Configuring Event Capacity – Pool Queue

Overview

Event capacity is a feature in Pool Queue that allows administrators to limit the number of participants who can declare for an event. This is useful for managing attendance at events where space is limited. The system automatically prevents additional declarations once the capacity is reached, ensuring that your event does not exceed its intended size.

Steps to Configure Event Capacity

1. Access the Event Settings

To begin, navigate to the event you wish to configure within the Pool Queue administration interface.

2. Define the Declaration Signup Period

Before you can set a capacity, you must define the event's declaration signup period by specifying the start and end dates:

Start Date: The date and time when participants can begin declaring for the event.
End Date: The deadline for participants to declare for the event.

Once the declaration signup period is defined and saved, the capacity options will become available.

3. Set the Declaration Capacity

In the event settings, locate the "Declaration Capacity" section:

Unlimited Capacity: Select this option if you do not wish to limit the number of participants. This is the default setting.
Limited Capacity: Choose this option to restrict the number of participants. Once selected, an input field will appear, allowing you to specify the maximum number of participants allowed.

4. Display Capacity Information

If you choose to limit capacity, you have the option to display the remaining capacity to the public:

Check this option if you want the public to see how many spots are left. This will display a message such as "5 spots remaining" on the event page.
If this option is unchecked, participants will see a message indicating "Limited capacity" without showing the exact number of available spots.

5. Saving and Managing Capacity

After setting the capacity, save your changes. The system will automatically manage the capacity based on participant declarations.
If the event reaches full capacity, the declaration command will be disabled, and users will see a message stating "Event Full."

6. Adjusting Capacity Post-Save

Administrators can adjust the capacity at any time:

Increasing Capacity: If more spots become available, simply update the capacity number, and the system will allow additional declarations.
Decreasing Capacity: Reducing the capacity will not affect those who have already declared, but it will limit future declarations to the new capacity.

7. Handling Special Cases

If a participant's declaration is marked as "Denied" by an administrator, their spot will be released, and the system will automatically adjust the remaining capacity accordingly.

8. Technical Caveat

Important: If the current count of declarations is close to the capacity limit, and an account holder has multiple members to declare, the system may allow all members to declare, even if it exceeds the set capacity. For example, if the current count is at 3 and the capacity is at 4, an account holder with multiple members may be able to declare all of them, potentially going over the capacity limit. Administrators should be aware of this behavior when managing event capacity.

FAQs

Q1: Can I change the capacity after participants have already declared?

Yes, you can increase or decrease the event capacity at any time. However, reducing the capacity will not remove participants who have already declared.

Q2: What happens when the event reaches full capacity?

When an event is full, the declaration button will be disabled, and participants will see a message indicating that the event is full. No further declarations will be allowed unless the capacity is increased.

Q3: Is there an option to show participants the remaining capacity?

Yes, administrators can choose to display the remaining capacity on the event page. If enabled, participants will see the number of spots remaining.

Q4: What happens if an account holder with multiple members declares when the event is near capacity?

If an account holder has multiple members to declare, and the event is near capacity, the system may allow all of their members to declare, even if this exceeds the set capacity. Administrators should be aware of this potential situation.

Conclusion

Configuring event capacity in Pool Queue is a straightforward process that helps you manage event attendance efficiently. By setting and controlling capacity limits, you can ensure your events run smoothly and within the desired participant limits. Keep in mind the technical caveat regarding multiple declarations to avoid exceeding the intended capacity.