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Hey there! 

 

So we’re a medium org, who run small volunteering opportunities on a regular basis. After having several frustrations with ticketing platforms, we thought using Zapier Interfaces might be worth our while. I would really like input on how we could make this work. 

 

Populating events seems easy, as well as collecting signups, but a key concern is that we need to limit the number of signups for each event. My initial thought was to have a table for events and another for sign ups and basically count the number of signups for a particular event, and then have that event disappear if it reaches the maximum, i.e. a filter on the table that shows available events. However I have not found a clear answer to whether this would be possible as the linked columns in tables feature is only available in the premium functionality. 

I have thought also about using another source to populate the table, but this would use up zaps, which I’m keen not to do if it can be helped. I’m also not sure that even if I did this it would be able to cope with the refresh rate we need (we have several drives to get volunteers signed up, so you might have 30-40 signups within a 30 minute period - and only 7 tickets/event). 

 

I’d really appreciate your thoughts on how (or if) this can be achieved with Interfaces.

 

Extra context: There is no payment involved, there might be 10-20 events live at one time, it’s important that we can export/upload data quickly, we also complete the signup process for those who can’t complete it on their own (so it would be nice to only have to manually add a row once, not in two places), 

Hi @LearningOps,

 

Please tell us more to ensure we understand what you're trying to accomplish. What is your end goal with this Zap? Could you outline it step-by-step? If you can phrase it in the "When A happens in Service X, B should happen in Service Y" format, that will help us give you the best suggestion possible, so thank you in advance! We want to ensure we're on the same page so I can point you in the right direction!

Hi @LearningOps,

 

Please tell us more to ensure we understand what you're trying to accomplish. What is your end goal with this Zap? Could you outline it step-by-step? If you can phrase it in the "When A happens in Service X, B should happen in Service Y" format, that will help us give you the best suggestion possible, so thank you in advance! We want to ensure we're on the same page so I can point you in the right direction!

Hey Jammer! 

 

Thanks for your reply! Is there anything unclear in my description above? 

That’s a really interesting question. What I did in my environment was set up a process so that, every time a submission was sent, it would first check for a specific value in a column—let's say the value “Stop.” In my spreadsheet, I created an IF statement in row 40: if that row contains a value, it displays “Stop” in column C of the first row this was on Spreadsheet. Based on this, I set up a path in Zapier. If the “Stop” value wasn’t present, it would follow the regular path and add the user's row as usual. However, if it did contain “Stop,” it would trigger an alternative path, emailing me a notification to turn off the Zap. And no new records would be added to the spreadsheet.

 

 

That’s a really interesting question. What I did in my environment was set up a process so that, every time a submission was sent, it would first check for a specific value in a column—let's say the value “Stop.” In my spreadsheet, I created an IF statement in row 40: if that row contains a value, it displays “Stop” in column C of the first row this was on Spreadsheet. Based on this, I set up a path in Zapier. If the “Stop” value wasn’t present, it would follow the regular path and add the user's row as usual. However, if it did contain “Stop,” it would trigger an alternative path, emailing me a notification to turn off the Zap. And no new records would be added to the spreadsheet.

 

 

Thanks Tom! This is a creative solution! 

So I suppose if I had some formula on my google sheet that specified that say, it was the last signup available for that event, then when that was signed up for I’d get the alert to close out the event. 

 

I wonder if there’s a clever way of also using that to get the event to disappear from the event page? Or maybe… if I had that “last” signup populate some kind of code, and then set up a linked column in the event table that looked for that code in the signups and if found, filter it out from my display on my interface? 

Hi ​@LearningOps,

I just came across your post here and wanted to check in here to see how you’re getting on. Were you able to resolve your desired workflow here?

Please do let us know if you’re still in need of some help on this at all - happy to assist further! 🤗

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