How can I limit #regsitrations in a form

Question

Hi, I want to use forms so persons can registrate for a school trip. Only 200 people can registrate.

Answer 1

Dear @Mattemaker J.C. (Lisa), 

Good day! Welcome to Microsoft Q&A forum! 

Based on your description, I understand that want to use Microsoft Forms to allow people to register for a school trip, but you need to limit the total number of registrations to 200.

Regarding this matter, currently, Microsoft Forms doesn’t currently offer a built-in feature to automatically limit the number of responses.

However, there are a couple of practical options you can take to manage registrations effectively:

• Set an Expiry Date and Time
  • Open your Microsoft Form
  • Click “…” (More options) in the top-right corner
  • Select Settings
  • Under End date, choose a specific date and time to automatically stop accepting responses
  • (This is time-based, not count-based.)
• Restrict Responses to One per User
  • Go to Settings
  • Turn on “Only people in my organization can respond.”
  • Also enable “One response per person.”
  • (This limits each participant to one submission, but doesn’t limit the total number of submissions.)
• Manually close the form when a desired limit is reached
  • You could monitor your form’s response count manually
  • Once your desired number of responses is reached, go to the form and turn off “Accept responses.”
• Automate with Power Automate
  • If you’d prefer a hands-off approach, you can create a Power Automate flow that:
    • Tracks the number of submissions
    • Then, it will sends you an alert when the count reaches 200
    • (Kindly let me know if you are comfortable using Power Automate so that I could help you with it)

If limiting responses automatically is important for your scenario, please share your suggestion through the Feedback Portal. Your input helps shape future improvements.

Also, you could add your vote to this feedback that is similar to your request: Ability for Forms "limit number of responses"

Note: As Microsoft Community moderators, please note that we are not involved in product design decisions and do not have direct access to the development roadmap, we want to assure you that your feedback has been acknowledged and is valued.  

Kindly let me know when there are updates or if you need further assistance. Any updates you’re able to share would be really helpful. I appreciate your time and look forward to hearing how things are going! 

Thank you for your time and patience.

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Answer 2

To limit registrations in a Microsoft Form, you can set a maximum number of responses that the form can accept. However, Microsoft Forms does not have a built-in feature to automatically stop accepting responses once a certain number is reached (like 200 in your case). Instead, you would need to manually monitor the responses and close the form once the limit is reached.

Here’s how you can manage it:

1. Create your form as usual and share it with the participants.
2. Monitor the responses regularly. You can check the number of responses in the Microsoft Forms dashboard.
3. Once you reach 200 responses, go to the form settings and turn off the option to accept responses. This will effectively limit further registrations.

Alternatively, you could use a different tool that allows for automatic response limits if this is a frequent requirement for you.