Product availability is derived from a set of settings. This includes the product’s opening hours, assigned resources or capacity restrictions.

Access Product

In the Ventrata Dashboard, go to Products > Products.

Products
Select the desired product.

Assign Resources to the Product

Press the pen and paper icon next to the product name.

Edit Product
Scroll to the middle of the product form or simply search for ‘Capacity’.

Capacity
Press the + ADD RESOURCE AND GUIDE ASSIGNMENT button.
Select a resource, a guide and/or a driver (if available) from the new fields from left to right.

Add Resource and Guide Assignment

📗 TIP
If no resource group is added to the product, you can assign individual guides or drivers.

Guide & Driver
Scroll to the bottom of the product form.
Press the Update Product button.

Update Product

Manage General Product Availability

Select the General Availability tab.

General Availability
Use the drop-down menu on the vertical and/or horizontal axis to view and manage availability for the selected combination.
For more precise control:
- switch the selector from 'Weekday' to 'Date' to manage specific calendar dates.
- use the 'Tour' selector for managing hourly tour capacities.
- adjust capacities for each selected combination according to your needs.
Availability Modifiers

📒 NOTE
When setting availability on the date level in the calendar, it will override all other availability setting configured in the Ventrata dashboard. Any availability change made for a specific date will take precedence over all other settings.

Manifest
Press the number (or infinity symbol) in a field to change the capacity setup for that combination.

Capacity
Press the + ADD RESOURCE AND GUIDE ASSIGNMENT button.

Add Resource and Guide Assignment
Select a resource, a guide and/or a driver (if available) from the new fields from left to right.

Assign Resources

📗 TIP
If no resource group is added to the product, you can assign individual guides or drivers.

Guide & Driver
If a resource is already available, assign the remaining fields as appropriate.

📒 NOTE
If two capacity restrictions are given, for example, one on the product and one on the resource, the capacity with the lower value takes over. Make sure to provide only one capacity restriction to avoid issues with availability during bookings.
Press the Save button to save your changes.

Save

📘 EXAMPLE 1

Select ‘Weekday’ on one axis and ‘Month’ on the other. Select Sunday in January and change the capacity from 47 to 40.

RESULT: The sum of tickets for Sunday bookings throughout January can not exceed 40. Once the capacity is reached, no more bookings for Sunday in January can be made.

Limit Availability

📘 EXAMPLE 2

Select the 'Date' view. You can select specific dates and change capacity and resource allocation for that day, or press the BULK CHANGE button to change product availability across multiple modifiers at a time. With the bulk actions feature, you can:

specify date ranges (e.g., all dates within a specific week or month),
open multiple dates that were previously closed,
apply capacity changes to multiple dates in one action.

Learn more about Using Bulk Changes.

Bulk Change

📒 NOTE

Each modifier combination (Weekday-Month, Tour-Month, Source-Weekday, Date) is unique to that pair (in the case of Date it is a month-year pair) and will not be reflected using the other combinations. It is therefore good practice to make as few changes to availability as possible to keep track of your settings.

Bulk Update Availability

For large-scale availability updates, you can also manage availability via CSV import.

Select the 'Date' view on the General Availability tab.
Press the Export button.

Export
At minimum, select the date range to export.

📒 NOTE
We recommend limiting exports to smaller date ranges. Large exports (for example, the full year with 15-minute time slots) may time out.
Optionally, you can further filter the export by selecting specific:
- Months
- Tour Groups
- Weekdays
- Tours
Press the Export button to download the availability as a CSV file.

Availability Export
Edit the exported spreadsheet as needed.

Exported Availability

📒 NOTE
The spreadsheet uses the following column structure:
- Month
- Weekday
- Date
- Tour Group
- Tour Time
- Open
- Capacity
- Fare Group (if used)
- Fare - if left empty, automatic pricing rules will apply
Only the columns that are active on your product will be updated during import.
Save the file as a CSV (comma-delimited) file.
Return to the General Availability tab and press the Import button.

Import

📒 NOTE
If the availability calendar is filtered by specific modifiers when importing the CSV File, the updated availability will be applied only to the current selection.
To apply changes globally, make sure no availability modifiers are selected in the calendar.

No Filters Selected

Alternatively, you can intentionally target specific options, sources, or seasons by applying availability modifiers before importing the CSV file.

9 AM Tour Time & Terminal Source Selected
Locate and select the updated CSV file.

Choose File
Wait until the upload reaches 100%, then press the Import button.

Import File
Use the availability modifiers to verify that the changes were applied successfully.

🎥 Watch the full process here:

Bulk Update Availability