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We use Notes for apps, Outlook for mail. About half of our plant doesn't use Notes at all. Even when everyone was on Notes, the idea of mucking about in the Notes mail file didn't feel right. Soooo....
We have an event/meeting/training system that does what you describe. The owners of the app create an entry that lists the name of the event/thing, date/time it starts, date/time it ends, any restrictions on the number of attendees (hard cap, soft cap, no cap), and a start/stop date to dislay the event for signup.
User's basically hit the app (as anonymous), puts their name into one of the records, and that record goes 'unavailable' once any hard cap is reached. The app is web based and the form includes some JS that allows the user to add the event to their calendar (we use Outlook, YMMV with Notes).
Depending on how often you need this kind of functionality, it may be worth a day to build something like this to reuse.
I'm sure there are better ways to handle this but it works for our environment.
Feedback response number WEBB9AEMDQ created by ~Martha Lopjipyskioden on 08/09/2013
Custom app?
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. . Custom app? (~Martha Lopjipy... 9.Aug.13) 
