Manage your resources

This page concerns activities / excursions (boats, guides, vehicles, etc.).

Hotels are not covered here : for a hotel, you first manage nights, availability and rooms.

Resources serve to avoid double bookings when an experience depends on actually limited elements (boat, skipper, vehicle…). HolaOlas automatically checks resources before accepting a booking.

### Participants (capacity)

Use capacity when the limit is simply "how many people can I take".

Examples :

• 8 simple kayaks (1 person = 1 kayak) → capacity = 8
• 12 bikes → capacity = 12
• 20 spots on a group activity → capacity = 20

### Resources

Use resources when the limit is "do I have enough equipment/team for this booking".

Examples :

• 2 private boats → resource "Boat" quantity = 2
• 3 skippers → resource "Skipper" quantity = 3
• 1 transfer vehicle → resource "Vehicle" quantity = 1

💡 Important : resources are consumed per booking, not per participant.

In the experience creation/editing form:

1. Add a resource (clear name)

• "Boat"
• "Skipper"
• "Transfer vehicle"

2. Indicate how many you have (quantity)

3. Indicate how many are needed per booking

In 95% of cases: 1

### Example 1 (private mode): private boat excursion

You have :

• 2 boats
• 2 skippers

Configuration :

• Resource "Boat" → quantity 2, required 1
• Resource "Skipper" → quantity 2, required 1

Result :

• 2 private bookings possible at the same time slot
• The 3rd is refused (no more boat/skipper available)

### Example 2 (private mode): activity that depends on a single vehicle

You have :

• 1 vehicle for transfers

Configuration :

• Resource "Transfer vehicle" → quantity 1, required 1

Result :

• Only 1 booking possible at the same time slot (even if you have space)

### Example 3 (capacity only): simple kayak rental

You have :

• 8 simple kayaks (1 kayak per person)

Configuration :

• Capacity = 8
• No resources

Result :

• Up to 8 participants (according to your capacity logic)
• No need for "kayak resource", it would be redundant and confusing

If your experience is "shared" because multiple clients join the same departure, then:

• Use capacity to limit participants
• Only add resources if each booking triggers a separate departure

Why : resources are consumed per booking.

So if you set "Guide = 1" and allow multiple "shared" bookings on the same time slot, the system will block after the first booking, even if you just wanted to "fill the group".

💡 Simple phrase to remember :

In shared mode, use resources only if each booking corresponds to a distinct departure. If multiple bookings should fill the same departure, use capacity (participants) instead.

If two experiences use exactly the same resource name, they share the same pool (e.g., "Boat" in two experiences).

💡 Tip : keep simple and identical names:

• "Boat"
• "Skipper"
• "Transfer vehicle"

Resources are automatically released :

• If a booking is cancelled → Resources become available immediately
• If a booking is refunded → Resources become available
• If payment fails → Resources become available after 15 minutes

Q: Can I set quantity = 0?

A: Yes, this temporarily disables the resource. No booking will be able to use it.

Q: What happens if I change the quantity?

A: Existing bookings don't change. Only new bookings will use the new quantity.

Q: Can I delete a resource that is being used?

A: No, the system prevents you from deleting a resource with active bookings. Cancel the bookings first.

Q: Does it work with hotels (multi-day bookings)?

A: Hotels are not covered by this system. For a hotel, you first manage nights, availability and rooms.

Q: How do I know if a resource is available?

A: The system checks automatically. If a resource is not available, the booking is refused with a clear message.