Capacity Management
In the Capacity Management section of the Organizer App, organizers can track real-time attendance, check-in status, and available spots across ticket categories. This visual tool helps manage entry flow, optimize allocations, and ensure smooth check-ins.
Capacity Overview
Total Capacity: A progress bar represents the total event capacity at the top of the page.
Available Capacity: The event's available capacity is displayed next to the label "Available Capacity." attendees can be accommodated.
Checked-In: The number of attendees who have already checked in is shown next to the label "Checked-In." Here, 23,000 people have checked in.
Remaining Capacity: The progress bar shows 7,000 available seats or spaces. The red portion represents the used capacity, while the blue represents the remaining capacity.
Tracking Methods
Organizers can choose from two tracking options:
Dynamic Counting
Automatically tracks capacity in real-time based on attendee check-ins.
Ideal for live monitoring of session occupancy.
Custom Capacity
Allows manual entry of a fixed capacity value for a session.
Useful for sessions with pre-set room limits or restricted access.
These flexible options help organizers maintain control over attendance, avoid overcrowding, and ensure an optimal attendee experience.
Capacity Mode and Session Statistics Overview
The Capacity and Statistics section helps organizers track real-time session performance and make informed decisions based on attendance, demand, and check-in data. Switching between capacity modes gives flexibility in managing dynamic vs. fixed session limits.
Changing Capacity Mode
When switching between Dynamic Counting and Custom Capacity, organizers are prompted with a confirmation message to avoid accidental changes.
Prompt Details:
Alert notifies that the current count will reset based on the new mode.
Options: Cancel or Confirm the change.
Ensures organizers make deliberate decisions before adjusting tracking logic.
Once confirmed, the app immediately updates the session's capacity logic.
Session Statistics Dashboard
Once inside the session, detailed statistics offer a comprehensive view of its health.
Key Metrics Displayed:
Total Capacity: Shows the total room capacity and number of available seats.
Session Demand: Visual indicator of how many attendees are interested in or allocated to the session.
Checked-In Breakdown: View how many attendees have checked in, organized by ticket types or badge groups (e.g., Platinum, Sports).
Demand Labels: Tags like “Normal Demand” give a quick insight into session popularity.
This dashboard empowers organizers with live feedback to manage overbooking, balance capacity, and monitor session health at a glance.
Venue Information
Lists assigned venue and room.
Shows how many sessions are planned in that space.
Aids in tracking traffic and planning for capacity overflow if needed.
Capacity Management - Custom Capacity
The Custom Capacity option gives organizers more control over session limits by allowing manual entry of attendance thresholds. Two capacity-setting modes are available: Numeric Mode and Percentage Mode.
Custom Capacity Modes
Numeric Mode
Enables organizers to set an exact number of available seats for a session.
The system updates this number in real-time as attendees check-in.
Best suited for sessions with a fixed room size or strict attendance limit.
Percentage Mode
Allows capacity to be set as a percentage of the total session limit.
The app automatically calculates and adjusts the available seat count based on the defined percentage.
Ideal for flexible seating arrangements or variable room sizes.
Capacity Behavior and Visual Feedback
Real-time Adjustments: The system continuously updates available seats and capacity indicators based on attendee check-ins.
Session Status Labels: Capacity status is displayed using clear indicators such as "Still Room," "Almost Full," and "Full."
Confirmation Prompt: When switching between Numeric and Percentage modes, a confirmation message is shown to ensure intentional changes.
Custom Capacity Warning: A banner appears on the session screen when manual capacity is active, reminding organizers that changes may not reflect automatic check-ins.
This functionality ensures greater flexibility in managing session attendance while minimizing the risk of overcrowding or miscommunication.
Capacity and Demand Indicators Overview
Capacity Indicator
Organizers can tap the capacity icon on any session card to access a detailed capacity legend. This legend outlines what each color represents in terms of room occupancy percentage.
Session Capacity Details
The indicator uses a color-coded scale from 0% to 100%, based on the number of seats taken.
This helps organizers track how full a session is and plan accordingly.
Real-time updates ensure accuracy as check-ins happen.
Event App – Capacity Reflection
Capacity changes in the Organizer App are reflected instantly in the Event App.
Attendees can see status messages such as “Filling Fast” or “Full,” helping guide their session selection.
This improves session flow and helps balance attendance across the event.
Demand Indicator
The demand indicator shows how much interest a session is generating before it begins, based on how many attendees have added it to their calendar.
Demand Indicator Details
Normal Demand: Up to 100% of capacity
High Demand: Between 100–200%
Extremely High Demand: Over 200%
Organizers can tap the demand tag to view the exact percentage breakdown.
Event App – Demand Reflection
Demand levels updated in the Organizer App are automatically shown in the Event App.
Attendees see tags like “High Demand,” helping them prioritize sessions.
This enhances planning for both organizers and attendees by signaling popularity in advance.