Event Capacity
In some cases, event organizers may not want to restrict the number of tickets sold within each ticket class but rather define a total limit for all registrations combined. The Event Capacity feature allows you to specify the total number of attendees who can register for your event, regardless of ticket class.
Availability: This feature is available in all plans of Zoho Backstage.
Enabling Event Capacity
- The event capacity applies to all ticket classes combined, ensuring that your attendee limit is respected across sales channels.
- Organizers can modify or disable event capacity at any time before or during the event, depending on their operational needs.
- Navigate to Registrations > Ticket Class from the Dock.
- Click Manage at the top of the screen. The Event Capacity side panel will appear.
- Enable the Event Capacity toggle.
- Enter the maximum number of attendees allowed for the event in the Capacity field.
- Click Save.
How Event Capacity Works
On the Event Website
When attendees purchase tickets from the event website, the system considers both:
- The individual ticket quantity limit
- The overall event capacity
If either of these limits is reached, tickets will no longer be available for purchase. The availability indicator displayed on the event website automatically updates based on these constraints.
While Adding Orders
When organizers manually add an order:
- If the new order would exceed the event capacity, a message appears explaining that the capacity has been reached.
- You can then choose whether to adjust the capacity or handle the order differently, based on your event’s needs.
During Registration Approval
When approving pending registration requests:
- If the approval would push total registrations beyond the event capacity, Zoho Backstage will show an alert message.
- The system provides options and next steps to resolve this, ensuring you remain in control of attendee numbers.
If the event has already reached its capacity and an approved attendee tries to complete their payment, they will be notified that the event is full and advised to contact the organizer directly.
When Importing Attendees
If you import attendee data into the event:
- The system checks the total number of new attendees against the event capacity.
- Any entries that exceed the limit will not be imported.
- Zoho Backstage displays the specific reason for each failed import entry to help you take corrective action.
Converting Missed Registrations to Orders
When you convert a missed registration into a confirmed order:
- The event capacity rule applies automatically.
- If adding the order would exceed the limit, the same alert and handling process appear as when manually adding orders.
Check-In During the Event
When the event capacity is reached, Zoho Backstage displays an alert during check-in (on both web and the mobile organizer app). You can choose to:
- Increase the limit by one just this once, allowing only the current check-in.
- Increase the limit by one for all future registrations, which updates the event capacity permanently and prevents this alert from appearing again.
If you have any questions, please contact support@zohobackstage.com.
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