This article shows you how to create your resources to easily manage guest capacity in your venue.
Managing capacity is key to any leisure or attraction business and resources make the booking experience for your guests and your guest capacity management simple. They are one of the first items to set up in ROLLER.
What are resources?
Resources can include:
- The physical areas your guests book into when purchasing products and tickets (eg trampoline areas, rock climbing areas, laser tag arenas or virtual reality rooms).
- Private areas for hire (eg tables, cabanas, party rooms, conference rooms)
- Classes your guests can book into but may not have an exact area at your venue and are limited in numbers (eg fitness classes).
- Animal encounters that are also limited in the number of guests that can book in per session time (eg a meet the Koala experience).
- Individuals who provide services at your venue and are limited by the number of guests they can accomodate at the same time (eg educators for school groups at museums).
Once your resources are set up, you can maximize the number of people who can enjoy your venue at any one time and use booking rules to simplify the scheduling of specific types of products and experiences.
Plan your resource setup
Before creating your resources, think about the different physical areas, products your offer and services you sell at your venue and the maximum number of guests each area can hold or activity or experience can accommodate. You should have a resource for any area or activity you wish to manage capacity for, such as each room or area that guests can book into.
For example, imagine a venue that has:
- A rock climbing area with a capacity of 150 guests
- A trampoline area with a capacity of 200 guests
- A party room with a capacity of 20 guests.
In this example, you can manage the venue's capacity by creating three resources (one for each area or room).
You can also create groups to help you manage and assign your resources (eg a group for your party rooms).
If you have products that have their own capacities but no designated physical area, you should also create a resource for them. For example, if you have fitness classes with a capacity of 10, you should create an independent resource for the fitness classes to manage the number of people who can book into each class.
Simplify with booking rules
When creating your resources, you add booking rules to simplify resourcing and scheduling. There are five types of booking rules you can choose.
You first need to decide if the resource is a single booking or multiple bookings resource.
This rule allows for only one booking to occur at a time. This means that the first person to book the resource, such as a party or function room, will have exclusive use of it, regardless of whether the resource's capacity is full or not.
If the resource is a multiple bookings resource, you have a couple of other options:
This rule is selected by default and allows multiple bookings to take place at the same time until capacity is full.
This also means that guests who have purchased different products can use the same area at the same time. For example, at a trampoline park, guests who bought a 60-minute jump pass can bounce alongside those who purchased a 90-minute pass.
This rule enables multiple products to be linked to the same schedule and the first product purchased will define the product available for the session.
For example, consider a virtual reality experience. The arena has a capacity of 8, but all participants have to play the same game. The venue offers the Battle of the Aliens experience, Zombie Patrol, and also a Droids vs Survivors all as separate products.
The single product booking rule allows you to assign all 3 game products to the same schedule. The first sale of a product for a session time defines that product to all other sales for that session. So when a guest books 2 tickets online to play Zombie Patrol at 10:30 AM, the remaining 6 tickets at 10:30 AM are only available for the Zombie Patrol experience.
This rule works in a similar way to single products. The first ticket type purchased will define the ticket type available for a session.
Imagine a laser tag venue wants to prevent teenagers from playing at the same time as kids under 12. The venue can use this booking rule by creating different ticket types so that once an under 12 ticket is sold for a session, then only the under 12 tickets can be purchased for the session.
Create a resource
To create a resource:
- From Venue Manager, go to Settings > Resources.
- Click Create a resource.
- Enter the resource name and capacity.
- Under Booking rules, select if it's a single booking or multiple bookings resource:
Select single booking for a resource where only one booking at one time can take place, regardless of whether capacity is full or not (eg party or function rooms)
Select multiple bookings for a resource where multiple guest bookings can take place at the same time until capacity is full (eg a general trampoline area or go-kart track)
- If you select multiple bookings, you have additional options:
This option is selected by default and allows multiple guest bookings at the same time until capacity is full. You can also use this option for a resource where guests who have purchased different products can participate at the same time.
Select this option for a resource which is limited to a single product per time slot once the first booking is made. For example, a virtual reality room which offers multiple different virtual reality experience products.
Single ticket type
Select this option for a resource that is limited to a single ticket type per time slot once a ticket is booked. For example, a laser tag area which does not allow adults and children to compete alongside each other.
Create a group
Groups automate the assignment of bookings to a series of resources.
For example, if you have 3 party rooms, create a party room group with 3 party room resources, and assign your party products to the group. Any party bookings are automatically allocated to the first available resource in the group.
To create a party room group:
- Click Create a group.
- Name the group (eg Party rooms, Function spaces or VIP rooms).
- Click Add new resource.
- The Add new resource panel appears.
- Enter the resource name and room capacity.
- Select single booking resource for the first party room, enter its name and capacity, and click Save resource.
- Repeat steps 3 to 6 for all party rooms.