What is Resource & Capacity Management

Resources & Capacity Management

Resources represent the real‑world capacities, constraints, or assets that a product consumes. These must be created before building products so the system can accurately manage availability, enforce waivers, collect customer information, and prevent overbookings.

Examples include:

Venue capacity
Activity capacity
Party rooms
Tables
Equipment rentals

For a video walk through please visit: Video Training 

Problems Being Addressed

Overbooking

Without resources, the system cannot enforce capacity limits.

This leads to:

• Unsafe crowding
• Double‑booked rooms or equipment
• Poor guest experience

Resources ensure that once capacity is reached, the product can no longer be sold.

Missing Customer Information

Products tied to resources require:

• Customer name
• Customer email

This ensures proper communication and reservation tracking. Products without resources (e.g., a can of soda) do not require customer accounts.

Inability to Require Digital Waivers

Resources allow operators to enforce waiver requirements. Without them:

• Waivers cannot be required
• Liability risk increases
• Staff must manually verify waivers

No Calendar Reservations

Resources can automatically create:

• Date‑only reservations
• Date‑and‑time reservations

Without resources, bookings do not appear on the calendar, increasing the risk of double‑booking.

Poor Attendance Forecasting

Resources track how many guests are expected at any given time. Without them, forecasting becomes guesswork.

Resource Types & When to Use Them

Check‑In – Waiver Required

Use when:

• You need to track capacity
• You require a digital waiver
• Each ticket should generate a waiver slot

Only customers with an active waiver can be assigned to these tickets.

Check‑In - No Waiver Required

Use when:

• You need to track capacity
• You need customers to check in
• You do not require a waiver

Ideal for activities where attendance matters but waivers are unnecessary.

Anonymous Check‑In - With Attendance

Use when:

• No waiver is needed
• No customer name is needed
• You want to scan tickets digitally
• You want the usage to count toward attendance metrics

Example: Parking passes.

Generic - Per Quantity

Use when:

• You have a limited quantity of an asset
• No check‑in or waiver is needed
• Each unit purchased reduces availability by one

Example: GoPro camera rentals.

Generic - Per Line Item

Use when:

• Only one unit of the resource should be consumed per order line
• Even if the customer buys multiple units of the product

Examples:

• Party room
• Pavilion
• Mobile trailer

This prevents double‑booking limited spaces.

Flex Allocate

Use when:

• You need custom consumption amounts
• Different products consume different amounts of the same resource

Examples:

• Large party consumes 20 guest slots
• Small party consumes 10
• Premium event consumes 2 party rooms

Using Multiple Resources Together

Many products consume more than one resource.

Examples:

• Birthday party: guest slots + party room
• Axe throwing: thrower slots + lane

This ensures all required assets are reserved together.

Creating Products with Resources

Time‑Based Resource Consumption

When creating a product (e.g., a 1‑hour ticket), the resource is consumed for the duration of the booking. After that time, it becomes available again.If you offer multiple session lengths, you must create separate products for each duration. The copy feature makes this easy.

Offset Times for Secondary Resources

Offset times allow you to delay the consumption of a secondary resource.Example: Laser Tag Party

• Hour 1: Laser tag arena (no offset)
• Hour 2: Party room (offset by 1 hour)

This ensures each resource is reserved only when needed.

Summary

By setting up reporting groups, sub‑categories, and resources before creating products, operators gain:

Operational Accuracy

• No overbookings
• Proper waiver enforcement
• Accurate attendance forecasting

Efficiency

• Automated add‑on assignment
• Faster discount creation
• Clean, consistent reporting

Scalability

• Easy product duplication
• Flexible resource allocation
• Support for multi‑resource events

This structure forms the backbone of a well‑organized, high‑performing operation.