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Resource Management - Limit Tickets to an Experience by a Resource

Resource Management Limit Tickets Experience Resource: Resource management in Understory allows you to control how many tickets can be sold for an experience based on the availability of essential resources like equipment or staff.

Updated over a month ago

By connecting resources to your experiences, you ensure that bookings never exceed what you actually have available, automating limits and preventing overbookings.

Getting Started

How to Create a Resource Type

  1. Go to Experiences → See resources at the bottom of the page → You’ll see a list of your resource types (like kayaks, etc.)

  2. Click + Resource type (top right or bottom of resource list) → A new entry form will appear
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  3. Give your resource type a name (e.g. Kayak,) → Name will show for you and staff
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  4. Set the capacity per resource (e.g. 1 kayak seats 1) → Capacity is set for each item
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  5. (Optional) Add a follow-up time if your resource needs a buffer to get ready for the next use (e.g. cleanup or prep) → Ensures no back-to-back bookings if not ready
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  6. Click Create → Your new resource type is saved
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How to Attach a Resource to an Experience

  1. Open the Experience you want to update → Navigate to the experience details page
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  2. Scroll down to Resources and click Add resource → Opens a list of available resource types
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  3. Choose the resource type to assign (e.g. Kayak)
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  4. Decide how the resource should be applied:

    1. Per Event → Resource used once per event

    2. Per Booking → One resource per booking/reservation. This affects max booking size to the capacity of the resource.

    3. Per Ticket/Add-on → Each specific ticket/add-on gets one resource of a specific type allocated (e.g. one kayak per guest)
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  5. Click Save → Resource is now tied to your experience and controls how many guests can book

How Resources Affect Availability

  • If you have a resource type Kayaks with 5 resources, and you attach Kayaks as per ticket, only 5 people can book the experience/event.

How limiting experiences by resources works

By attaching a resource type (like bikes, iPads or kayaks) to an experience and deciding how they’re allocated (per event, booking, or ticket), Understory automatically caps ticket sales if you run out of that resource. For example, if you only have 3 bikes, only 3 tickets can be sold if each guest needs a bike. This prevents overbooking and ensures a smooth guest experience.

Business owners use this to:

  • Match ticket sales to real-world inventory (e.g. only 8 surfboards on hand)

  • Schedule staff without risk of double-booking instructors

  • Ensure every guest receives what’s promised

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