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    Using Jot Forms for enrollment in classes with limited number

    Asked by fredebali3 on August 06, 2015 at 10:05 AM

    I'm using Jot Forms for Enrollment in classes at our obedience school.

    We limit the number of people/dogs in the class.

    Can I define the limit and then anybody who tries to enroll in the class after the limit is reached would get a wait list status and a pop up or an email telling them that they are wait listed?

     

    in status then and email
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    JotForm Support

    Answered by Charlie on August 06, 2015 at 10:54 AM

    Hi,

    If you want to disable the form when a certain number of submission has been met, then you can follow this guide: https://www.jotform.com/help/137-How-to-Limit-Submissions-in-a-Form 

    However, based from your requirements, it seems like you still want them to submit the form but will be marked as waiting and will receive a different notification. Is that correct? That could be achieve by a workaround I have in mind. But I'll need some time to test it first.

    I'll get back to you as soon as I got it to worked.

     

  • Profile Image
    JotForm Support

    Answered by Charlie on August 06, 2015 at 11:28 AM

    Here's a workaround I have in mind. The form will display the current number of submissions. When the limit is reached, the user will receive an email notification that they are in the waiting list.

    Here's my sample form: http://form.jotformpro.com/form/52173901672959 

    1. First, I added the submission counter widget.

    2. I then setup an email notification for the waiting list participants.

     

    3. I then set up a conditional logic to send that email notification to the user when he/she is past the class limit.

    4. In my rules, when the submission counter reaches 15, that user will receive a different notification telling him/her that he/she is in the waiting list.

     

    You might also be interested in using the following widgets, they will allow you to set a number of limits in a specific option:

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

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

     

    I hope that helps.

  • Profile Image

    Answered by fredebali3 on August 06, 2015 at 11:29 AM
    Yes I still want the form available because it's used to enroll in all of the classes that we offer, all classes are listed in a drop down and each class may allow a different number of enrollments from 6 to 10.
    Debra Aheimer
    ...
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    Answered by fredebali3 on August 06, 2015 at 11:34 AM
    It's kinda like an inventory count. When we've sold all the spots then we need to let the purchasers know we're out of inventory.
    Debra Aheimer
    ...
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    Answered by fredebali3 on August 06, 2015 at 11:39 AM
    Also I'd like to be able to control the notice because we have 2 different forms that funnel into the same classes. They are non members and members of the club but because the pricing is different for each, and they're able to purchase the same classes, I needed 2 different forms to reflect the price difference. Unless you have a solution for that and members and non members can use the same form but have different pricing. That would make my life so much easier because now I have to keep counting the number of enrollments from 2 different forms to keep accurate count on the enrollments in each class.
    Hope that makes sense.
    Debra Aheimer
    ...
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    JotForm Support

    Answered by Charlie on August 06, 2015 at 11:48 AM

    We do have the features to limit selections. But the problem is that selection or the form itself will be disabled when a certain limit is met. The Gift Registry and Ticket Purchase widgets are designed to be exactly like that.

    Unfortunately, the problem is that we cannot monitor each selection of plain dropdown, checkboxes, radio buttons or other plain form fields from previous submissions.

    But let me check if I can find a workaround for that.

    Another way for this is using the form's full source code then using the API to monitor the submissions, but this needs more of a technical work on programming or you might need to hire a developer.

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    Answered by fredebali3 on August 06, 2015 at 11:54 AM
    We're a very tiny not for profit organization looking for the easiest and cheapest way to do this. We only get about 150 to 175 enrollments for each 6 week session. So we don't have the money to higher help with this project. I wish we did.
    Debra Aheimer
    ...
  • Profile Image
    JotForm Support

    Answered by Charlie on August 06, 2015 at 12:21 PM

    No worries, we'll try to come up a workable solution for you.

    Unfortunately, I've checked your forms and I see that you are also setting your forms to have a payment integration. This is quite a complex specification and we don't have something that will fit it.

    This is what I can think of:

    1. Because we can't monitor the number of selections made on the payment wizard or in the form fields for each submissions, you might need to do this manually. You can integrate Google Spreadsheet to your forms. That would give you more access on creating formulas to count the selection of each input. 

    2. In your Google spreadsheet, you can use the CountIf function to count how many users have selected that class. Here's a guide about the CountIf function: https://support.google.com/docs/answer/3093480?hl=en 

    3. However, you will need to send an email directly on those participants that didn't make the cut.

    4. To avoid confusion, you can set the initial email notification stating that the class selections has a limit and you will inform them if they made the cut or are in the waiting list.

     

    That's the possible workaround that I can think of so far, without actually disabling the selections or the form itself. 

    I hope that helps somehow.