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Availability Rule Management

Availability rules control when your experiences are available for bookings. Set operational hours, capacity limits and exceptions to manage your booking schedule and prevent overbooking. For example, create a rule that limits a tour to 10 guests on...

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated over 2 months ago

Availability rules control when your experiences are available for bookings. Set operational hours, capacity limits and exceptions to manage your booking schedule and prevent overbooking. For example, create a rule that limits a tour to 10 guests on weekends during peak season.

Accessing this feature

Go to [Settings > Booking Management > Availability Rules - REQUIRES_DEVELOPER_INPUT]

How to use it

Creating a New Availability Rule

  1. Go to Availability Rules dashboard, click the Create button.

  2. Name Your Rule: Provide a clear, descriptive name for the rule (e.g., "Standard Weekday Operations", "Summer Peak Season", "Public Holiday Closure").

  3. Define Rule Type: Select the type of rule you wish to create:

  • Standard Rule: Applies consistently over a defined period.

  • Capacity Rule: Sets a maximum booking limit for specific times.

  • Closure Rule: Blocks out specific dates or times entirely.

  1. Set Date Range: Specify the start and end dates for when this rule will be active. For ongoing rules, select an open-ended end date if available.

  2. Select Days of the Week: Choose the specific days (e.g., Monday to Friday, Weekends) to which the rule applies.

  3. Define Time Slots: Set the start and end times for the rule's application each day. You can add multiple time slots within a single rule, such as "9:00 AM - 12:00 PM" and "1:00 PM - 5:00 PM".

  4. Set Capacity (if applicable): If creating a Capacity Rule, enter the maximum number of bookings or participants allowed within the defined time slots.

  5. Assign to Experiences: Select the specific experiences, tours, or services that this rule will govern. A single rule can apply to multiple offerings.

  6. Review and Save: Carefully review all settings to ensure accuracy, then click Save.

Creating Exceptions to Existing Rules

Exceptions allow you to override general availability rules for specific dates or times, such as public holidays, special events, or maintenance periods.

  1. Access Rule Exceptions: From the Availability Rules dashboard, locate the rule you wish to create an exception for, or click the Create button.

  2. Define Exception Dates: Specify the exact date(s) or date range for the exception.

  3. Define Exception Times: Set the specific time slots for which the exception applies.

  4. Specify Exception Behaviour: Choose how the exception modifies the existing rule:

  • Override Capacity: Set a new, temporary capacity limit.

  • Block Out: Make the service unavailable during the exception period.

  • Open Up: Make the service available when it would normally be closed.

  1. Assign to Experiences: Confirm which experiences or services the exception applies to.

  2. Review and Save: Verify all details and click Save. Exceptions take precedence over standard rules.

Editing and Deleting Rules/Exceptions

  1. Locate Item: On the Availability Rules dashboard, find the rule or exception you wish to modify or remove.

  2. Edit: Click the Edit icon (typically a pencil) next to the item. Make the necessary changes and click Save.

  3. Delete: Click the Delete icon (typically a rubbish bin) next to the item. Confirm the deletion when prompted.

Deleting a rule or exception will immediately affect your live availability.

Tips

  • Plan Ahead: Establish your core availability rules well in advance, accounting for annual operational calendars, peak seasons, and anticipated closures.

  • Use Descriptive Naming: Name your rules clearly (e.g., "Winter Tours - Mon-Fri", "Christmas Day Closure") to improve clarity and ease of management.

  • Use Exceptions Sparingly: Use exceptions for one-off events, maintenance, or unexpected changes. Avoid creating numerous, complex exceptions where a new standard rule might be more appropriate.

  • Regularly Review and Audit: Periodically review all active availability rules and exceptions (e.g., quarterly or before a new season) to ensure they remain accurate and align with your current operational strategy.

  • Test Changes: After creating or modifying significant rules, verify the impact on your live booking calendar to confirm that availability is displaying as intended.

  • Communicate Internally: Ensure all relevant staff members are aware of current availability rules and any upcoming changes or exceptions.

  • Consider Lead Times: Factor in any necessary preparation or buffer times when defining your available slots and capacities.

Need help?

For further assistance, contact us at [email protected].

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