation email?


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    Vanessa_T
    Answered on August 02, 2019 at 10:35 PM

    Where are the slot totals stored?

    The total slots are the one's set on your widget. It is then deducted based on your submission's selected values.

    For example, what if I must reduce the slot total to zero for some reason?

    You can reduce the number of slots available by editing the widget's settings. Same as how you've set the total value upon creating the field.

    Please note however, that whatever total slots you've set will always be deducted by number of already selected slots on your submissions.

    eg:

    1. You've initially set "Monday: Private Piano or Percussion Lessons with David McDonald" to have 5 slots

    2. User 1 selected that slot, so now the remaining slots on the system will be 4

    3. You've edited the slots to have 3 (or 0 or any number)

    4. When user 2 tries to fill your form, he will see that "Monday: Private Piano or Percussion Lessons with David McDonald" will have 2 slots available

    Also note that whenever you've deleted a submission, the selected slot will be replenished on the total number of slots.

    eg (assuming we did not proceed to step 4 above):

    4. You've deleted user 1's submission

    5. Monday's available slots will now show 3

    Also, are the slots selected shown on the confirmation screen

    When user clicks submit, they will be shown the Thank You page. By default, it does not contain any field's data. However you can customize it's content to show whatever data you want including their form answers.

    On the other hand, if you instead want the user to be able to review their answers before submitting, you can make use of the Preview Before Submit widget.

    and shown in the confirmation email?

    By default, it will display all data that the user has submitted including their selected slots.

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    johnfaig
    Answered on August 03, 2019 at 12:13 PM

    @Vanessa_T,

    Thanks for the great explanation!  I'm going to check out the Review Before Submit widget.

    I'm a newbie, but I can't believe that I didn't know about widgets!

    One additional question. 

    On the confirmation email, how do I suppress showing fields that were not selected.  I have a checkbox field for each class and the confirmation emails shows them all and not just the ones I selects/enrolled in.
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    Mike_G
    Answered on August 03, 2019 at 02:28 PM

    On behalf of my colleague, Vanessa_T, you are most welcome!

    If after checking the Review Before Submit widget you have any questions, please do not hesitate to let us know.

    As for your additional question, I have moved it to a new thread considering it is about another topic. Here's the link to the new thread — https://www.jotform.com/answers/1914762

    We will be responding to that thread soon.