TicketingHub Assets: Manage Rooms, Guides & Equipment Across Products
Assets enable operators to attach finite resources—rooms, guides and equipment—to one or more TicketingHub products. The system tracks capacity in real time and automatically prevents bookings that would exceed the limits.
To enable Assets, go to Settings → Features and enable Assets. Then open Assets from the sidebar. For step-by-step setup and availability instructions, see how to manage asset availability.
How Assets Work
- Activate the Assets feature on your account
- Create an asset with a name, limit, type and allocation settings
- Assign it to one or more products
- TicketingHub enforces capacity automatically during booking
- Combine multiple assets based on group size or product rules
Asset Settings Explained
Private
Enable Private when the whole asset must be allocated to one booking, even if its limit has not been reached. Leave it disabled when separate bookings may share the asset up to its limit. This setting controls allocation; it does not control whether customers can see the asset.
Shared Between Events
| Setting | Meaning |
|---|---|
| Enabled | Overlapping events may share the asset while capacity remains |
| Disabled | Once the asset is allocated to an event, another overlapping event cannot use it |
Enable Shared Between Events for resources whose capacity can be divided between simultaneous departures. Leave it disabled when the resource can serve only one event at a time.
Capacity
The maximum number of units available for the asset. TicketingHub blocks bookings that would exceed this number.
Common mistake: Setting a limit of
1means that only one unit of the asset is available. Make sure the limit represents how the asset should be allocated to your bookings.
Combining Assets Using Category
Configure rules so that a second asset is automatically added to bookings when group-size thresholds are met. For example, a game box holds 6 players; groups of 7–12 require two boxes.
When a booking is made, TicketingHub checks option-level assets first, then falls back to product-level assets.
Changing Assets on Live Products
Changing an asset, its limit or its product assignments can leave future bookings without a complete allocation. After making a change, filter Orders by Incomplete Assets Allocation and review the affected bookings.
Review future bookings before making significant changes to asset assignments or capacity.
Asset Unavailability
Schedule periods when an asset is unavailable—such as for maintenance, cleaning or time off-site. During blocked periods, assigned products are shown as unavailable.
Use Cases
Venue and Room Management: Escape rooms, immersive experiences and activity centres use Assets to manage individual rooms. TicketingHub routes bookings and handles multi-room allocation for larger groups.
Timed-Slot Experiences: Santa’s grottos and laser tag arenas use Assets to control simultaneous group capacity within time windows.
Single-Guide Operations: Create yourself as an asset shared across products. Once booked on one product, you are marked as unavailable on others for that time slot—no manual blocking required.
Equipment and Hire Inventory: Kayaks, bikes, wetsuits and paddleboards are tracked across products and dates, preventing overbooking.
Known Limitations
Back-Office Capacity Override: Manual overrides are not supported. Temporarily increase capacity, complete the booking, then restore the original limits.
Ticket-Level Assignment: Assets are assigned to products or individual time slots, not to ticket types.
Asset Allocation Algorithm: TicketingHub assigns the first available asset, not necessarily the most efficient one. A group of 5 might get two small assets instead of one larger one.
Frequently Asked Questions
Do I need to activate Assets before use? Yes. Go to Settings → Features and enable Assets. Then open Assets from the sidebar.
Can one asset be assigned to multiple products? Yes. A single asset can be assigned to multiple products. Use Shared Between Events when overlapping events may use its remaining capacity.
What happens when an asset reaches full capacity? TicketingHub automatically blocks new bookings for assigned products until capacity is freed by cancellation or the event has taken place.
Can I use multiple assets on a single product? Yes, with combination rules determining allocation based on booking size or criteria.
What’s the difference between Shared and Not Shared? When Shared Between Events is enabled, overlapping events may use the same asset while capacity remains. When it is disabled, the asset can be allocated to only one overlapping event.
Can I manually override capacity for a specific booking? Not directly. Temporarily increase capacity, complete the booking, then restore the original limit.
What happens if I change an asset on a live product? Review future bookings after the change and use the Incomplete Assets Allocation filter to find bookings that need attention.
Contact support via the dashboard chat widget for help mapping resources and configuring the right setup for your products.