Videos
Watch these short videos to learn how to create capacity templates and set up capacity alerts.
This video explains how to configure capacity alerts.
Where can I find it?
Account > Capacity Templates
What does it mean?
Capacity templates define how many seats are available for each vehicle and seat category. After creating a template, you can assign it to a product or directly to a vehicle. For example, if all your green tour buses have 89 standard seats, you can create one template and reuse it across the relevant products or vehicles. This helps prevent customers from booking departures that are already sold out.
What should I do?
To create a capacity template, select one of the highlighted buttons.
Enter a clear name, add an optional description and specify how many passengers can be allocated to each seat category.
When the template is ready, go to Setup > Products and select the correct capacity template from the dropdown list.
You can also define capacity alert levels for each capacity template. When the number of pre-bookings for a departure exceeds the alert value, the system automatically sends an email notification to you and your team.
Alert levels can be configured either for the total capacity or for individual seat categories.
⚠️ Please note these three important points:
- You can configure up to three alert levels: 1st, 2nd and 3rd. The 1st level must be lower than the 2nd, and the 2nd must be lower than the 3rd. Each time a booking is made for an event, the system checks the capacity alert levels. When an alert level is reached, the corresponding alert is triggered and an email is sent. Higher alert levels can only be set once the relevant lower levels have been configured.
- If the 1st or 2nd alert has already been triggered for a departure, you may decide to change its capacity in Operations > Pre-bookings. This resets the alerts so they can be triggered again automatically. Changing the capacity template for the product, or changing the capacity alert level within the template, does not reset previously triggered alerts.
- You can set alert limits for the total capacity, for specific seat categories, or for both. Use the option that best fits your operational needs.
Email recipients are configured for each product individually in Setup > Products & Services > Products > Edit. To notify multiple recipients, enter each email address separated by a comma.
The email notification will look similar to this:
Finally, assign the capacity template to your product so the product uses the correct capacity for each seat category. Go to Setup > Products, then edit the product.
Select the capacity template from the dropdown list and save your changes.
For more information about setting up products, see this article: