More Information on Capacity Restrictions

Overview: This article will provide more information on Capacity Restrictions and their uses.

Alaris uses Capacity Restrictions to monitor the number of guests attending a program at any given time. The Max Capacity refers to the maximum number of users that are able to be in a program or session at once.

Capacity Restrictions allow for flexibility in how the capacity of a program/session or organization is managed. This includes the ability to modify by range:

1. Individual - the ability to restrict each selected item individually
2. Aggregated - the ability to restrict across selected items

and also by the Scope you choose:

a. Organization

b. Location

c. Program

d. Session

e. Area

Once you have selected the range and scope of your capacity, you can then determine whether or not your capacity will be adjusted by Age Groups or not. Age Group settings are not required for everyone, but are needed for organizations that use Ratios.

An Age Group determines the ratio for children between a minimum and maximum age range. Then, you can set the ratio number of children per 1 staff member. This ratio will be considered when attendees are checked in. They will also be used in the booking site by setting Expected Staff - this means the amount of staff members your organization expects to have during this time period. This will prevent your program from being overbooked.

Another tool within Capacity Restrictions is Overrides. An override allows for a modification to be made to the max capacity for one day, or an extended period of time.

For example: Your location is going to be short staffed for two weeks in November. You can create an override to lower your max capacity for that period of time.

The minimum amount of time for an Override is one day.

Step-by-Step Instructions:

1. First, you will log in to the Alaris Admin App.
2. Next, you will select Setup - Capacity Restrictions.
3. You can edit current restrictions, or create new ones depending on your needs. (For this example, we are looking at one that is already set up.)
4. You can set the name and the Max Capacity. This capacity is set at an Individual or Aggregate level. Individual means that you will restrict each selected item individually. Aggregate means that you will restrict across selected items.

5. You can also set the Scope of the capacity restriction. This means you can select where the capacity applies: Across an organization, location, program, session, or area.

6. For this example, we selected an area. We then added the specific areas that needed this restriction.
7. Next, you can select create a ratio by Age Group. Set the minimum age, the max age, and the ratio of children per one adult. (5 children per 1 adult, would make the ratio number 5).
8. Then, enter the Expected Staff. This is how many adults you anticipate will be on shift during that session on any given day.
9. You can then fill out the Override field if necessary. An Override works to change the capacity temporarily for a specific date range. For example, if you are going to be short staffed for a day or for several weeks.

10. Press Save once you have completed all of these steps. You're done! 🥳