📝 Overview
The Event Capacity setting controls how many customers can register for a specific event in Dash. Once the capacity is reached, customers can no longer register through the Customer Portal for that event.
Staff users with permissions can override capacity when registering people on the admin side.
⚠️ Important Note
Capacity is different from the roster Min and Max, which governs how many people can be on a roster (like a class, camp session, or team).
🔍 Roster Limits vs Event Capacity
🔢 Roster Minimum and Maximum
Click the arrow to see how roster limits control registration
Click the arrow to see how roster limits control registration
What this controls:
Roster minimums and maximums determine how many customers can be registered for a class or season overall.
Applies to the entire roster
Used most often for class-style seasons
Customers register for the full series of events
Does not limit individual event dates
🎟️ Event Capacity
Click the arrow to see how event capacity controls individual dates
Click the arrow to see how event capacity controls individual dates
What this controls:
Event Capacity limits how many customers can register for a specific event date or session.
Applies at the individual event level
Commonly used for per-session, drop-in, or camp-style seasons
Customers register for individual event dates
Defaults to 0 (unlimited) unless set
📍 Where to Set Event Capacity
🧰 On the Event Record
Click the arrow to learn where you set capacity on an event
Click the arrow to learn where you set capacity on an event
Navigate to the Edit Event page for the specific event date or session.
Locate the Event Capacity field.
Enter the maximum number of customers allowed to register for that individual event.
Save your changes.
💡Pro Tip
By default, Event Capacity is set to 0, which means no capacity limit is applied and registration is unlimited unless a value is entered.
How this is used:
For per-session seasons, Event Capacity is critical since customers register for individual events.
For class-style seasons, customers register for the full series, so Event Capacity is typically less relevant and roster limits are used instead.
📅 When Scheduling with the Class & Camp Scheduler
Click the arrow to learn where you set capacity using the Class & Camp Scheduler
Click the arrow to learn where you set capacity using the Class & Camp Scheduler
Navigate to the Class & Camp Scheduler.
Select the Season.
Select the Level for the class or camp.
Review the list of rosters that appears for the selected level.
Enter a value in the Capacity field for each roster event.
📣 By default, this field is set to 0, which means no capacity limit (unlimited registration).
Check the box next to each roster once all details are entered.
Click Save Checked to create the events for the selected rosters.
Once events are created, the event dates will turn green with a checkmark to indicate successful creation.
💡Pro Tip
Capacity entered in the scheduler applies to each individual event created. If one event reaches capacity, customers may still register for other available events unless those events are also full.
👀 Customer View
Click the arrow to see how capacity affects online registration
Click the arrow to see how capacity affects online registration
When customers register online for per-session, drop-in, or camp-style seasons where individual events are created:
Each event date appears as a selectable option during registration.
If an event reaches its Event Capacity, that specific date becomes unavailable to select.
The system does not display a message indicating the event is full.
Customers can still register for other available event dates that have not reached capacity.
This behavior prevents overbooking while allowing customers to continue registering for open sessions within the same season.
🧑💻 Staff View
Click the arrow to see how staff view and manage event capacity
Click the arrow to see how staff view and manage event capacity
When staff register customers from the admin side:
Each event displays the number of registered customers compared to the Event Capacity (for example, 1 / 50).
If an event reaches capacity, it is clearly labeled as Full.
Staff can still select and register customers for events that are marked as full, allowing intentional overbooking when needed.
Staff can access the event record directly for additional review or adjustments.
This view provides visibility into capacity limits while maintaining flexibility for administrative decisions.