Setting Maximum Capacity
Capacity limits ensure you never oversell and can deliver a quality experience to every guest. Setting appropriate maximums protects your reputation and operations.
Why capacity matters
Setting maximum capacity:
Prevents overbooking — never have more guests than you can handle
Maintains quality — intimate experiences stay intimate
Ensures safety — stay within equipment and venue limits
Manages resources — plan staffing and supplies accurately
Types of capacity
Per departure/session
For tours and experiences:
Maximum guests per tour
Maximum participants per class
Maximum seats on a vehicle
Per day
For attractions and venues:
Total daily visitors
Time-slot capacity
Event attendance limits
Per booking
For accommodation:
Maximum guests per room
Maximum occupancy per property
Extra guest allowances
How to set capacity
For products
Go to Products from the main menu
Click on the product you want to configure
Click Edit to enter edit mode
Find the Maximum Capacity or Max Guests field
Enter your capacity limit
Click Save
For rates
Some rates have their own capacity:
Edit your product
Navigate to rates
Set Maximum Quantity for specific rates
This limits how many of that rate type can be booked
Determining your capacity
Vehicle/vessel capacity
Based on your transport:
Coach seats: typically 20-50
Small boat: 10-20 passengers
4WD: 6-10 passengers
Helicopter: 4-6 passengers
Venue capacity
Based on your space:
Restaurant covers
Function room capacity
Outdoor area limits
Fire safety regulations
Staff ratios
Based on safe or quality delivery:
Guide-to-guest ratios (e.g., 1:10)
Instructor-to-student limits
Safety requirements
Equipment availability
Based on what you have:
Kayaks, bikes, snorkel gear
Cooking stations, pottery wheels
Tasting glasses, place settings
Experience quality
Based on what works best:
Small groups: 6-12 for intimate experiences
Medium groups: 15-25 for standard tours
Large groups: 30+ for attractions and shows
Capacity by product type
Tours
Consider:
Vehicle size
Guide effectiveness
Site access limits
Activity requirements
Typical ranges:
Walking tours: 15-20 people
Bus tours: 30-50 people
Adventure tours: 8-12 people
Private tours: 2-6 people
Accommodation
Consider:
Bedroom count
Bathroom facilities
Living space
Local regulations
Set:
Per-room maximum
Property maximum
Extra guest limits
Experiences
Consider:
Equipment stations
Instructor attention
Space requirements
Material costs
Typical ranges:
Cooking classes: 8-16 people
Art workshops: 6-12 people
Tasting experiences: 10-20 people
Attractions
Consider:
Entry capacity
Queue management
Staff numbers
Safety limits
May need:
Hourly capacity
Daily limits
Session maximums
Managing capacity
Real-time tracking
Launchpad tracks bookings against capacity:
See available spots at a glance
Get alerts when capacity is low
Automatically close when full
Multiple sessions
If demand exceeds capacity:
Add more departures
Create additional sessions
Offer waitlist options
Seasonal adjustments
Capacity might vary by season:
Summer: higher demand, more sessions
Winter: lower capacity, quality focus
Events: special capacity limits
Displaying capacity to customers
Help customers understand availability:
"Small groups only — maximum 12 guests"
"Limited to 8 participants for personalised attention"
"Intimate experience for up to 6 people"
Show booking status:
"5 spots remaining"
"Almost full"
"Join waitlist"
Overbooking prevention
Launchpad helps prevent overbooking:
Automatic cutoff when capacity reached
Real-time sync across booking channels
Warning alerts for manual bookings
If you manage multiple channels, keep capacity consistent across all platforms.
Setting appropriate capacity protects your ability to deliver exceptional experiences every time.