How to automatically match appointment capacities to demand
In the appointment settings, you can add on-demand resources alongside fixed resources. These stand ready on call at first and are only used automatically when needed. Here is how dynamic capacity planning works behind the scenes:1
No fixed allocation
On-demand resources are assigned to an appointment but not yet blocked.
2
A booking triggers provisioning
As soon as a booking claims capacity, anny automatically assigns a matching on-demand resource.
3
Automatic calendar blocker
With the assignment, a blocker is created in the resource’s calendar.
4
Protection against double booking
During the same period, the resource is no longer available as on-demand for other offers.
5
Real-time capacity adjustment
The appointment’s capacity updates dynamically, depending on: booking status, available on-demand resources, and their individual capacity.
Requirements and notes
For the logic to work cleanly, keep the following in mind:- Maintain availabilities: On-demand resources must have correct availabilities so they are only considered for matching appointments.
- Clean assignment: If resources can only serve certain offers, this restriction must be mapped correctly through the link.
Practical example: tourism agency
An agency offers 5 parallel tours. Guides are on-demand resources with a capacity of max. 10 guests per guide.
Both guides are now no longer available for other tours in the same period. The capacity adjusts automatically, without any manual intervention.
Related articles
- Getting Started: Courses: Set up courses with sessions, capacities, and recurring appointments.
- Smart Availability: Learn how to define complex availability rules for your resources.
- Resources and Child Resources: Understand the difference between main and child resources.
- Schedules: Define regular opening hours for your resources.
- Available Slots: Create individual bookable time slots for events, courses, or workshops.