Form: Create a waiting list once a certain number of registrations are reached and send notifications via email.

Guten Tag,
ich möchte für meine Formular eine Warteliste einführen, die ab einer bestimmten Anzahl an Anmeldungen erstellt wird. Sollte eine Anmeldung storniert werden, soll es möglich sein eine Email an die Personen auf der Warteliste auszusenden.
Wie kann mach ich das?
BG

Hi valentinleitner,

While we do offer Support in many foreign languages, and we're working hard to add more every day, we don't currently have German Support agents who can help you. So I'll try to help you in English using Google Translate, but you can reply in whichever language you feel comfortable using.

Now, coming back to your question, we don't have native feature that automatically place responders into a waiting list and email them once a slot is cancelled.

Alternatively, add a Single Choice element that serves as a tag if the submission will be in waiting list or not. Then conditionally display a message telling the responder that their submission will be in waiting list and if they wash to proceed.

In the Jotform Table, create a Send Email button that you manually click to send email to those that are in the waiting list. Asking them to edit their response and select the available slot. Once they selected one and successfully submit their response, it will update their status in the Waiting List column.

This method is possible only with the Quantity Gift Registry widget. Unfortunately, it's not possible with the Inventory widget that you currently have in your form. Since there are available slots at the moment, I suggest hiding the Inventory widget, and then add the Quantity Gift Registry widget. Enter the remaining quantity, and use this moving forward. Note that deleting form fields will also delete the existing submissions data. Here are the steps:

1. In the Form Builder page, right-click on the Inventory widget, and then select Hide from the options.

2. Click on the Add Element at the upper right to open the Form Elements.

3. Go to the Widgets tab, search the Quantity Gift Registry, and then drag and drop it to your form.

4. Click on the widget to select, then click on the Wand icon on its right to open the Widget Settings.

5. Type in the label of the item in the Items section, then enclose the quantity with the curly bracket, and then click on Update to save the changes.

Now, add a Single Choice field to your form and label it accordingly. Then, add the options Yes and No. Refer to this screenshot:

Add another Single Choice field that will ask the user if they want to continue despite being added to the waiting list. If they agree, it will display the submit button, and it will hide if they choose not to proceed. Here's a screenshot for your reference:

Next, add the condition that will automatically selects Yes or No from the Waiting List field. Add two Update/Calculate Field condition similar to the screenshots below:

Also add a Show/Hide Field condition to control visibility based on their selection. Set the condition so that the follow-up question is displayed only if they choose to be added to the waiting list. Likewise, configure the Submit button to appear only when they select the option to join the waiting list. Add conditions similar to the screenshot below:

That's it! While the responders are filling out the form, it automatically tag their status if they're on the waiting list or not. Now, create a Send Email button with the custom message to the ones in the waiting list to edit their submissions and take the avaialble slot. Let me show you how:

1. In Jotform Tables, click on the Add button at the end of the rows, and click on the Buttons tab.
2. Now, select Send Email, click on Next, and enter a column name, then click on Next again.
3. Select the email you want, or click on the Create an Email button to set up a new one as needed.
4. Then, click on the Create Column button, and you're done.

Now, when you click on the Send Email button, the email you configured will be sent, similar to the example below:

Clone my form to own a copy and be to see the setup and test. You can find the guide on how to clone a form here.

Give it a try and let us know if you need any other help.