Decide for yourself when and how many customers can make reservations

Let customers choose only from the time slots you offer

A private tour may be available every week, but that doesn't mean it's available at any time of day. Perhaps you offer them Monday through Saturday, only in the morning, or exclusively during a certain time of year.

In Eguide, you set these standard availability options once. You determine when the tour or activity becomes bookable, on which weekdays it takes place, and between what hours customers can start.

This means you don't have to specify for each date individually when it can take place. The fixed weekly schedule serves as the basis and is automatically applied within the selected period.

Availability is tied to the tour or activity you set up earlier. This ensures that the practical details and bookable times remain the same for that offering.

Add exceptions without changing your weekly schedule

Your regular schedule doesn't stay the same all year round. During vacation periods, you might offer additional time slots, while on holidays or during events, you might be slightly less available.

In addition to your regular weekly schedule, you can therefore add individual events. You can do this for a single specific date, or for a longer period with your own days and times.

Is a tour temporarily unavailable? In that case, you can close it for a full day, a range of dates, or just certain hours. You don't need to delete your regular schedule and rebuild it later.

Customers will see these changes when they select an available date and a suitable time. Times when the business is closed can no longer be selected through the online booking process.

Determine how many bookings can be accommodated at any given time

An available time slot doesn't necessarily indicate how many bookings you can accept during that time. You may be able to host several small groups at the same time, but there is also a maximum limit on the total number of participants.

For each time slot, you can therefore set a limit on the number of groups, the total number of participants, or both.

For example, you can allow a maximum of three groups, with no more than sixty participants in total. Once one of those limits is reached, customers can no longer add any additional groups for the time being.

If you don't have a fixed limit for groups or participants, you don't need to set that limit. This way, the capacity matches how you actually organize the tour or activity.

If a booking consists of multiple groups, you can assign each group separately and specify the appropriate language and guide.

Also keep in mind requests that haven't been confirmed yet

A time slot may already be partially booked before a reservation is finalized. An online request may still need to be reviewed, or a customer may have received a proposal to which they have not yet responded.

Eguide is holding that space for you. That way, the same capacity won't be offered to another customer in the meantime.

Proposals are also counted as soon as they are created. If an application is canceled, definitively rejected, or a proposal expires, the reserved capacity becomes available again.

This gives your team a more realistic picture of what can still be accepted. You don't have to rely solely on confirmed bookings and then realize afterward that several pending requests were actually intended for the same time slot.

Keep the flexibility to take action on your own

Sometimes you may decide to manually add a booking to a fully booked time slot. An authorized employee can do this after Eguide displays a warning.

That exception does not change the set capacity. For customers, the time slot remains closed once the online limit is reached.

This way, your team retains the flexibility to make its own decisions in exceptional situations, without the moment becoming available online again afterward.