Departures

Departures let you define which dates a dynamic trip runs on and how many participants each date can accept. Instead of a single fixed departure date, you create a schedule of bookable dates -- each with its own capacity, availability tracking, and product configuration. Customers see only the open dates when booking, and the system prevents overbooking automatically.

When to Use Departures

Departures are available only for dynamic trips. If your trip is set to Static, the Departures tab shows a notice explaining that you need to switch the trip type to Dynamic in Settings before you can add a schedule.

Use departures when:

• The same trip runs on multiple dates (e.g., a weekly city tour every Saturday)
• Different dates need different capacity limits (e.g., 20 seats on weekdays, 40 on weekends)
• You want to close specific dates to new bookings without deleting them
• You need per-product availability that varies by departure date

How It Works

Each departure represents one bookable date for a trip. When you add departures, the system also links every product on the trip to each new date, so you can control which products are offered and how many seats are available on a per-date basis.

Two Layers of Capacity

Departures work at two levels:

1. Trip-level departure -- Controls the overall capacity for a date. This is the ceiling: no matter how many individual products have space, the trip itself cannot exceed this number.
2. Product-level departure -- Controls capacity for each product (and its variants and duration options) on that date. This is the floor: even if the trip has space overall, a specific product can be sold out or on stop sale independently.

When a customer books, both layers are checked. The booking only succeeds if the trip-level departure has enough seats and the specific product they selected has enough seats for that date.

The Departures List

The Departures tab shows all scheduled dates for the trip in a table with these columns:

You can filter the list by date range using the Filters button to focus on a specific period.

Adding Departures

Click Add departures to open the scheduling panel. You fill in a date range and the system creates one departure for each matching day.

Step-by-Step

1. Open your dynamic trip and go to the Departures tab
2. Click Add departures
3. Set the From and To dates for the range you want to cover
4. Optionally select specific weekdays to include (e.g., only Monday, Wednesday, and Friday). Leave this empty to include every day in the range.
5. Set the Capacity -- the maximum number of participants per date. Leave it empty for unlimited capacity.
6. Set the Blocked count -- spots held back from public sale
7. Choose whether to enable Stop sale -- if turned on, the dates are created but not yet open for booking
8. Toggle Skip existing departures -- when on (the default), dates that already have a departure are left unchanged. When off, existing dates are updated with the new capacity and settings.
9. Add an optional Note for internal reference
10. Click Add departures

Weekday Filtering

The weekday selector lets you create departures only on specific days of the week. For example, if your tour runs every Saturday and Sunday from June through August, set the date range to cover those months and select only Sat and Sun. The system skips all other days in the range.

If you leave the weekday selector empty, a departure is created for every day in the range.

What Happens to Products

When new departures are created, the system automatically links every product on the trip to each new date. Each product-date combination gets its own capacity settings, initially inherited from the product's default capacity (or from variant and duration settings if the product has those). This means you can start taking bookings immediately without any extra setup -- and later fine-tune which products are offered on which dates if needed.

Editing a Departure

Click any departure date in the list (or use the Edit action from the row menu) to open the edit panel. You can change:

• Capacity -- Cannot be set below the number of participants already reserved
• Blocked -- Spots held back from sale
• Stop sale -- Toggle whether the date accepts new bookings
• Note -- Internal note

The edit panel also shows the current Reserved count so you know how many bookings exist before making changes.

Deleting a Departure

Use the Delete action from the row menu on any departure. You can only delete a departure that has zero reservations. If participants are already booked on that date, you need to cancel or move those bookings before the departure can be removed.

Per-Product Availability

Beyond the trip-level capacity for each date, you can control availability at the product level. Each product on the trip can have its own capacity, blocked count, and stop-sale setting for each departure date. This is useful when:

• A hotel has fewer rooms available on certain dates
• A specific activity is not offered on a particular day
• You want to close one product to new bookings while keeping the rest of the date open

Adding and Removing Products from a Date

By default, every product is offered on every departure. You can remove a product from a specific date to indicate it is not available that day, or add it back later. When you add a product to a departure, the system creates entries for every variant and duration combination the product offers, each with sensible default capacity.

A product cannot be removed from a departure if it has any active reservations for that date.

Capacity Inheritance

When a product is linked to a new departure, its capacity is determined by the most specific setting available:

1. Variant capacity -- If the product has variants with their own capacity, that value is used
2. Duration capacity -- If the product has duration options with their own capacity, that value is used
3. Product capacity -- Otherwise, the product's base capacity is used

This means you rarely need to set capacity manually for each product-date combination. The system picks the right default, and you only override where needed.

Availability on the Booking Portal

When customers visit your booking portal for a dynamic trip, they see a calendar showing only the dates that have a scheduled departure. Each date is color-coded:

• Green -- Open for booking, with available spots shown
• Amber -- Sold out (all capacity is reserved or blocked)
• Red -- On stop sale (explicitly closed to new bookings)

Dates without a departure do not appear in the calendar at all. Customers can only select dates that are open and have available capacity.

Stop Sale

Stop sale is a way to temporarily close a departure date to new bookings without deleting it. When you enable stop sale on a departure:

• The date still appears in your admin schedule with a red "Stop sale" badge
• Customers cannot book that date on the public portal
• Existing bookings for that date are not affected
• You can re-open the date at any time by turning off stop sale

Stop sale can be set at both the trip level (for the entire date) and the product level (for a specific product on a specific date). A trip-level stop sale overrides any product-level settings -- if the date itself is closed, no products on that date are bookable.

Overbooking Protection

The system prevents overbooking at both the trip and product level:

• When a customer books, the system checks that the trip-level departure has enough available seats and that each selected product has enough available seats for that date
• Capacity checks are handled atomically, so two customers booking at the same time cannot both claim the last seat
• You cannot reduce capacity below the number of participants already reserved
• You cannot delete a departure or remove a product from a departure that has active reservations

When a booking is cancelled, the reserved count is automatically decreased, freeing up those seats for future bookings.

How It Connects

• Trips -- Departures are a scheduling layer for dynamic trips. Static trips use a single fixed departure date instead.
• Orders -- Each booking is tied to a specific departure date. Cancelling an order releases the reserved capacity on that date.
• Trips > Products -- Product-level departures control which products are available on which dates and how many seats each product has per date.