Overview
Capacity settings and reservation groups help operators control how reservations function within foreUP calendars. These settings determine:
- How reservation availability is displayed online
- Which customers can access specific reservation options
Proper configuration improves booking consistency, simplifies operations, and creates a better customer experience.
This article covers:
- How capacity impacts availability
- Reservation grouping logic explained
- Best practices for different facility types
Preconditions
Before configuring capacity or reservation groups, confirm the following:
- Calendars are enabled for the account
- A reservation calendar has already been created
- You have access to the tee sheet module
- You have access to the settings module
⚙️ Note: Aggregate booking setup may require assistance from the foreUP Product team.
Understanding Capacity Settings
What Is Reservation Capacity?
Reservation Maximum Capacity controls the player or participant count displayed during online booking. For example "for up to four people".
Capacity settings are configured within the reservation template or timeframe settings.
⚙️ Note: Reservation capacity is a display element only and does not automatically calculate multiplayer pricing or enforce occupancy management.
How Capacity Impacts Availability
Capacity settings affect how customers interpret available reservations online.
Example
A simulator reservation tile displaying:
1–4 Players
communicates that:
- Up to four guests may participate
- The reservation accommodates small groups
- Customers do not need separate reservations for each participant
Without capacity settings, customers may:
- Book duplicate reservations unnecessarily
- Call staff for clarification
- Misunderstand facility limitations
Configure Reservation Capacity
To configure reservation capacity:
- Navigate to the Settings module and select Reservations
- Select Calendars
- Use the dropdown next to the desired calendar and click Edit
- Select Online Year Setup
- Open the appropriate Day Template by using the dropdown and selecting Edit Day Template
- Locate and use the Minimum Reservation and the Maximum Reservation Capacity dropdowns
- Enable Display Maximum Capacity
- Click Save Settings
⚠️ Caution: Capacity settings will not display online unless Display Maximum Capacity is enabled.
Capacity Configuration Examples
| Facility Type | Suggested Capacity |
|---|---|
| Golf Simulator | 4 Players |
| Tennis Court | 4 Players |
| Pool Cabana | 6 Guests |
| Practice Bay | 2 Players |
| Lesson Studio | 1–2 Participants |
💡 Tip: Keep displayed capacity aligned with operational limitations to reduce customer confusion.
Understanding Reservation Groups
What Are Reservation Groups?
Reservation groups allow operators to apply different booking rules to different customer segments.
Reservation groups can control:
- Online booking access
- Reservation visibility
- Reservation length rules
- Pricing eligibility
- Booking windows
Examples of reservation groups include:
- Public
- Members
- VIP
⚙️ Note: Reservation groups within Calendars function similarly to tee sheet reservation groups, with the exception of labels and colors.
Grouping Logic Explained
Reservation groups act as filters that determine which booking options customers can access.
Example Scenario
| Reservation Group | Booking Access |
|---|---|
| Public | 7-day booking window |
| Members | 30-day booking window |
| Staff | Unlimited booking access |
In this setup:
- Public users see limited availability
- Members receive expanded booking privileges
- Staff bypass standard restrictions
How Reservation Groups Work with Day Templates
Reservation groups can be assigned at the timeframe level within day templates.
Important Rules
- Reservation increments are controlled at the day template level
- Reservation groups do not control increments
- Minimum and maximum reservation lengths can vary by timeframe
⚙️ Note: Increments apply universally across the template and cannot vary by reservation group.
Configure Reservation Groups
Once created, reservation groups may be added to day templates to distinguish booking length and capacity for specific groups. While creating a day template:
- Select Add Reservation Group
- Click on the newly added reservation group and then choose New Timeframe
Best Practices
Standardize Naming Conventions
Use consistent names for:
- Reservation groups
- Templates
- Calendars
Keep Group Structures Simple
Avoid creating unnecessary reservation groups.
Too many group variations can:
- Complicate troubleshooting
- Create inconsistent availability
- Increase administrative overhead
Test Online Booking Frequently
After changes, verify:
- Capacity displays correctly
- Booking restrictions behave properly
- Reservation groups appear as expected
- Aggregate searches function correctly
Use Consistent Increment Structures
Keep increments aligned across similar facilities.
Example
| Facility Type | Recommended Increment |
|---|---|
| Simulators | 30 Minutes |
| Tennis Courts | 60 Minutes |
| Lesson Studios | 30 Minutes |
FAQs
Can reservation groups have different increments?
Yes however Increments must controlled at the day template level.
Can aggregate booking combine multiple calendars?
Yes. Aggregate booking allows availability searches across multiple calendars.
Why are reservation groups not appearing?
Reservation groups must first be created in Online Reservation Settings before being assigned to templates.
Does capacity impact pricing?
No. Pricing is determined by reservation increments and reservation length.
Troubleshooting Tips
Capacity Is Not Displaying Online
Verify:
- Display Maximum Capacity is enabled
- Capacity values are entered correctly
- The correct template is assigned
Reservation Groups Are Missing
Confirm:
- Groups were created successfully
- Groups are assigned to the timeframe
- Online booking is enabled
Customers See Different Availability
Check:
- Reservation group permissions
- Booking window settings
- Member/public access rules