The Short Answer
| Term | Definition | Example |
|---|---|---|
| Capacity | The maximum number of spots you can sell | "We have 2 helicopters with 6 seats each = 12 capacity" |
| Availability | The number of spots remaining after bookings | "We sold 5 seats, so availability is 7" |
Capacity
Capacity is the total number of spots that can be sold for a timeslot.
- Set when you configure your timeslot
- Remains unchanged unless you take specific actions (see below)
- Represents your maximum selling potential
- Customers do not see this number directly
Example:
Your sunset kayak tour has 10 kayaks. Your capacity is 10.
When Capacity Changes
Capacity is set at the time you configure your timeslot and remains unchanged unless you:
- Add or remove blackouts
- Add or remove resources from a resource pool
- Manually change capacity for a specific timeslot
Availability
Availability is the number of spots remaining after bookings and blackouts that customers can still book.
- Calculated automatically by the system
- Updates in real-time as bookings are made or cancelled
- This is what customers see when booking
- Formula: Availability = Capacity - Booked - Blackouts - Holds
Example:
Your kayak tour has 10 capacity. 3 people have booked and 1 person has a hold in their cart. Availability is 6.
What Reduces Availability
- Confirmed bookings
- Blackouts
- Holds (items in customer carts)
- Pending reservations
Frequently Asked Questions
Why would Capacity and Availability ever be the same?
When no one has booked yet! A fresh timeslot with zero bookings will show Capacity = Availability.
Can Availability ever be higher than Capacity?
No. Availability can never exceed Capacity. If you see this, contact support.
What happens if I change Capacity after people have booked?
Availability recalculates automatically. If you reduce capacity below the number already booked, you may end up oversold.
Where do I see Capacity vs Availability?
- Calendar View Modes: Toggle between Capacity and Availability views to see each
- Timeslot Details: Click any timeslot to see both numbers
- Availability Diagnostic: Run a full diagnostic report to see the calculation breakdown
What are "Holds"?
Holds are temporary reservations - typically when a customer has added tickets to their cart but hasn't completed checkout. Holds temporarily reduce availability but aren't confirmed bookings yet.
How do I increase Availability?
You can:
- Cancel existing bookings
- Increase Capacity (add resources or set a capacity override)
- Wait for holds to expire