What is Capacity?
Capacity in BTA represents the maximum number of items that can be booked at any given time slot. When the product has capacity available then a date and/or time can be booked. If not, then the date and/or time slot is greyed out and unable to be selected.
For example, capacity for classes represents the number of students that can be booked in a single instance (date) of a class.
How does Capacity work?
When a booking is taken for a given date and/or time, the available capacity for that date/time is reduced. E.g. If you have a capacity of 10 and have 2 bookings on Jan 1, then the remaining capacity for Jan 1 is 8. When the booking end date has passed the product becomes again available.
BookThatApp supports setting capacity at the product, variant or resource level. This is done in the BTA product page when you configure the product.
Product Based Capacity
If you set your capacity to be based on Product, then all bookings for that product (regardless of the variant chosen) count towards capacity.
For example, in the screen shot below, we are booking Barber appointments and the capacity has been set to 4. When there are already four bookings for a Hair Cut at 10:00 AM then it is no longer possible to take another booking at that time because there is no more capacity available. If capacity was set to 5, then the barber would be able to take 1 more booking at 10:00 AM.
Variant Based Capacity
Variant Based capacity which counts bookings at the variant level when determining if it is available.
Example: Dress Rental
If we are renting dresses that come in three sizes you can set the capacity to how many dresses you have in stock.
When the size 12 dress is booked, no one else will be able to choose those dates since there is only 1 dress in size 12, however the size 10 and 14 variants will still show as available.
Please note that the variant option(s) used for capacity in BTA must be ordered first in Shopify.
Resource Based Capacity
Resource based capacity allows you to limit the number of bookings based on resource bookings. Examples of resources would include staff with specialized skills (e.g. an instructor), rooms or equipment.
Example: Paddle Board Resources
In this example, imagine you offer stand up paddle board rentals by the hour, and also run classes at 10 am daily. The same boards are used for rentals and classes so we need a way to ensure there are enough boards available for the class students while still allowing customers to book any boards not being used.
To start you need to create the Paddle Board resource in BookThatApp using the 'Equipment' type. For equipment resources you enter how many physical units (inventory) you have available. For the purposes of this example assume there are 10 boards.
Now set up the 2 products to represent the classes and hourly rentals. Each product should be configured to use resource based capacity and in the resources section assign the Paddle Board resource.
The set up is now complete. If you go to the hourly board rental product page and choose 10:00 AM, the maximum quantity that can be entered will take into account how many people have signed up for the class that day. So if the class has 5 students signed up it will only allow you to rent 5 boards. However, if the customer changes the time to 11 AM it would allow you to enter a quantity of 10.
Using Resources with Product or Variant Capacity Type Selected
If you assign resources to a product and use either Product or Variant capacity type:
- Bookings for other products that share the resource will count towards the availability count.
- When a new booking is created it will assign the resource to it automatically. If there are more than 1 resource then it chooses one randomly.