Manage Session Capacity with the Date-Time Availability Field

A coaching center specialized in JEE preparation is open from 3:00 PM to 8:00 PM. The center usually has enough staff for a maximum of 10 students per hour, but for a specific JEE Mock Analysis session held at 4:00 PM – 5:00 PM, they can accommodate 20 students due to extra staff availability.

The goal is to maintain a standard 10 student limit for most hourly slots but override the 4:00 PM slot to a limit of 20. This ensures the JEE Mock Analysis session accepts 20 bookings, while all other coaching slots remain restricted to 10.

Watch a quick video to understand how to configure this

Form Building

The coordinator creates an enrollment form to collect student details, incorporating the Date-Time Availability field to manage the enrollment process.

Coaching Enrollment Form

General

To create the time-based limits, the coordinator configures the General settings as follows:
General Settings

Field Label: Sets name as Book Your Tutoring Slot.

Time Format: 12 Hours.

Slot Duration: Sets a Custom Duration of 1hr.

Time Range: Custom Timing from 3:00 PM to 8:00 PM.

Slot Availability

Availability Configuration: Choose Time Slot Limits as the coordinator wants to restrict enrollment based on time.

Default Time Slot Limit: This is set to 10.

Customize specific time slot limits: Checks this and sets Time as 4:00 PM - 5:00 PM and Slot Limit as 20.

Slot Summary

Slot Summary
Here the coordinator can review the generated hourly slots and verify that the 4:00 PM slot correctly shows a limit of 20 while others show 10.

Live preference

The coordinator then customizes the user-facing settings:
Live Preferences

Button Label: Sets the button text to Check Availability.

Show Slot Duration: Enabled to show the slot duration in the shared form.

Duration Label: Sets the label as Class Timing.

Action on Reaching Time Slot Limit: The coordinator chooses to disable the time slot once the limit is reached so selects Disable Time Slot.

Message on Reaching Slot Limit: Enters a notification as: " This JEE coaching session is full. Please choose another available timing."

How this Works

A student selects the JEE Track and picks the 4:00 PM slot. Upon submission, the system tracks the count. Once 20 students book the 4:00 PM slot, it becomes unavailable, ensuring the center never exceeds its staff capacity.

By implementing the Date-Time Availability field with a customized limit, the center has automated its hourly enrollment, ensuring real-time capacity management and a seamless booking experience for JEE aspirants.

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