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# Close a Formstack form after a set number of entries

> Cap a Formstack event or promo form at a set number of submissions, with your own closed message, across many forms at once. Hosted.

Source: https://cotlet.dev/integrations/formstack-api-mcp-server/close-form-after-limit

An event form should stop taking entries at 150, or you end up with 170 sign-ups for 150 seats. Formstack can close a form by itself, but you set it in each form's settings, one form at a time.

Cotlet does it in your own Formstack account with list\_forms, get\_form and set\_form\_availability, called by your AI agent, an n8n workflow or a script.

[Sign up free](https://cotlet.dev/app/signup?app=formstack) [All Formstack tools](https://cotlet.dev/integrations/formstack-api-mcp-server.md)

Hosted · nothing to install or maintain

## Can Formstack do this on its own?

Formstack closes a form on a date or after a number of submissions by itself, set in the form's General Settings (checked 22 Oct 2026). The gap is doing it on many forms from one instruction. The Forms API updates form properties, but the reference we read does not list these settings, and it needs the add-on, a token and your own code.

## How you do it in Formstack today

1. An admin opens the form, goes to Settings > General Settings and sets Form Status to Conditional.
2. Under Disable Settings the admin picks a date and time, or a number of submissions, after which the form closes. Formstack also offers closing when inventory sells out.
3. The admin turns on Disable Message and writes what visitors see, because the default is "This form has been deactivated and is closed to any further submissions."
4. The admin checks Time Zone for Submissions and saves.
5. The setting is per form, so ten event forms mean ten visits to the same page.

## How to close a Formstack form after a set number of entries

Prompt

```
Close every form in the Events folder after 150 submissions, with the message "Registration is full." Tell me which ones already have more.
```

1. 01  
### Pick the forms  
list\_forms returns the forms of the folder with their submission counts, and the agent follows next\_cursor to the end. Forms in the Archived Forms folder are skipped, because they are closed already.
2. 02  
### Read the current state  
get\_form shows each form's availability. A form that already closes on a date is listed for you instead of being overwritten, and a form already over the limit is reported to you.
3. 03  
### Choose how it closes  
The agent uses after\_submissions for a cap. The now mode moves the form to the Archived Forms folder, out of the folder a user with limited access can see, so the agent uses it only when you ask for it by name.
4. 04  
### Set the limit and message  
set\_form\_availability sets the number and the message visitors see. It decides when your public form stops taking entries, so each call waits for your OK by default.
5. 05  
### Report how to reopen  
The agent lists the forms changed with their limit. To reopen an expired form it sets availability back to never; an archived form is restored from the Archived Forms folder in Formstack.

### What you get back

Example data

```
Forms in Events: 8
Close after 150 submissions: 6
Already closed on a date: 1 (Spring gala)
Already over 150: 1 (Open day, 171 submissions)
Message: "Registration is full."
```

### Other ways to ask

- Close the Summer camp form on 31 July at 23:59 with the message "Registration has ended."
- Reopen every expired form in the Events folder and set the limit to 300.
- List forms that will close within 10 submissions, and change nothing.

## What Formstack allows, and what to know first

- A form that closes by date or submission count stays in its folder with a red badge next to its name, while Now moves it to the Archived Forms folder and out of the folder.
- Formstack counts archived and expired forms toward the form allowance of your plan.
- Save and Resume does not work while a form is disabled, so people with a saved entry lose it when the form closes.
- The default closed message can be replaced with your own text through the Disable Message option.

set\_form\_availability asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: [Formstack Help: Form Activation](https://help.formstack.com/hc/en-us/articles/44592344637203-Form-Activation) · [Formstack Help: How do I deactivate a form and what happens to the form once it is deactivated](https://help.formstack.com/hc/en-us/articles/44592285848979-How-do-I-deactivate-a-form-and-what-happens-to-the-form-once-its-deactivate) · [Formstack Help: Account Limits for Formstack Forms](https://help.formstack.com/hc/en-us/articles/44592266813459-Account-Limits-for-Formstack-Forms)

## Call set\_form\_availability from a script

curl

```
curl -X PUT https://cotlet.dev/api/v1/formstack/forms/5128834/availability \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"disable":"after_submissions","after_submissions":150,"message":"Registration is full."}'
```

Example response

```
{
"form_id": "5128834",
"disable": "after_submissions",
"after_submissions": 150,
"message": "Registration is full.",
"folder": "Events"
}
```

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is formstack\_write → set\_form\_availability. Example data.

[Schedule it in n8n, Make, Zapier or cron](https://cotlet.dev/integrations/formstack-api-mcp-server.md#automations)

## Formstack tools this automation uses

__Cotlet Formstack tools used to close a Formstack form after a set number of entries__
| Tool | Parameters |
| ----------------------- | -------------------------------------------------------- |
| list\_forms | query, folder\_id, cursor |
| get\_form | form\_id |
| set\_form\_availability | form\_id, disable, on\_date, after\_submissions, message |

[All 12 Formstack tools with descriptions](https://cotlet.dev/integrations/formstack-api-mcp-server.md#tools)

## Frequently asked questions

### Is it safe to connect Formstack to Cotlet?

Yes. You sign in to Formstack yourself, in your own Cloud Browser in the EU, and we never save your password. Your agents only get Formstack once you enable it, every background request is listed, and the browser profile is stored encrypted with AES-256-GCM, the cipher 1Password uses for its vaults. The AI model never sees a login, posts and messages wait for your OK, and Disable for agents cuts access in one click. Independent scanners grade cotlet.dev A+ on Qualys SSL Labs, securityheaders.com and Mozilla Observatory; live results are on https://cotlet.dev/security.

## More Formstack automations

- [Change Formstack notification email recipients](https://cotlet.dev/integrations/formstack-api-mcp-server/change-notification-recipients.md)
- [Fix typos in Formstack submissions](https://cotlet.dev/integrations/formstack-api-mcp-server/correct-submission-data.md)
- [Formstack API and MCP server: every tool](https://cotlet.dev/integrations/formstack-api-mcp-server.md)
- [All use cases](https://cotlet.dev/use-cases.md)

## Give your agent access to Formstack.

Free 7-day trial with 2,000 credits, no card needed. Cotlet is independent and not affiliated with Formstack.

[Sign up free](https://cotlet.dev/app/signup?app=formstack)

---

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## For AI agents: sign your user up

Is your user asking you to sign them up for Cotlet? You can do it for them, no account or key needed.

1. Read the fields and their allowed values: GET https://cotlet.dev/api/v1/access-requests
2. Ask the user for each value: email, apps, what you will do with them. If they leave the password to you, generate a strong one and show it to them.
3. Show the user what you will send, then POST it as JSON to https://cotlet.dev/api/v1/access-requests.

One call creates the account and sends the access request; we email the user when access is granted.