In Fieldbook, managing services effectively requires understanding two key concepts: Service Capacity and Service Quantities.
Service Capacity refers to the maximum number of people that a single service can accommodate per reservation.
Service Quantities refer to the number of reservations or units of a service you need to book based on the group size.
Setting Service Capacity
When you add a service to Fieldbook, you will be asked to define the Service Capacity. This is crucial in ensuring that each service can accommodate the intended number of participants.
Service Capacity is the maximum number of people a service can accommodate per reservation, ensuring that there is sufficient capacity for everyone assigned to that service. For example:
A Double Room has a capacity of 2, meaning it can accommodate 2 people per reservation.
A Triple Room has a capacity of 3, meaning it can accommodate 3 people per reservation.
A 12-seater Bus Hire service has a capacity of 12, as it can accomodate up to 12 people per reservation
A Camp Site where you book individual sites for each participant has a capacity of 1.
A Camp Site where you book the entire site, which can accommodate 30 people, has a capacity of 30.
For services without a passenger limit, such as an audio system, you should select ‘Unlimited capacity.’
Setting Service Quantities
When you add a service to a package or departure, you will need to specify the number of services required for your departure, known as Service Quantities.
Service Quantities specify how many units of a service you need based on the number of people in your group. Think of it as the number of reservations that need to be made. For example:
If you have a group of 12 guests and need twin share rooms (capacity 2), you will need to reserve 6 twin rooms (i.e., quantity of 6).
If you are hiring a 12-seater van (capacity 12) for 20 guests and staff, you will need 2 vans (i.e., quantity of 2). This setup leaves you with 4 extra seats.
If you are reserving a lunch (capacity 1) for a group of 6 guests, you will need 6 lunches (i.e., quantity of 6).
If you need to hire a presenter with unlimited capacity, you only need to hire 1 presenter (i.e., quantity of 1).
Conclusion
Understanding and correctly setting Service Capacity and Service Quantities in Fieldbook is essential for streamlined tour management. By configuring your services appropriately, you can avoid overbooking or underbooking, ensuring a smooth experience for all participants.