Two numbers describe every timeslot, and they're easy to mix up. Capacity is the most you could sell. Availability is what's left to sell right now. Capacity is a setting you control; availability is a live number TripWorks calculates for you.
In this article
| Term | What it means | Example |
|---|---|---|
| Capacity | The maximum spots that can be sold for a timeslot | "2 helicopters × 6 seats = 12 capacity" |
| Availability | The spots still bookable after bookings, holds, and blackouts | "5 seats sold, so 7 available" |
Capacity — the ceiling you set
Capacity is the total number of spots a timeslot can hold. You decide how it's determined when you set the activity's capacity limits — a flat number per timeslot, a number per ticket type, or a figure driven by your resources. Guests never see the raw capacity number; it's the ceiling everything else counts against.
Capacity stays put until you deliberately change it. It moves when you:
- Edit the capacity setting for the activity, or override capacity for specific dates
- Add or remove resources (for resource-based capacity)
- Add or remove a blackout on a resource
Availability — the live number
Availability updates in real time as bookings come and go. It's what determines whether a timeslot can still be booked, and it's the number that drives your booking widget.
For the capped models, the math is simple:
Availability = Capacity − Booked − Holds
For resource-based capacity, availability is derived from your resource pool instead of a flat number: it starts from the seats your assigned resources provide, subtracts any blackouts, subtracts what's in use, and then subtracts holds.
What reduces availability
- Confirmed and pending bookings — every seat sold.
- Holds — seats reserved mid-checkout (see below).
- Blackouts — a resource taken out of service for a window (resource-based capacity only).
What "holds" are
A hold is a short-lived, soft reservation. The moment a guest puts seats in their cart, TripWorks holds those seats so a second shopper can't grab the last ones at the same instant. Holds count against availability but aren't confirmed bookings — if checkout isn't completed, the hold expires after about 7 minutes and the seats return to availability automatically.
Where you see each number
- Calendar / Timeslot Editor — toggle between Capacity and Availability view modes to see either across your schedule.
- A single timeslot — open it to see both numbers side by side.
- Availability Diagnostic — run a report on a timeslot for a full breakdown of how the number was reached.
Frequently asked questions
Can availability ever be higher than capacity?
No. Availability is always capacity minus what's been taken. If they're equal, it just means nothing has been booked or held yet.
What happens if I lower capacity below what's already booked?
Availability recalculates immediately and the timeslot can end up oversold (availability shows 0, and the booked count exceeds the new ceiling). Lower capacity with care once bookings exist.
A seat shows unavailable but no one booked it — why?
It's likely a hold — a guest has it in their cart mid-checkout. Holds clear on their own after about 7 minutes if the booking isn't completed.
Do blackouts affect every capacity model?
No. Blackouts apply only to resource-based capacity, where taking a resource out of service removes its seats from the pool. The capped models use a flat number that blackouts don't touch.
Related
- Set activity capacity limits
- Capacity: per timeslot
- Capacity: by resources
- Edit capacity for specific dates
Built for attractions, tours & activities
Sell every seat with confidence
See how attractions, tours, and activities track real-time availability across channels — never overselling, never leaving seats empty — on TripWorks. Book a demo and make the switch.