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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’ve got all the tools to create schedules, handle seasonal changes, and tweak capacities like a pro.

Whether you’re planning for a bustling summer season or just need to close shop for the holidays, this guide has your back. Let’s make your scheduling life a whole lot 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 on Availability.
  3. Choose between two options:
    • Seasons: To create recurring schedules.
    • Exceptions: To override Seasons for specific dates or events (e.g., closures, changes in operating times, reduced or increased capacities).

2. Create a New Season

  1. Click on New Season.
  2. Fill in the details:
    • Name the Season (e.g., “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. Customize the schedule:
    • Edit times or capacities.
    • Remove undesired days or times (e.g., Mondays or all early mornings).
    • Click on a specific capacity to modify it or remove it (e.g., 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 on Duplicate.
  3. Fill in the Season name, start date, and the optional end date.
  4. Times and capacities will be duplicated, so make 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. Fill in the details:
    • Name the exception (e.g., “Maintenance Closure”).
    • Select the date (e.g., January 27th).
  3. Optional steps:
    • Tick Repeat for more days if you wish to continue it 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 (e.g., 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 on Availability.
  2. Use the controls above the calendar to narrow it: pick a date range, or switch on Show booked only to see only events with bookings, and the calendar updates straight away. Open Filter by to pick one or more Products or Guides (when guides are enabled for your account) and click Search to apply them; 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, and 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-time changes.

Why Does a Date Show an Exclamation Mark?

An exclamation mark beside a product on a date in the sidebar Availability calendar means 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 capacity, timing, or assign a guide. The time cannot be changed once the event has bookings.
    • Save changes; the calendar updates in place.
  3. Remove event removes a time slot that has no bookings yet, after you confirm.
  4. To close a whole day for several products, click the trash 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 things running smoothly. If you hit a snag or need extra help, our support team is just a message away.