Formaloo’s Reservation System helps you manage limited availability for options within your forms, preventing overbooking and ensuring fair allocation. Whether you're selling event tickets, scheduling appointments, or managing limited inventory, this feature keeps everything organized.
Why use availability limits?
Whether you’re managing event registrations, workshop bookings, classes, or product orders, keeping track of limited spots or stock is crucial.
With availability limits, you can:
Prevent overbooking seats in a workshop or class
Limit registrations for events, courses, or appointments
Control product stock in order forms (e.g., handmade items or limited collections)
Manage any scenario where an option can only be chosen a set number of times
Instead of juggling spreadsheets or external tools, you can now do it directly inside Formaloo – no coding or workarounds needed.
ℹ️️ How availability limits work
When you set an availability limit, it applies at the field level. That means every option in the field will share the same availability cap:
Example: If you set a limit of 30 on a dropdown field with three ticket types, each type can be selected up to 30 times by different respondents.
How to set up the Reservation / Availability limit in a form
💡 If you haven’t created your order or booking form just yet, check out our article on how to create your first form in seconds, or browse our Template gallery for hundreds of ready-made, fully customizable form templates.
Option 1: Using availability limit with single-choice fields
Availability limits can be applied to single-choice fields.
Example: A workshop registration form.
Add a single-choice field for picking a time slot with options like:
June 14 – Morning (10:00–12:00)
June 14 – Afternoon (14:00–16:00)
June 14 – Evening (18:00–20:00)
Enable availability limit and set the maximum number of participants per slot (e.g., 6):
ℹ️️ Each option will now be available only until its limit is reached. Once it’s fully booked or sold out, it will disappear from the list.
🎨 Try this out – grab our ready-to-use Workshop registration template with limited availability per slot
Option 2: Using availability limits with dropdown fields
You can also apply availability limits to dropdown fields the same way.
Example: A conference ticket booking form.
Add a dropdown field to choose the ticket type with options like:
General admission
Business pass
VIP pass with booth
Enable availability limit and set the maximum number of tickets for each category (e.g., 50):
ℹ️️ Each ticket type will now be available only until its limit is reached. Once fully sold out, it disappears from the dropdown.
🎨 See this setup in action – try our template for Event ticket booking with limited availability per ticket type
Option 3: Setting individual availability limits per product
Sometimes you need unique limits for each product or option (e.g., 5 sets of mugs, 7 jars, 3 custom pieces).
To do this, instead of adding a single field with multiple options with the same availability cap,
Add a separate dropdown field for each product
Add the product image and details in the field's description, and only leave one option in that field (e.g.,
Added to cart)Enable availability limit on each field individually (e.g., 5 for one product, 11 for the other, etc):
ℹ️️ For this setup, use dropdown fields instead of single-choice. Single-choice fields don’t allow unselecting, but dropdowns let customers clear their choice if they change their mind.
🎨 Grab a template for an Order form with limited availability per product to customize and see this setup in action!
Key takeaways
Availability limits help you manage limited seats, tickets, or product stock directly in your forms.
Limits apply at the field level (setting the same availability cap for each option) unless you create separate fields for each product or option.
Once an option reaches its limit, it will disappear automatically, ensuring no overselling or double booking.
💡 If you’re looking for other ways to limit options in a form or control the number of submissions, check out the features below