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Setting Up Availability

Availability defines when your experience can be booked. Each available time slot is called a session — it has a date, a start time, and a capacity (the maximum number of participants). Customers can only book sessions that you have made available.

Two Approaches to Availability​

EquipDash offers two ways to manage when your experience runs:

Manual​

You add individual sessions one at a time. This gives you full control over every session — perfect for experiences that run on irregular schedules or special one-off events.

See One-Time Sessions for details.

Recurring​

You define a pattern — the days of the week, the time slots, and a date range — and EquipDash generates the sessions automatically. This is ideal for experiences that run on a regular, repeating schedule.

See Recurring Schedules for details.

Choosing Your Approach​

You select the availability management method when creating an experience in Step 3 of the wizard, under the availability management question. You can choose:

  • Manually create dates/times — Best for irregular schedules, special events, or when you want to add sessions only as needed.
  • Recurring schedule based on days/dates/times — Best for experiences that run on the same days and times every week or within defined seasons.

You can change this setting later by editing the experience. Switching from Manual to Recurring (or vice versa) will not delete any sessions you have already created.

The Availability Table​

Regardless of which approach you use, all sessions appear in the Availability tab on the experience detail page.

The Availability tab showing a table of sessions with columns for ID, Date, Time, Status, Capacity, Booked slots, Available slots, Guide(s), and Actions

This table shows:

  • ID — The session identifier.
  • Date — When the session takes place.
  • Time — The start time of the session.
  • Status — Whether the session is Available, Full, or Past.
  • Capacity — The maximum number of participants.
  • Booked Slots — How many spots have been booked.
  • Available Slots — How many spots are still open.
  • Guide(s) — Which staff members are assigned as guides for that session.

Filtering and Sorting​

You can filter the availability table to find what you need:

  • Status filter — Use the dropdown in the top-right to show Upcoming sessions only (default), Past sessions, or All.
  • Date filter — Use the date picker to jump to a specific date.
  • Sort — Click any column header to sort by that column.

Editing a Session​

  1. Click the Edit icon on the session row.
  2. Update the date, time, capacity, or assigned guides.
  3. Click Save.

Deleting Sessions​

Single session: Click the Delete icon on the session row and confirm.

Bulk delete: Select multiple sessions using the checkboxes, then click the Bulk Delete button that appears and confirm.

caution

Deleting a session that has existing bookings will not cancel those bookings, but the session will no longer appear in the schedule. Consider whether you need to notify affected customers before deleting.

Default Capacity​

When you create an experience, you can set a Default Capacity. This is the number of participant spots automatically assigned to new sessions. You can override the capacity on individual sessions after they are created.

If you do not set a default capacity, sessions will have unlimited capacity (no participant limit).

Next Steps​

Depending on which approach you chose: