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Setting Capacity Limits

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

Setting up Capacity Limits in Gingr will help keep your facility from overbooking. We recommend setting these limits slightly higher than exact to allow you some wiggle room, and to allow customers to keep booking reservations when you are close to max capacity.
 
This article includes:

 

Helpful Hint: Before you begin.

  • You must be in the Admin user group to set capacity limits and manage all associated permissions and settings.

 

 

How to: Set Capacity Limits.

Location Capacity

The maximum number of animals you allow to be booked at your facility at the same time.

Important! Once your facility reaches its max capacity, customers will not be able to make reservations via the customer portal. So rather than setting your Location Capacity to the exact number your facility can accommodate, you may want to include a small buffer.

For example: If your facility's capacity is 100, you could set the Location Capacity to 110, allowing customers to continue to make reservations slightly past the capacity limit, just in case there are cancellations or no-shows. 

To set location capacity:Navigate to Left-hand Navigation: Admin » Capacity.


Under Location Settings, enter the Max Capacity.

Screen_Shot_2020-04-02_at_2.58.19_PM.png

 

 

Lodging Capacity 

The maximum number of animals you allow per lodging. Individual lodgings can have a max number of animals and or a max weight. These limits are indicated by a paw and gavel icon on the lodging picker when creating a reservation: 

Screen_Shot_2018-10-18_at_1.30.32_PM.png


These capacity limits are a guide for booking lodgings appropriately, but they are not hard and fast. When booking a lodging that is at capacity (from the business side of Gingr), Lodging Capacity limits can be overridden by any user.

To set lodging capacity:

  1. Navigate to Left-hand Navigation: Admin » Manage Areas/Lodgings.

  2. Choose a Lodging, click the Edit icon.

    Screen_Shot_2020-04-02_at_3.05.38_PM.png

     

  3. Scroll down toward the bottom of the page to enter the maximum number of animals, and or the maximum weight.

    Screen_Shot_2020-04-02_at_3.07.14_PM.png

  4. Click the Save button.

     

 

Capacity By Date

The Capacity by Date tool allows you to override defined capacity limits for specific dates. After the date has passed, capacity limits will default back to your usual settings. In this article you will learn how to set up a new Capacity by Date, and how to edit an existing one.  

To add a new Capacity by Date: 

  1. Navigate to Left-hand Navigation: Admin » Capacity.

  2. Click +Add button.

    Screen_Shot_2020-04-02_at_3.08.18_PM.png

  3. Choose a Location.

  4. Enter a Capacity (number e.g. 200).

  5. Choose a Date.

  6. Optionally, choose a Capacity Group.

  7. Click Save or Save And Add Another.

 

To edit existing Capacity by Dates:

  1. Navigate to Left-hand Navigation: Admin » Capacity.

  2. Click the Edit icon.

    Screen_Shot_2020-04-02_at_3.18.53_PM.png

  3. Make your changes on the form shown above.

  4. Click Update changes.


     

Capacity Groups

Capacity Groups are designed to give you more control over your capacity by allowing you to set a shared capacity for multiple reservation types and services. For example, if you have daycare as a reservation type and as an additional service, you can place these in the same capacity group so that you can more easily control how many daycare dogs can be scheduled on a given date.

 

Important Details:

  1. Capacity Groups can encompass additional services and reservation types. This allows you to share a capacity limit across a series of reservation types and additional services.

  2. Capacity Groups replace reservation type capacity.

  3. Capacity Groups interact with the "Capacity By Lodging" setting in the same way as the old "reservation type" capacity.

  4. Capacity groups are not related to a specialist capacity in any way other than a capacity group is more overarching in that it can control how many of a service can be booked.

  5. Location capacity overrides capacity groups.

  6. You do not (should not) set a Capacity Group up for reservation types where Capacity by Lodging is set to yes.

  7. The Availability Calendar/Capacity will look at your Capacity Groups to determine if you have space or not.

 

To set Capacity Groups:
  1. Navigate to Left-hand Navigation: Admin » Capacity.

  2. Click +Add button:

    Screen_Shot_2020-04-02_at_3.39.57_PM.png
  3. Create your new Capacity Group:

    Screen_Shot_2020-04-02_at_3.41.49_PM.png



    Setting Description Helpful Hint
    Location Title the Capacity Group this is for, most likely something that correlates with the reservation type/service selections.  
    Capacity Title the Capacity Group this is for, most likely something that correlates with the reservation type/service selections.  
    Reservation Types Select the reservation types this capacity would apply to.  
    Services Select the services this capacity would apply to.  
  4. Click the Save button.

 

Animal Icon Capacity

This feature allows you to set capacity limits for pets with specific icons assigned to them. This means that, for example, you can only have 'x' number of pets checked in at one time with a 'red flag' icon. 

To set animal icon capacity:

  1. Go to Left-hand Navigation: Admin » Animal Icons

  2. Under Animal Icons, you will see a list of all of the custom icons in your app.

  3. Edit the capacity limit  by clicking the Edit icon.

  4. Edit the Capacity Limit field.

 Screen_Shot_2020-04-03_at_10.07.32_AM.png

 
 

Availability Calendar

You can optionally display your set capacities to a calendar view in order to easily get an overview of if you are at capacity or not for a date. If this feature is enabled, the New Reservation page will allow a user to view availability for a given reservation type, by clicking the “Availability Calendar” button.

Upon clicking, the user will be shown a month-view calendar and whether there is availability for the selected reservation type each date in that month. Users can navigate forwards/backward to different months to view availability.


This feature can be toggled on/off per reservation type, for both the business and customer sides of the application. (I.e. you can display availability to your employees, but not to customers, and for some reservation types but not others.): 

To enable the Availability Calendar:

  1. Navigate to Left-hand Navigation: Admin » Reservation Types and Services Configuration.

  2. Choose a Reservation Type, click the Pencil icon to edit the reservation type. 

  3. Use the Show Availability Calendar to Employees or Show Availability Calendar to Customers to respectively utilize this calendar for staff or customers.

  4. Click Update to save your changes.

     

 
 
Settings
 
User Permissions: 

Left-hand Navigation: Reports & More » Groups.


Setting Description Helpful Hint
Can Override Capacity If this permission is enabled (set to yes/on), these users will be given the option to override the location's capacity (the maximum number of animals allowed at the facility at one time) when they receive the 'at capacity' error message while booking reservations.  

 

System-Wide Settings: 

Left-hand Navigation: Admin » Reservation and Appointment Requests


Setting Description Helpful Hint
Allow Requests Over Capacity If this setting is enabled, customers will be able to request reservations over your capacity limit, which would give the staff the responsibility of rejecting requests that are over capacity. If this setting is disabled, customers will get an error message if they try to request a reservation on a day where your facility has hit a capacity limit.  

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