Limit event capacity with resources
Use this when an event should only sell as many places as your staff, rooms, or equipment can serve. A resource requirement connects the event to a role or function, and the bookable capacity becomes the lower of the event's own capacity and what the required resources can support at that time.
Before you start
Confirm:
- the resources exist with the right roles or functions and a realistic capacity
- the resource availability covers the event times
- whether one resource can serve several events at once (shared) or must be exclusive
Add a resource requirement
- Open the event or event template and select the Required resources tab.
- Select Add requirement.
- Search for a specific resource or for a role or function. Requiring a role or function lets any matching resource fill the slot; requiring a specific resource restricts it to that one.
- Set the Quantity. With the Quantity mode Fixed quantity, the event needs that many resources. With Based on participants, enter how many resources are needed per group of participants, and the quantity grows with bookings.
- Select This resource can be shared with other events only when the same resource may serve overlapping events.
- Adjust the Start offset and End offset when the resource is needed before or after the event itself, for example for setup or cleaning.
- Save the requirement.
Mark a requirement Optional when the event can proceed without it; optional requirements do not block capacity the way required ones do.
How resources constrain capacity
- A role or function with Limited capacity limits participants. If one guide handles 15 participants and the event requires one guide, only 15 places are bookable even when the event capacity is higher.
- If no matching resource is available for the event time, because of availability settings or allocations to other events, the constrained capacity can drop to zero and the event stops being bookable.
- The Required resources tab shows a Capacity diagnostic when resource requirements limit the current capacity below the event's own maximum.
Expected result
The shop, POS, and back office offer at most as many places as the required resources can serve, and the event shows which requirements limit capacity.
Troubleshooting
| Problem | What to check |
|---|---|
| Event shows no availability at all | Resource availability for the event time span, offsets, allocations to other events, and requirement quantity. |
| Capacity is lower than expected | The Capacity diagnostic, role or function capacity, and whether several requirements overlap. |
| Capacity is higher than resources allow | Requirement missing, marked Optional, or capacity set to Unlimited on the role or function. |
| Quantity does not grow with bookings | The Quantity mode; only Based on participants scales with group size. |
For symptom-by-symptom checks, see Troubleshoot availability and capacity; the underlying model is explained in How capacity and availability work.
