Overriding an activity's capacity for a specific date lets you manage availability around demand, special events, or operational changes — without touching the activity's default capacity. Common reasons:

• Managing special events or large group bookings
• Adjusting availability during peak or off-peak seasons
• Handling temporary changes in staffing or resources

Who can edit capacity

Editing capacity is controlled by the "Manage availabilities on experiences" permission in a team member's permission group. Only team members with it (plus account admins) can change a timeslot's capacity.

Being able to see the calendar isn't enough. If a team member can open a timeslot but the Capacity box shows no pencil and isn't clickable, they're missing this permission — add Manage availabilities on experiences to their permission group.

Edit capacity for a single date

The quickest way to change one date is on the calendar:

1. Open the Calendar and navigate to the date.
2. Click the timeslot you want to change.
3. In the timeslot panel, click the Capacity box (it shows a pencil icon).
4. Enter the new number — this is an override for just this timeslot — and Save.

The panel shows Booked, Available, and Capacity for the slot, so you can see the impact before you save. The new capacity applies to that timeslot only; every other date keeps the activity's default.

Edit capacity for multiple dates

Repeat the steps above for each timeslot when you only have a few to change.

For a large batch across many dates, use the activity's bulk availability editor, which lets you select a date range and update capacity in one pass. This editor is being rebuilt as part of the new Setup experience, so its exact location and steps are changing — if you need to update a big range and can't find it, reach out to support.

Related

• Permission groups
• Reopen a cancelled timeslot