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TicketingHub Help

How to set availability and capacities

Managing your availability and capacities doesn’t have to feel like rocket science. With TicketingHub, you have all the tools you need to create schedules, handle seasonal changes and adjust capacities like a pro.

Whether you’re planning for a busy summer season or simply need to close for the holidays, this guide has you covered. Let’s make managing your schedules much easier!

Steps to set availability and capacities

1. Access the product availability page

  1. Go to your Dashboard and select the product you want to set up.
  2. Click Availability.
  3. Choose between two options:
    • Seasons: to create recurring schedules.
    • Exceptions: to override Seasons for specific dates or events, such as closures, changes to operating times, or reduced or increased capacities.

2. Create a new season

  1. Click New Season.
  2. Enter the details:
    • Name the Season, for example, “Regular Schedule”.
    • Start date.
    • Optional: End date, or leave it open-ended.
  3. Add time slots and capacities:
    • Example: add 10 am and 2 pm slots, each for 10 people.
  4. Customise the schedule:
    • Edit times or capacities.
    • Remove unwanted days or times, such as Mondays or all early mornings.
    • Click a specific capacity to modify or remove it, such as Tuesday mornings.
  5. Save the changes.

3. Clone an existing season

  1. Find the Season you want to duplicate and click the three-dot (meatballs) menu.
  2. Click Duplicate.
  3. Fill in the Season name, start date and optional end date.
  4. Times and capacities will be duplicated, so make any necessary adjustments:
    • Modify days, times and capacities as needed.
  5. Save the changes.

4. Create an exception

  1. Go to your product’s availability page and click New Exception.
  2. Enter the details:
    • Name the exception, for example, “Maintenance Closure”.
    • Select the date, for example, 27 January.
  3. Optional steps:
    • Tick Repeat for more days if you want it to continue for multiple days.
    • Tick Clone times currently active to copy all active times from different Seasons, or leave it blank to start from scratch.
  4. Adjust as needed:
    • To close completely, leave the schedule blank.
    • To adjust times, add new slots or update capacities, for example, start at 11 am instead of 9 am, or increase capacities from 10 to 20.

5. Review and modify availability

  1. On your Dashboard, click Availability.
  2. Use the controls above the calendar to narrow the results: select a date range, or switch on Show booked only to see only events with bookings. The calendar updates immediately. Open Filter by to select one or more Products or Guides when guides are enabled for your account, then click Search to apply the filters. A red dot on the button shows when they are active. The filters become part of the page address, so you can bookmark or share a filtered view. View more at the bottom loads the following period with the same filters.
  3. Review your setup:
    • Check your regular Seasons.
    • Confirm any Exceptions or one-off changes.

Why does a date show an exclamation mark?

An exclamation mark beside a product on a date in the sidebar Availability calendar means that an Exception is active for that date. It is an information marker, not an error. The Exception overrides the normal Season schedule and may use different times or capacities. Hover over the exclamation mark to see the Exception’s name.

To review or change it, open the product, go to Availability → Exceptions and select the Exception covering that date. If the Exception is intentional, no action is needed. If it is not, edit or delete it after checking that the normal Season has the schedule you want.

6. Make quick adjustments

  1. Find the specific time slot you want to edit and click it to open its window. The window always offers the event’s Manifest.
  2. Make your updates:
    • Modify the capacity or timing, or assign a guide. The time cannot be changed once the event has bookings.
    • Save the changes; the calendar updates in place.
  3. Remove event removes a time slot that has no bookings yet, after you confirm.
  4. To close an entire day for several products, click the bin icon next to the date.

Events that have already taken place open in a read-only window that still shows which guide was assigned.

And just like that, you’re now a scheduling wizard! With Seasons, Exceptions and quick edits, you’re ready to keep everything running smoothly. If you encounter a problem or need additional help, our support team is just a message away.