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How to Create a SharePoint Ticket Sign-Up Form with Limited Availability

Adam Davis Oct 19, 2026 868 views

Question details

The user needs to create an event registration form that limits ticket availability per date and automatically updates or removes dates as tickets are claimed.

Product: Microsoft SharePoint, Microsoft Forms
Device & OS: not provided
Scenario: Organizing an event with over 70 dates, where each date has a strict limit of four available tickets.
Observed behavior: Microsoft Forms and SharePoint Online do not natively support dynamic inventory reduction or the automatic hiding of fully booked options.

Before you start

Ensure you have an active Microsoft 365 subscription with access to Microsoft Power Automate and Power Apps, as a custom automated workflow is required to manage ticket inventory.

Solution 1Recommended

Build a Custom Inventory Solution using Power Automate and SharePoint Lists

Since Microsoft Forms lacks a built-in feature for inventory limits, you must create a custom workflow combining SharePoint lists to store ticket counts and Power Automate to dynamically reduce them.

To achieve a registration system that automatically stops accepting sign-ups for a specific date once four tickets are claimed, you must integrate multiple Microsoft 365 tools.

A SharePoint List acts as your database, Microsoft Forms or Power Apps acts as the user interface, and Power Automate acts as the engine that updates the remaining tickets.

Create a SharePoint List

Set up a new SharePoint list with columns for 'Event Date', 'Total Capacity', and 'Tickets Available'. Populate this list with your 70+ event dates and set the capacity to four for each.

Design the Registration Interface

Use Microsoft Power Apps to build a canvas app form. Connect it to your SharePoint list so users can select from the available 'Event Dates'.

Create a Power Automate Flow

Go to Power Automate and create a new automated cloud flow triggered by the submission of your Power Apps form or Microsoft Form.

Configure the Inventory Deduction

Add a flow action to 'Get item' from your SharePoint list based on the date selected. Then, use the 'Update item' action to subtract one from the 'Tickets Available' column.

Filter Fully Booked Dates

In your Power Apps form, set the 'Items' property of your date dropdown to filter out any SharePoint list items where 'Tickets Available' is equal to zero. This ensures fully booked dates automatically disappear.

Build a Custom Inventory Solution using Power Automate and SharePoint Lists

Need Help with Advanced Flow Expressions?: Building complex Power Automate flows can be challenging. It is highly recommended to post your specific workflow configuration in the official Microsoft Power Automate Community for expert troubleshooting.

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Frequently Asked Questions

Can Microsoft Forms automatically limit the number of responses for a specific choice?

No, Microsoft Forms does not have a built-in feature to set limits on individual multiple-choice options, such as event dates. Managing option-specific limits requires an external workflow using Power Automate.

How do I hide an option in Microsoft Forms when it is fully booked?

Standard Microsoft Forms cannot dynamically hide options based on remaining inventory. To achieve this, you need to transition your form to Microsoft Power Apps, which can read the current available tickets from a SharePoint list and hide fully booked dates automatically.

Is there a simpler way to manage event registrations without using Power Automate?

If you only have a few event dates, you can manually monitor the responses in Microsoft Forms and manually edit the form to delete a date option once it reaches four registrations. However, for an event with over 70 dates, manual tracking is impractical, and using Power Automate is highly recommended.

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