Setting up Capacity and Equipment

Overview 

Depending on the type of activity you are offering, you will either be configuring the capacity level of your activity or creating equipment to attach to your activity. 

This article will cover the following topics:

• Creating Equipment Pools
• Creating Individual Pieces of Equipment
• Creating Batch Equipment
• Assigning Capacity/Equipment to Standard, Interval and Point to Point Activities
• Assigning Capacity to Interval Activities

Creating Equipment Pools

This section will be relevant if you are creating Standard or Point to Point activities only. The first step to creating equipment that you will be using for your activities is to set up an equipment pool, followed by your individual pieces of equipment. 

What is an Equipment Pool? To put it simply, an equipment pool is your total stock of similar types of equipment (ie - bikes, jet skis, scooters, shuttles).

1. From the navigation bar, select Activities > Equipment > Equipment Pool
2. Click on Create Equipment Pool from the shortcuts panel.
3. Enter a Name for your Equipment. For instance, if you rent bikes, you might name the pool "Bikes." 
4. Save your Equipment pool.

Equipment pools are required for adding equipment to Rental activities only. Pools are optional for regular equipment/vehicles.

Creating Individual Pieces of Equipment

Now that you have your Equipment pool built, you can begin adding individual equipment.

1. From the navigation bar, select Activities > Equipment > Equipment
2. Click on Create Equipment from the shortcuts panel.
3. Select your Equipment Type.
4. Name the piece of equipment (ie - Bike 1, Jet Ski 4).
5. Add it to the applicable Equipment pool using the Select button.
6. Enter the capacity for the piece of equipment (ie - a standard bike would be 1, a tandem bike would be 2). 
7. Save your Equipment.

Equipment Types

Creating Batch Equipment

If you have a large amount of equipment in a pool (i.e. - 100 buses), rather than entering them one at a time, you can create them all at once and Zaui will number them for you. Phew!

1. From the navigation bar, select Activities > Equipment> Equipment.
2. Click on Create Equipment from the shortcuts panel.
3. Select your Equipment Type.
4. Name the equipment (don't worry about the numbers, Zaui will take care of that for you).
5. Enter the number of inventories you wish to create, up to 1,000.
6. Add it to the applicable equipment pool using the Select button.
7. Enter the capacity to be allocated to each piece of equipment (ie - number of seats available in the vehicle).
8. Save your equipment to create your equipment

Batch-created inventories will need to be edited one at a time if you need to make any changes. Be sure to double-check your settings before creating inventories.

Assigning Capacity/Equipment to Standard and Point to Point Activities

While creating your new Standard, Interval or Point to Point activity, follow these steps to assign capacity/equipment.  

1. From the navigation bar, select Activities > Activity List.
2. Click on the Activity Name you wish to set the capacity/equipment for. 
3. Scroll down to the Capacity and Equipment Assignment section.
4. Select an activity under Availability Managed By or select a piece of equipment under Equipment
   • If you would like this activity to be the child of another activity (share the other activity's equipment), select the parent activity to link to. You can learn more about shared equipment from this article.
   • Selecting a shared activity or piece of equipment will hide Max Capacity as the equipment will determine the max capacity available.
5. Selecting Availability to Employee Ratio will limit the availability of the number of guests per employee assigned to the system. For example, a ratio of 1:5 will set a max capacity of 5. If you add another employee to the activity, the max capacity will increase to 10. leaving this setting at 1 : 00 will ignore this setting.
6. Select Consider this activity sold out when I have _____ passengers (per date) if you do not know which piece of equipment will be offering this activity until closer to the tour date OR your tour does not operate with a piece of equipment. This option will not be visible if you share the inventory with another activity or have a piece of equipment assigned.
   
   • If you wish the above feature to apply until additional vehicles are added from the dashboard or staff schedule, select the next flag for Disable this when I begin managing my capacity from the desktop (per date). For more information on how to change capacities on a daily basis, please refer to this article.
7. You have the option to make this a Private activity by selecting Private Bookings. Check out this article for more details on how that works.
8. Allow Free Sell will not limit the maximum number of guests able to book. This option will not be visible if you have Availability Managed By, Equipment or Max Capacity set.

Assigning Capacity to Interval Activities

For interval activities, only numbered capacities can be set. 

1. From the navigation bar, select Activities > Activity List.
2. Click on the Activity Name you wish to set the capacity/equipment for. 
3. Scroll down to the Capacity and Equipment Assignment section.
4. In Capacity, define how often the interval should be created, and the maximum capacity per time. 

Note: Interval activity capacity works in tandem with the start and end times of activity, configured in the Activity Name/Date Information section. For example, you are offering a tour every 2 hours from 8 am to 6 pm, you would enter 08:00 for your Start Time and 18:00 for your End Time.

If your interval activity is offered at inconsistent times (ie - one at 8 am, then another at 11 am, then another at 1:30 pm etc.), use the cancellation tool to block off time slots in between the times you are running your tour to create your schedule. Learn more about setting up activity cancellations in this article.