TicketingHub Assets: Manage Any Finite Resource Across Your Products

Assets let you attach a real-world resource — a room, a guide, a piece of equipment — to one or more TicketingHub products. Once assigned, TicketingHub tracks capacity in real time and automatically prevents any booking that would exceed it.

Assets work across products and events simultaneously, making them the right tool any time the same resource needs to be shared, limited, or protected from overbooking.

Where to find it: Supplier Name → Settings → Advanced Features → Activate Assets Once activated you can see it in your main menu on the left.

⚠️ Assets must be activated on your account before use. Contact TicketingHub support via the chat widget to enable the feature.

How Assets work

1. Activate the Assets feature on your account
2. Create an asset — give it a name, capacity, category, and visibility settings
3. Assign it to one or more products — the asset is now linked to those products' booking flow
4. TicketingHub enforces capacity automatically — when a booking is made, the system checks remaining asset capacity in real time and blocks the booking if it would exceed the limit
5. Combine assets — configure multiple assets to trigger together based on group size or product rules

Asset settings explained

Private or Public

Use Private for experiences where each booking should have exclusive use of a resource — such as an escape room, a private guide, or a VIP suite. Use Public for shared resources such as a fleet of kayaks or seats on a bus.

Shared Between Events

Use Shared when the resource is genuinely finite across your whole schedule — a sole guide, a fixed number of kayaks, a single venue space. Use Not Shared when each event has its own dedicated allocation of the resource.

Capacity

The maximum number of units available for this asset. TicketingHub blocks any booking that would push usage past this number.

Example: A kayak fleet of 8 → set capacity to 8. No more than 8 kayak-places can be booked across all assigned products at the same time.

⚠️ Common mistake: Setting capacity to 1 will limit all bookings to 1 ticket at a time and show your product as sold out after a single ticket is purchased. Double-check this value during setup.

Combining Assets using Category

Assets can be used in combination to handle variable or tiered resource allocation. You can configure rules so that a second asset is automatically added to a booking when group size or other conditions are met.

Example: A single game box fits up to 6 players. For groups of 7–12, two game boxes are required. Configure two assets and set the combination rule — TicketingHub will allocate the correct number of boxes based on ticket quantity at checkout.

📌 How asset selection works: When a booking is made, TicketingHub checks whether your option has assets assigned first. If not, it falls back to the assets assigned at the product level. For the most precise control, assign assets directly to your options.

Changing assets on a live product

If you remove an asset from a product that already has future bookings, TicketingHub will automatically reallocate assets for all upcoming bookings. If any existing booking can no longer be fully allocated — for example, if capacity has reduced — you will receive an email notification listing the affected bookings.

You can also view bookings with incomplete asset allocation directly in your dashboard.

⚠️ Review your future bookings before making significant changes to asset assignments or capacity on live products.

Asset unavailability

You can schedule periods when an asset is unavailable — for example, maintenance windows, deep-cleaning between seasons, or days when equipment is off-site. During these periods, any products assigned to that asset will show as unavailable for the blocked time.

To set asset unavailability, go to your asset and add an unavailability period with optional notes.

Use cases

Venue and room management

Operators running escape rooms, immersive experiences, or activity centres use Assets to manage individual rooms or game boxes. Each room is an asset with its own capacity. TicketingHub routes bookings to the correct room and handles multi-box allocation automatically for larger groups.

Timed-slot experiences with multiple groups

Santa's grottos, laser tag arenas, and short-duration experiences use Assets to control how many groups run simultaneously in the same time window — for example, three groups every 15 minutes, each allocated its own space.

Single-guide operations

If you are a sole guide offering multiple products, create yourself as an asset shared across all of them. Once you are booked on one product for a time slot, TicketingHub marks you as unavailable and closes bookings on your other products for the same period — no manual blocking required.

Equipment and hire inventory

Operators with physical hire stock — kayaks, bikes, wetsuits, paddleboards — use Assets to track inventory across products and dates. The system prevents more bookings than you have equipment to service, even when the same stock is shared across multiple tour types.

Known limitations

Back-office capacity override

TicketingHub does not currently support manually overriding an asset's capacity for a specific booking from the back-office. If you need to make an exception, you will need to temporarily increase the asset capacity, complete the booking, and then restore the original limit.

Assets are assigned to products, not ticket types

Asset capacity applies at the product level. If you need different assets to apply to different ticket types within the same product (for example, single vs. tandem kayaks), this is not currently supported. Contact support to discuss how to structure your products in the meantime.

Asset allocation algorithm

When multiple assets of different sizes are available, TicketingHub assigns the first available asset — it does not automatically select the single most efficient asset for the group size. For example, a group of 5 may be allocated two small assets instead of one larger one. If precise allocation matters for your operation, contact support to discuss asset configuration options.

Mixing private and public bookings

Using the same asset for both private and public bookings on the same product can produce unexpected allocation behaviour. If your product offers both booking types, we recommend keeping assets separate or contacting support before configuring this setup.

Frequently Asked Questions

Do I need to activate Assets before I can use them?

Yes. Assets must be enabled on your account first. Click on your supplier name => Settings => Advanced Settings = Activate Assets

Can one asset be assigned to multiple products?

Yes. A single asset can be shared across as many products as you need. Capacity is tracked in aggregate when the asset is set to Shared.

What happens when an asset reaches full capacity?

TicketingHub automatically blocks new bookings for any product assigned to that asset until capacity is freed up by a cancellation or the event passes.

Can I use multiple assets on a single product?

Yes. You can assign multiple assets to one product and configure combination rules so the right resources are allocated based on booking size or other criteria.

What is the difference between Shared and Not Shared assets?

A Shared asset pools its capacity across all products and events it is linked to. A Not Shared asset gives each individual event its own independent allocation. Use Shared for resources that are truly finite across your whole operation.

Can customers see my assets?

Only if you set the asset to Public. Private assets are invisible to customers and managed entirely within your TicketingHub dashboard.

Can I manually override an asset's capacity for a specific booking?

Not directly. To make an exception, temporarily increase the asset capacity, complete the booking, and restore the original limit.

What happens if I change an asset on a live product?

TicketingHub will automatically reallocate assets for all future bookings on that product. If any booking can no longer be fully allocated, you will receive an email notification listing the affected bookings.

Not sure how to set up Assets for your operation?

Every business uses Assets differently. Contact us via the chat widget in your dashboard — our team will help you map your resources and configure the right setup for your products.

Updated on: 10/04/2026