⏱ Estimated time: 3–5 minutes
👤 Role: Admin / Management / Operations

What you'll learn

• How to set maximum guest capacities for your facility

• How to configure time-specific capacity bands

• How to manage online vs offline booking limits

When should I use this?

This guide should be used when you need to define the total volume of guests allowed in your property at any one time. It is essential for managing health and safety limits, preventing overcrowding, and controlling the flow of guests arriving for packages.

• Key Logic: Capacity limits ensure that your facility remains comfortable for guests and that your operations team can manage the volume of arrivals and departures effectively.

Before you start

Before setting up your capacity, confirm:

• The total physical capacity of your facility as agreed by health and safety or management.

• Your arrival "sessions" (e.g. Morning, Afternoon, Full Day) to ensure your time bands align with your guest packages.

• Whether you wish to hold back any capacity for telephone bookings rather than making it all available online.

Step-by-step: Managing Capacity Limits

1. Open the Administration panel

Click Settings in the navigation menu to open the Administration area.

2. Navigate to Capacity

Under the Resources section, select Capacity from the available administration options.

3. Select or Create Capacity

• Updating Future Dates: If you want to update capacity to start from a future date (e.g. for a seasonal change), click + Add New.

• Existing Capacity: Otherwise, select your site's existing capacity limit from the list to amend it.

4. Configure Capacity Bands

If you are starting from a new setup, click + Add Capacity Band to create the required time slots for your system.

• Definition: Capacity Bands are the time frames for sessions in your facility.

• Best Practice: It is standard to set up three bands to cover the day (e.g. 09:00–12:00, 12:00–17:00, and 17:00–21:00).

Note: The Start Time of the band will act as the guest arrival time for any automated Package bookings.

5. Set Booking Limits

Once your bands are created, you can define the limits for each specific time slot:

• Max Booking Limit: The total number of guests allowed in the facility during this band.

• Max Online Booking Limit: The maximum number of those slots available to be booked via your website.

6. Manage Online Availability

If you wish to keep specific slots available for telephone or walk-in guests only, reduce the Online Booking Limit as required. For example, if your total limit is 20, you may wish to set the online limit to 15.

7. Commit Changes

Click Save to commit your capacity settings. The system will now use these limits to restrict both internal and online bookings immediately.

Best practice

• Staggered Arrivals: Align your band start times with your reception staffing levels to ensure you can process arrivals smoothly.

• Seasonal Adjustments: Use the + Add New feature to pre-schedule capacity increases for peak seasons (e.g. school holidays) or decreases during maintenance periods.

• Regular Audits: Compare your actual guest flow against your set limits monthly to see if any bands need to be adjusted to improve guest experience.