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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.

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, if created (like kayaks, etc.)

  2. Click Resource type → A new entry form will appear
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  3. Give your resource type a name (e.g. Kayak,) → Enter it in the field labelled "Resource type name" → Name will show for you and staff
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  4. Set the capacity per resource (e.g. 1 kayak seats 1) → "Capacity per resource" opens a sub-page with a "capacity" number field; enter the capacity and click Save
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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) → "Set a hidden buffer time after a booking to prepare the resource" in the Days/Hours/Minutes sub-panel
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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 event date you want to add resources
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  2. Click Edit, then click “Resources” → This opens a list of available resource types, or you can add one directly in this flow
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  3. Choose the resource type to assign (e.g. Kayak)
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  4. Under “Reserve”, decide how the resource should be applied:

    1. One per event → Resource used once per event

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

    3. One per ticket/add-on → Each specific ticket/add-on gets one resource of a specific type allocated (e.g. one kayak per guest). Choosing this option reveals a required “Select Ticket / Add-on” field → pick the ticket or add-on the resource applies to (e.g. Adult). The rule can’t be saved until this is set.
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  5. **Under “Reserved for”, choose whether the resource is reserved for the Whole event or Part of the event**
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  6. Click Save in the resource panel, then click Save in the event edit panel → 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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