Back to Appointments Guides

This guide applies to:

  • Basic Edition
  • Plus Edition
  • Pro Edition
  • Business Edition

Introduction

This feature allows a set amount of people to book overlapping time slots. This is useful for group bookings or for a simple reservation system.

For the Capacity setting we offer two options: Individual and Group.

When the Capacity is set to create Individual Appointments, then the Booking Calendar can allow Overlapping Bookings across different time slots.

When the Capacity is set to create Group Appointments, then the Booking Calendar allows Overlapping Bookings only in the same time slot.

Switching between Group and Individual Appointments for Capacity

Potential Use Cases

  • Simple reservations for visitors when a business has a max capacity  
  • Renting out a limited amount of equipment
  • Class booking with a set amount of spots

Note on Booking Multiple People

The Capacity feature will allow multiple people to book the same time slot and allow overlap. But, our plugin cannot book multiple people with a single booking form.

If a single customer needed to book 4 people for a group event, they’d need to go through the booking process 4 times too.

The ability to book multiple people with a single form so that it updates the Capacity is on our to-do list, it’s actually one of the more popular requests. We hope to get around to it soon!

At the moment we do not have the ability to display the remaining capacity for a time slot. It is a feature that we would like to offer eventually as we keep working to make our plugin better.


Individual Capacity

With this setting, visitors can pick varying time slots until the capacity is full.

Let’s say, for example, if I have four tennis courts each with an hour-long appointment. If I set the capacity to “4” then I can have up to 4 people book the tennis courts at a time

They don’t need to start at the same time—if I set my start times to every 15 minutes then I could potentially have bookings at 10AM, 10:15AM, 10:30AM, and a last one at 10:45AM.

Four individual overlapping appointments when start time intervals are set to 15 minutes

This will treat each appointment like a regular appointment. That’s because the regular appointment types have individual capacity set to 1.

Individual Capacity Appointment look like Regular Appointments

Individual Capacity could potentially work like Group Capacity, but the Group option offers more features. Like managing group events, Google Calendar group sync, and attendance sheets.


Group Capacity

This option lets you easily manage classes and group events. With this setting, visitors can pick a single time slot multiple times until the capacity is full.

The difference between Individual and Group Capacity is that the Group bookings must start at the same time.

4 overlapping group appointments all starting at the same time

For example, if you’re offering a hour-long yoga class at 1PM, you could never have anyone book at 1:30PM. The 1PM time slot will stay open until the class is full.

Viewing Group Appointments

Group bookings don’t look and act like regular appointments. The Admin Appointments page shows them as stacked appointments.

Clicking on the stacked appointment will open up a brief overview of each person that booked. You can click on View Attendee Details to see more information on that individual.

Following the View Appointment Details button will also pull up an overview of the attendees. In the top-right corner you’ll see a three dots button to Export, Cancel and Delete.

Viewing a stack of Group Appointments

Canceling, Deleting and Exporting Group Appointments

When you Cancel a Group appointment, all the attendees receive a cancelation notification. But, if only one attendee cancels their appointment, only the admin and individual attendee are notified

And, exporting the Group appointment within the appointment details page will give you a CSV of only the bookings in that time slot. That same CSV can be used as the attendance sheet.

Deleting the group appointment, removes it from the Appointments listing, and doesn’t notify anyone.

Google Calendar and Group Appointments

Google Calendar sync shows group appointments as a single event listing. The Google event description lists each attendee.


How to Set Up Overlapped Bookings in Appointment Types

To begin using this feature simply go to the Appointment Type you’d like to update > Go to the Capacity tab > Fill in the Capacity field. 

Choosing between Group or Individual Capacities

The Capacity field will set the max amount of bookings that can overlap. 

Above to the Capacity field, you’ll see a dropdown for choosing a capacity type: Group or Individual

When the Capacity is set to create Individual Appointments, then the Booking Calendar can allow Overlapping Bookings across different time slots.

When the Capacity is set to create Group Appointments, then the Booking Calendar allows Overlapping Bookings only in the same time slot.


Still stuck?

File a support ticket with our five-star support team to get more help.

File a ticket

  • Please provide any information that will be helpful in helping you get your issue fixed. What have you tried already? What results did you expect? What did you get instead?
  • This field is for validation purposes and should be left unchanged.

Related Guides