Managing attendee flow is critical to delivering seamless, high-quality event experiences. The Availability Management module in the Organizer App equips organizers with the tools to track session attendance in real time, manage room limits, and adapt dynamically to changing demands.
Availability Management
In the Availability 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.
Availability Overview
Total Availability: A progress bar represents the total event availability at the top of the page.
Available Availability: The event's available availability is displayed next to the label "Available availability." Attendees can be accommodated.
Checked-In: The number of attendees who have already checked in is shown next to the label "Checked-In."
Remaining availability: The progress bar shows available seats or spaces. The red portion represents the used availability, while the blue represents the remaining availability.
Tracking Methods
Organizers can choose from two tracking options:
Dynamic Counting
Automatically tracks availability in real-time based on attendee check-ins.
Ideal for live monitoring of session occupancy.
Custom Availability
Allows organizers to manually set a fixed availability limit for the session.
Best used for sessions with known room limits or restricted entry.
Helps manage attendance efficiently and avoid overbooking.
These flexible options help organizers maintain control over attendance, avoid overcrowding, and ensure an optimal attendee experience.
Availability Mode and Session Statistics Overview
The availability and Statistics section helps organizers track real-time session performance and make informed decisions based on attendance, demand, and check-in data. Switching between availability modes gives flexibility in managing dynamic vs. fixed session limits.
Changing Availability Mode
When switching between Dynamic Counting and Custom Availability, 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 availability logic.
Session Statistics Dashboard
Once inside the session, detailed statistics offer a comprehensive view of its health.
Key Metrics Displayed:
Total Availability: Shows the total room availability 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 availability, 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 availability overflow if needed.
Custom Availability
The Custom availability option gives organizers more control over session limits by allowing manual entry of attendance thresholds. Two availability-setting modes are available: Numeric Mode and Percentage Mode.
Custom Availability Modes
Numeric Mode
Organizers can manually enter a custom number to define the starting point for available seats.
This number adjusts automatically as attendees check in.
A manual availability indicator appears to signal that availability is being tracked based on a custom value.
Useful when organizers need to override default availability logic for a session.
Percentage Mode
Organizers set availability as a percentage of the session’s total availability.
The system calculates the corresponding seat count automatically.
Helpful for sessions with flexible layouts or dynamic room usage.
Availability Behavior and Visual Feedback
Real-time Adjustments: The system continuously updates available seats and availability indicators based on attendee check-ins.
Session Status Labels: availability 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 availability Warning: A banner appears on the session screen when manual availability 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.
Availability and Demand Indicators Overview
Availability Indicator
Organizers can tap the availability icon on any session card to access a detailed availability legend. This legend outlines what each color represents in terms of room occupancy percentage.
Session availability 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 – availability Reflection
availability 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 availability
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.
To learn more about different access privileges for management availability, check this link.