Availability defines when and how many visitors can book your products, which is influenced by product settings such as:
allocated resources,
capacity settings,
and opening hours of the product or tour times.
Beyond product settings, there are other factors influencing a product's availability:
planned closures,
seasonal changes of availability ,
operational changes,
allowing and disallowing the product in related sections (resellers, bands, sources).
In this article you will learn which settings are necessary to set a product's availability.
Prerequisites:
Resources and Resource Groups are set up in the Ventrata Dashboard.
In the Ventrata Dashboard, go to Products > Products.
Products
Select an existing product.
Assign Resource Groups
Assign Resource Groups
Press the pen and paper button next to the product name.
Edit Product
In the Availability section, select the desired resource group.
Check the ‘Reassign resources’ box to automatically assign resources in the most efficient way on any given date/tour time.
Reassign Resources
📒 NOTE
When 'Reassign resources' is enabled, any manual change is overwritten with the next new booking.
Define Product Capacity
Define Product Capacity
📒 NOTE
If the product is a package (contains other products), you will not be able to set capacity on the product. Instead, set capacity on the products included in the package.
📒 NOTE
If you are assigning resources, we recommend you set the capacity directly on the resource. Learn more in our article How to Use Resources and Resource Groups.
In the Availability section, enter the desired capacity.
📗 TIP
This indicates how many tickets can be booked at a time. If you are limited by seat numbers, use the number of seats as an indication.
To allow bookings for the product:
Locked - unchecked
Open - checked
Otherwise the product will not be bookable.
Open Capacity
Press the Update Product button.
Update Product
📒 NOTE
Checking the 'Locked' box or unchecking the 'Open' box will prevent the product from being sold. However:
Locked - availability remains visible and is shown as Sold Out (Web Checkout, Terminal) / Locked (Backoffice)
Open - availability is removed entirely and not shown to customers or sellers
Open Unchecked - Web Checkout (top) / Backoffice (bottom)
Locked Checked - Web Checkout (top) / Backoffice (bottom)
Add Opening Hours
Add Opening Hours
Configure opening hours so that the product is bookable.
Select the Opening Hours tab on the product page.
Opening Hours
Press the + NEW OPENING HOUR button.
New Opening Hours
Deselect weekdays and/or months from the lists.
Weekdays & Months
📗 TIP
All weekdays and months are preselected by default.
Press the + ADD DATE RANGE button to specify for which dates the opening hours apply.
Add Date Range
Add the opening hours in the ‘From’ field and the closing hours in the ‘To’ field.
From-To Opening Hours
Depending on your product, you can also add frequency of service in Minutes, Hours or Days (if applicable).
Frequency
Press the Create Opening Hour button.
Create Opening Hour
📗 TIP
You can create different opening hours for different days of the week or months.
Limit Product Availability
Limit Product Availability
While capacity is always shared across modifiers, limits are not. You can limit how many spots are sold in one booking using select modifiers (options, sources, tours or tour groups, etc.) or a combination of modifiers. During booking, the system looks for all bookings that have those modifiers.
📒 NOTE
You can use limits along with allocations, however, limits override exclusive allocations.
Select the General Availability tab
General Availability
Use the drop-down menu on the vertical and/or horizontal axis to select the required modifiers.
📗 TIP
Further specify your use case by selecting any additional modifiers below the grid.
Select a specific availability modifier.
Availability Modifiers
📗 TIP
This modifier binds the limit to a specific booking configuration, i.e. option, tour time, month, source, etc. as selected in General Availability.
📒 NOTE
Do not select the number (or infinity symbol) at the cross section of two modifiers, as that will only limit the booking size but not the product availability, i.e. the product will be still bookable at the original capacity, except not all at once.
In the ‘Limit’ field, enter the maximum number of spots which can be sold under the selected booking configuration.
Limit
Press the Save button.
Save
📘 EXAMPLE 1
On the product detail, set 10 capacity. On the General Availability tab, select the ‘Option’ modifier and select ‘Couples’ and select the ‘Sunset’ tour group. Set the limit to 4.
RESULT: There are 10 spots available for sale for all ‘Individual’ tour groups. There are 10 spots available for sale for all but the ‘Sunset’ tour group under the ‘Couples’ option. Only 4 spots are available for sale for the ‘Sunset’ tour group of the ‘Couples’ option.
Limit Availability
📘 EXAMPLE 2
CLOSING A SPECIFIC TOUR DATE
If you want to close availability for a specific tour at a specific time and date (e.g., to accommodate a holiday):
On the Product Page, scroll to the General Availability section.
Change the settings:
Modify the option from Weekday to Date.
Adjust Any Tour to the specific tour you wish to modify.
Select the desired date for the availability change.
Untick the Open checkbox to close availability for that time slot.
RESULT: No bookings can be made for the selected tour during the specified time frame.
Lock Product Availability
Lock Product Availability
Stop sales for a specific availability without making the entire product unavailable.
Select the General Availability tab
General Availability
Use the drop-down menu on the vertical and/or horizontal axis to select the required modifiers.
📗 TIP
Further specify your use case by selecting any additional modifiers below the grid.
Select a specific availability modifier.
Availability Modifiers
Check the 'Locked' box to stop additional sales for that availability while keeping the product operational and visible as Sold Out (Web Checkout, Terminal) or Locked (Backoffice).
Lock Availability
Press the Save button.
Save
📘 EXAMPLE
When an availability is locked:
it is no longer available for sale
it remains visible as Sold Out to customers
it is marked as Locked or a lock icon is visible to Backoffice users.
the product itself remains operational.
You can easily identify locked availabilities across channels and views:
General Availability
Manifest
Backoffice
Web Checkout
Terminal App
Best Practices for Capacity Management
Always align total capacity with the combined seating availability for all resources.
Prioritise product-level adjustments over calendar-level changes to ensure accuracy.
Review your capacity settings regularly to reflect the current operational resources.
By following these principles, you can avoid overselling, maintain accurate availability, and improve overall customer satisfaction.