How to Set Group Limits and Capacity on Contact Forms

Overview

When organizing events, workshops, training sessions, or limited-seat initiatives, you can set a capacity limit directly on your contact sign-up forms.

In Actimo, group limits are enforced through the Contact module's submission actions. When a contact form is set to add submissions to a designated group, administrators can set a maximum member threshold. Once that limit is reached, registration closes automatically, preventing overbooking without requiring manual waitlist monitoring.

How Group Limits Work

• Form-level enforcement: The limit is configured within the Contact module on a specific message. When someone submits the form, Actimo checks whether the selected group has reached capacity.
• Live member counting: Existing members of the group automatically count toward the cap.
• Duplicate prevention: Contacts who are already in the target group cannot submit duplicate registrations.
• Automatic closing: As soon as the capacity threshold is reached, the submission button automatically disables.
• Dynamic spot reopening: If an administrator removes a member from the target group in the admin panel, a spot opens up immediately on the form.

Step-by-Step Guide: Setting a Group Limit

1. Ensure Your Target Group Exists

Before setting a limit on a form, make sure you have created the group you want participants added to:

1. Go to Contacts & Groups > Groups.
2. Click Create group (or select an existing group).

2. Add or Open the Contact Module

1. Navigate to Messages and open the message where you want your sign-up form, or click Create message.
2. Add a Contact module to your message canvas.
3. Configure the contact fields you wish to collect (such as Name, Email, or Department).

3. Configure the Submit Action and Capacity Limit

1. Scroll down to the submit button configuration within the Contact module settings.
2. Under actions, set or verify that the action is set to Add to group.
3. Select your target group from the dropdown list.
4. In the Group limit field, enter the maximum number of members allowed for the group (entering 0 leaves the group unlimited).

4. Set Post-Submission Actions

Choose what contacts see after submitting:

• Display a confirmation message or "Thank you" state.
• Redirect to another page or message.
• Send an automated follow-up or confirmation message.

5. Publish the Message

Once your form fields, group target, and limits are configured, publish the message to your target audience via push notification, SMS, or feed.

Contact Experience

• When spots are available: Contacts can fill out their details and tap the submit button. If spot visibility is enabled, they can see how many places remain.
• When full: The submit button is disabled, and an informative note displays letting the user know that the group has reached full capacity.
• Simultaneous submissions: If two users attempt to submit at the exact same moment for the final spot, the backend validates capacity in real time and admits only up to the specified limit.

Tags: contact form, group limit, capacity limit, groups, events, contact module, signup