The Activity Settings interface provides tools for managing activity configurations and sending important updates to customers and team members. Whether you need to adjust capacity, update schedules, or send notifications, these tools help maintain smooth operations.
Activity Settings Management
Capacity Management
Effectively manage activity participation limits:
Total Capacity
Control overall activity size:
Set maximum participant numbers
Adjust for resource availability
Balance team requirements
Maintain safety standards
Track capacity utilization
Buddy Booking Capacity
Manage online booking allocations:
Set platform booking limits
Reserve spots for other channels
Adjust availability
Monitor booking levels
Update as needed
Total Capacity vs Buddy Booking Capacity
You could have your activities listed on multiple platforms including your own website. The sum total of all these activities is the Total Capacity.
Out of the total capacity, the number of seats you list on the Buddy Booking Platform is the Buddy Booking Capacity.
These settings can be updated by navigating to Calendar > Click on the desired activity > View More > Settings
Schedule Management
Keep your activity timeline accurate:
Schedule Updates
Modify activity timing:
Adjust dates and times
Update duration
Manage recurring events
Handle seasonal changes
Coordinate team schedules
Schedule Coordination
Maintain operational efficiency:
Align with resource availability
Coordinate team schedules
Manage location bookings
Handle equipment allocation
Plan for transitions
Activity Status Control
Activity Cancellation
Handle activity cancellations properly:
Cancellation Process
Steps for canceling activities:
Review current bookings
Notify affected customers
Update team schedules
Process refunds if needed
Document cancellation reasons
Update availability
These settings can be updated by navigating to Calendar > Click on the desired activity > View More > Settings
Status Updates
Maintain accurate activity status:
Mark activities as cancelled
Update calendar displays
Adjust team assignments
Manage resource allocation
Track cancellation patterns
Activity Removal
Permanently remove activities when needed:
Deletion Process
Steps for removing activities:
Verify no active bookings
Check recurring patterns
Remove from calendar
Update team schedules
Maintain activity records
These settings can be updated by navigating to Calendar > Click on the desired activity > View More > Settings
Impact Management
Handle deletion consequences:
Review connected bookings
Update related activities
Adjust team assignments
Reallocate resources
Maintain accurate records
Recipient Management
Target your communications effectively:
Team Communication
Coordinate with staff:
Send team updates
Share schedule changes
Provide activity details
Coordinate assignments
Track acknowledgments
Customer Updates
Keep customers informed:
Send booking confirmations
Provide activity updates
Share important changes
Send reminders
Handle special requests
Best Practices
Settings Management
Maintain effective settings control:
Regular review of configurations
Proactive capacity management
Consistent schedule updates
Clear status indicators
Accurate record keeping
Communication Strategy
Develop effective communication habits:
Timely notifications
Clear message content
Appropriate channels
Regular updates
Professional tone
Frequently Asked Questions
Frequently Asked Questions
Capacity Management
Q: How do I adjust capacity for an activity?
A: Capacity for an activity availability can be adjusted by navigating to Calendar > Click on the desired activity > View More > Settings.
Q: What happens when I reduce capacity below current bookings?
A: Customers will not be able to book an activity if you reduce the capacity below current bookings. However, existing bookings are not affected.
Note that you can still take new bookings (overbook) from the booking platform. We recommend you to take over-bookings cautiously.
Schedule Management
Q: How do I update activity timing?
A: Currently updating the activity timing is limited. We recommend to cancel and create a new availability for time being.
Modify schedules by:
Accessing schedule settings
Selecting new times
Checking conflicts
Updating team assignments
Notifying participants
Confirming changes
Q: Can I change recurring activity schedules?
A: Schedule for activity availabilities created with recurring events can be updated individually.
Activity Cancellation
Q: What's the proper way to cancel an activity?
A: An activity availability can be canceled by navigating to Calendar > Click on desired activity > View More > Settings.
Follow this process:
Review current bookings
Check cancellation impact
Initiate cancellation
Notify all participants
Process any refunds
Document the cancellation
Q: How do I handle customer notifications for cancellations?
A: Cancellation notifications are send by the booking platform automatically.
Technical Issues
Q: What should I do if settings won't save?
A: Troubleshoot by:
Checking input values
Verifying permissions
Reviewing conflicts
Trying again
Contacting support
Documenting issues
Q: How do I recover from failed updates?
A: Handle failed updates by:
Checking error messages
Reviewing changes
Attempting resubmission
Verifying settings
Documenting issues
Seeking support help