controls availability and group sizes for your bookable experiences. Accurately define maximum capacities and group sizes to prevent overbooking and optimise resource allocation, ensuring a consistent guest experience.
Accessing this feature
Log in to your Tourism Accelerator Launchpad.
Go to Products.
Select the specific product you wish to configure from your product list.
Within the product editor, locate and click the Capacity & Group Settings tab.
How to use it
Effectively managing your experience capacity involves a series of steps to define, adjust, and synchronise availability across your offerings.
Define Overall Maximum Capacity
Upon accessing the Capacity & Group Settings, specify the maximum number of participants or bookings allowed for your experience within a given timeframe (e.g., per session, per day). This is your fundamental capacity limit.
For experiences with multiple variants (e.g., adult, child tickets), you may need to define capacity per variant or aggregate total capacity across all variants.
Set Minimum and Maximum Group Sizes
Determine the smallest and largest number of participants permitted within a single booking. This is crucial for managing operational efficiency and ensuring a viable group size for your experience.
For example, a tour might require a minimum of 2 participants to run and accommodate a maximum of 10 participants per booking.
Configure Availability Windows
Establish the dates and times your experience is available for booking.
You can set up recurring availability (e.g., daily, specific days of the week) or define specific date ranges.
Use the calendar interface to select available days and define operational hours for each.
Apply Capacity to Specific Variants or Resources
If your experience has multiple options (e.g., different tour types, vehicle sizes), apply distinct capacity rules to each variant or linked resource. This ensures accurate availability for each specific offering.
For instance, a "Standard Tour" might have a capacity of 15, while a "Premium Tour" has a capacity of 8, even if they run concurrently.
Manage Date-Specific Overrides
Use the override function to adjust capacity for particular dates or time slots that deviate from your standard settings. This is ideal for special events, maintenance days, or periods of anticipated higher or lower demand.
Select the specific date on the calendar and modify the maximum capacity, minimum/maximum group sizes, or mark the date as unavailable.
Block Out Dates or Time Slots
If an experience is unavailable due to holidays, private events, or maintenance, use the blocking feature to prevent bookings for those specific periods. This ensures guests only see available options.
Synchronise Capacity
For experiences that share resources or have interdependent availability, ensure their capacities are synchronised. This prevents double bookings and maintains consistent availability across related offerings.
Review linked experiences in the system to verify their capacity settings align.
Save and Publish Changes
After configuring all capacity and group size settings, always Save your changes. Many systems require you to explicitly "Publish" or "Update" the experience for the new settings to become live and impact your booking availability.
Tips
Regularly review your capacity and group size settings to ensure they align with current operational capabilities, demand, and business objectives. Adjustments may be necessary due to staffing changes, equipment updates, or market shifts.
Always factor in your real-world operational limits, such as staff availability, equipment capacity, and physical space, when setting maximum capacities. Overcommitting can lead to service quality issues.
Analyse booking data and historical trends to inform your capacity planning. Identify peak seasons, popular time slots, and periods of low demand to optimise your settings accordingly.
Use minimum group sizes to ensure profitability for tours or experiences that require a certain number of participants. Use maximum group sizes to maintain a high-quality, intimate experience.
Consider holding a small percentage of capacity in reserve, especially for high-demand experiences, to accommodate last-minute changes or unexpected operational needs.
After making significant changes to your capacity settings, conduct internal tests to verify that the new rules are functioning as intended on your booking portal.
Ensure all relevant team members (operations, customer service, sales) are aware of the current capacity settings and any upcoming changes or overrides.
Need help?
For further assistance, contact us at [email protected]