Check Availability
How the Resytech scheduling engine checks availability, handles conflicts, and prevents overbooking.
Resytech's scheduling engine automatically manages availability across your activities, equipment, and time slots. Understanding how availability works helps you make better decisions when creating bookings, rescheduling, and handling conflicts.
How availability is calculated
When you or a customer attempts to book a time slot, the system checks multiple factors:
| Factor | Description |
|---|---|
| Activity schedule | The activity must be configured to operate on the requested day and time. This includes operating hours, blackout dates, and day-of-week settings. |
| Equipment inventory | The requested equipment must have sufficient available quantity. If 5 kayaks exist and 4 are already booked at that time, only 1 remains available. |
| Duration | The requested time must fit within an available duration slot for the activity. |
| Existing bookings | Only Confirmed and Pending bookings count against availability. Draft and Canceled bookings do not consume capacity. |
Where availability is checked
During booking creation
When using the Schedule scheduling type in the booking wizard, the system:
- Loads the activity's calendar configuration.
- Generates available time slots for the selected date, factoring in equipment inventory and existing bookings.
- Displays only time slots that can accommodate the requested equipment and party size.
When using the Custom scheduling type, availability is not checked. You are responsible for ensuring the time slot does not conflict.
During rescheduling
Calendar-based reschedule: The system generates available time slots on the new date, identical to the booking creation flow. Only valid, non-conflicting slots are shown. See Reschedule a Booking.
Manual reschedule: The system runs a conflict check that examines:
| Conflict Type | Description |
|---|---|
| Equipment conflict | The same physical equipment is booked by another reservation during the requested time window. |
| Facilitator conflict | A facilitator assigned to this booking is also assigned to another booking at the same time. |
Conflicts are presented as a list showing each conflicting booking's confirmation code, date, time, activity, and customer name. You can review conflicts and decide whether to proceed.
During activity changes
When changing a booking's activity, the system checks whether the new activity is available at the booking's current time slot. If not, you must select a new time from the available slots for the new activity.
The role of booking status in availability
| Status | Consumes Availability |
|---|---|
| Confirmed | Yes |
| Pending | Yes |
| Draft | No |
| Canceled | No |
This means:
- Draft bookings never block time slots for other customers.
- Canceling a booking immediately frees its time slot.
- Pending bookings hold their time slot. Use auto-expire to release holds that are not confirmed within a time window.
Equipment exclusivity across activities
Equipment in Resytech is shared across activities. If a jet ski is assigned to both "Jet Ski Rental" and "Jet Ski Tour", and a customer books that jet ski for the rental, it becomes unavailable for the tour during the same time window. The scheduling engine handles this cross-activity exclusivity automatically.
Understanding calendar responses
When the system generates a calendar for rescheduling, it may return different response types:
| Response | Meaning |
|---|---|
| Available time slots | Standard slots the booking can be moved to. |
| Manual action required | The activity's scheduling configuration does not support automatic time slot generation (e.g., dynamic durations without a matching configuration). Use manual rescheduling instead. |
Tips
- Pending bookings hold availability. If you have customers who tentatively reserve but haven't paid, their Pending bookings prevent other customers from booking that slot. Use auto-expire to release these holds automatically.
- Draft bookings are invisible to the scheduling engine. Use Draft status for bookings that are purely informational or in early planning stages -- they will not block any time slots.
- Force reschedule overrides conflicts, not physics. If you force a reschedule past a conflict, both bookings will exist at the same time. Make sure you have a plan (extra inventory, canceling the other booking, etc.).
- Equipment quantity is the bottleneck. The most common reason a time slot is unavailable is that all units of the requested equipment are already booked. Check your equipment quantities if you are running out of slots unexpectedly.
Common questions
Why does a time slot show as unavailable when the calendar looks empty? The calendar only shows Confirmed and Pending bookings for your location. The time slot may be blocked by an equipment conflict from a different activity, a blackout date, or the activity's operating hours.
Can I override availability and force a booking? Yes. Use the Custom scheduling type when creating a booking, or enable Force Reschedule when doing a manual reschedule. These bypass the availability engine entirely.
Does canceling a booking immediately free the slot? Yes. As soon as the status changes to Canceled, the time slot and equipment become available for other bookings.