Simple booking system that uses lists and forms

[AntrivSingh]

Howdy,

I am tasked to build a booking system for the cookery department at my college. The task is to send out emails to our staff with details of that day's menu that is filled out by the kitchen head. My issue is that the space can only accommodate 12 people at a time, so when the email is sent out to attendees, i need the system to be so that when 12 people book a spot, no more reservations can be made

It would be simplified by using Bookings but I do not wish for the Kitchen heads to go into the backend of Bookings every time they wish to shoot out a menu. I am using one main form for the menu and event details, a list that captures the data created in said form and email that to the attendees. Just cant figure out how to capture the response received from the attendees and limit that to only 12. 

Will creating a separate form for them help in anyway?

Thank you

[trice602]

Hi @AntrivSingh ,

Yes, I would recommend another form for attendees.  Here's a couple of ideas:

1)  On the attendee form, at the top near question one, you could have a check availability link where your attendees can see how many available slots are available.  This could be a simple card or image that is driven by the total number of remaining available (also driven by a column value in your list).  This does work nicely 🙂

2)  How to close bookings?  One option is to use Power Automate Desktop from your cloud flow and when the reservations are full, simply have Power Automate Desktop open up your admin view of the form (by URL), click on settings, and turn off the form.  Anyone using the form after that will go to form and it will say this form is no longer active.  Granted, I don't know the entire use-case here but that may be an option for you.

I hope this helps!

Please mark as a solution ✅ and/or give me a thumbs up 👍🏽 for replying and volunteering my time! 🎗️  Always glad to help! Tom ⭐⭐⭐⭐⭐

[AntrivSingh]

Thanks for your response Tom,

The slots aren't much of an issue since it is completely controlled by the Kitchen Head and the system is basically a first come first serve basis(which is still bugging me). Perhaps i should have specified that instead. I was wondering if its possible to send a form with just a Yes/no option, that will then be updated into another list, which could somehow count the number of Yes=12 responses and then stop the process of booking. I'm very new to this and learning my way around these things, its a bit of a mess lol !

Although the solution with the separate forms will help with another project i have so still thanks for that. 😀