In the left-hand menu of BookSpot, you’ll find Availability. This section gives you a quick and easy overview of your products’ scheduled start times, availability, and capacity.
This is the hub for managing all scheduling of your products.
Adjust Capacity
By clicking on a specific start time for a product and selecting Edit Capacity, you can adjust the number of bookable spots for that particular start time.
Block a Start Time
If you need to cancel a departure or close off a start time — for example due to bad weather or staff illness — you can block it. To do so, click on the start time > Block Start Time.
You’ll then be able to choose whether to block just that specific start time or all start times up to a selected date.
Note: Blocking a start time only prevents new bookings for that specific time — bookings can still be made that span across the blocked start time.
If you want to fully block a time period so that no bookings can span across it, we recommend creating a block booking instead.
Blocking a start time will not affect any existing bookings for that time. If you want to move or cancel existing bookings, you’ll need to do so manually.
You can also send a mass message to all bookings on that start time to inform them of the changes.
Bulk Actions
By clicking on Bulk Actions, you can select multiple days, start times, and products at once to adjust capacity, block start times or remove existing blocks.
Edit Schedule
From the Availability view, you can also update the schedules of your products.
Note: If you adjust the capacity of a start time that belongs to a product with automatically generated start times, the capacity for all start times for that product on that day will be affected.
Edit Start Time Details
Here’s what you can customise when editing a start time:
Title: Add an internal label for the start time (e.g., a specific vehicle or guide assigned). This is only visible to admins and also appears in the calendar view.
Booked: Shows how many bookings are currently assigned to that start time.
Status: Displays how many spots are available, how many are booked, and how many are occupying the time due to bookings starting earlier but extending into this time.
Book: A shortcut to quickly create a new booking for a customer at this specific start time.
Staff: Assign staff/users to the start time – great for assigning instructors, guides, or drivers. This will also appear in the calendar view.
Description: Add an internal note, e.g. “Don’t forget to refuel the van”. This will appear in the calendar view as well.
Public Description: Add a customer-facing message for this start time. This will appear in a blue info box during the booking process.
When you click on a start time, you’ll see the Manifest for that time slot. You can also choose to view bookings whose durations extend across the selected start time.
Some users prefer managing bookings directly from the Availability view to mark bookings as started or completed.
QR-scanning
If you have QR scanning enabled, you can also check in your customers using your mobile device directly from the Availability view by clicking the QR icon () in the top right corner. Click here to learn more about QR-scanning.
Colour-Code Your Products & Categories
Products
To improve visibility and quickly differentiate between products in both the calendar and the Availability view, you can now assign colours to your products.
Go to Products & Experiences > Edit (on the desired product) > Information > Internal Colour.
