There are many situations where you may need to adjust an event’s capacity to adapt to real-time changes or customer needs. For example, a fully booked tour might have a guest show up with an extra friend, prompting you to add another seat to accommodate them. Conversely, if a guide becomes unexpectedly unavailable—like calling in sick—you might have to reduce capacity or close the event to prevent overbooking. Xola’s Adjust Capacity function gives you the flexibility to handle these last-minute changes by letting you modify the capacity for a specific event right from the roster, without altering the default settings or availability for other time slots. This allows you to respond quickly, manage operational challenges as they arise, and maintain a smooth guest experience without disrupting your overall schedule.
User Access: Administrator or Reservationist roles have access to Adjust Capacity on the Dashboard.
To grant access to users, click here.
What's covered in this article:
How to Adjust Capacity in List View
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Click on the event for which you want to adjust the capacity; this will take you to the Roster.
- Click on Manage Capacity.
- Use the + and - buttons to adjust the capacity up or down or click on the number to simply enter your capacity and hit apply.
- Cap Event: The event's capacity will be adjusted to reflect the number of reservations that have already been made, and no new reservations will be accepted. If all reservations for the event are canceled, it will still be visible on your dashboard, allowing you to reopen it at a later time.
- Blackout: A blackout schedule will be created for this event. Reservations will no longer be accepted, and the event will not be displayed on the dashboard if all reservations are canceled.
- Click Apply Changes.
Note: Blacking out an event disables the Waitlist functionality for that event in the back office and front-end checkout. Read more about the Waitlist here.
How to Adjust in Day, Week, and Month View
- Select the time slot whose capacity you want to adjust > Click the
icon to the right > Select Adjust Capacity. - Use the + and - buttons to adjust the capacity up or down or click on the number to simply enter your capacity and hit apply.
- Cap Event: The event's capacity will be adjusted to reflect the number of reservations that have already been made, and no new reservations will be accepted. If all reservations for the event are canceled, it will still be visible on your dashboard, allowing you to reopen it at a later time.
- Blackout: A blackout schedule will be created for this event. Reservations will no longer be accepted, and the event will not be displayed on the dashboard if all reservations are canceled.
- Click Apply Changes.
Note: Changes to capacity are made in real time and saved automatically, so you're all set!
