Using Qualtrics to sign up for site location with limited spots

Question

I have a faculty member I am working with who wants to use Qualtrics to sign up for site locations that only accept a certain number of applicants. We set up the sites to disappear when the quota for that particular site is reached. This has worked fine for testing until we came to a road block. They want to present the survey to 30+ students at the same time to make it as fair as possible for them to sign up since these sites are on a first-come, first-serve basis. When we did a trial run, we realized that when students are signing up for the same location while in the survey around the same time, Qualtrics will let the survey go through even though the choice is over quota. After some reading, I understand now that quotas don’t increment until a user submits their response. With that being said, is there any way for an email to be automaticaly sent to the student if they did go over quota to have them retake the survey or present an error of some sort? And if not, is there any other feature in Qualtrics that would allow us to make this work?

hswilliams · Answer

So, after stepping away and coming back, I think I figured out what I need to do. I forgot to have a custom end of survey message for each quota at the end where it would notify the user that their selection has been taken. This does not solve when the submissions are done almost simultaneously however when I tested it.I will have to look into retake links which I have not used beforeto see if that can be included in the message. So I may have solved my own problem haha

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