Availability is the minimum and maximum capacity of passengers you can accommodate for each departure time per day, e.g. maximum 15 pax. for the 10:00 departure or maximum 25 passengers for the day. You can also add minimum passenger requirement per departure time.
To add or update current availability on existing products start by selecting “Products” at the top bar and from the drop down list select “Experiences" from the drop down menu.
Select the name of the experience you intend to add an availability to.
To add/edit availability, locate the availability section in the left hand side panel.
THE FOLLOWING 4 OPTIONS APPLY TO ALL EXPERIENCES
Time, date, or pass
First, you have to choose if your experience is a time, date, or pass experience.
Choose the booking cutoff for the experience from the drop-down list. You can enter a custom booking cutoff by choosing the option "I want to define my own booking cutoff."
Choose the capacity for the experience; free sale, limited or on-request. Please note that on-request experiences can not be connected to Viator.
Add your opening hours by selecting the days you're open and choose the right opening and closing time.
"DATE AND TIME" EXPERIENCE ONLY
Add your start times by selecting the "+ Add start time" button. This feature only applies to "Date & time" experiences. You can also see the reference number, the duration and the linked rates.
When editing existing start times or adding new ones, you can choose if you'd like your start times to be in 24H format or AM/PM. You can also change the duration for that particular start time and add an optional label.
"JUST DATE, NO TIME" EXPERIENCE ONLY
Toggle the switch if you want to let your customers choose their preferred start time from a list of start times which you can add by selecting "+ Add another one."
"PASS" EXPERIENCE ONLY
If your experience is a "Pass" experience, the next step is to configure pass settings. You choose the expiration of the pass and the global capacity,
"DATE AND TIME" & "JUST DATE, NO TIME" EXPERIENCES
Next, you add the availability to the calendar by clicking on the blue button that says "Add rule." You can view your availability calendar either a week or a month in advance. You can choose the view in the drop-down list on the left hand side. If your experience is a "Just date, no time" experience you can view availability per day, if your experience is a "Date and time" experience you can view availability per departure time, per day. To view and edit rules click "View and edit rules."
Select the type of rule
- Repeat weekly on selected days - You can put an end date for the availability if you like, otherwise the availability will be recurring indefinitely.
- Happen between selected days - E.g. a specific month, a specific season, etc.
- Happen on a selected day - E.g. Christmas Day
You choose which weekdays this rule applies to, e.g. Mondays and Wednesdays
You add the minimum and maximum numbers of passengers for the experience, e.g. minimum 1 and maximum 10 passengers.
Affected start times
If your product has more than one start time, you can choose what start times the rule applies to, e.g. just the 12:00 AM one or both.
Choose a rule colour
You can add a specific colour for the rule, whichever one you like.
Preview of rule
You can see a week preview of the rule on the right hand side.
Click "Save" to save your rule.
Here's how the rules look when applied. You can see the minimum and maximum per departure and at the bottom you can see the seats left.
Adding additional rules
If you'd like to edit the availability for a specific departure, e.g. offer more seats than usual because it's a busy day or offer less seats than usual because it's a holiday, you can add a new rule specifically for that day. That rule will then override the rule that was already in place. The rule visible for each day is the one that is active, e.g. in the picture below, the black rules are the ones that are active and they override the existing rules. You can add this rule by clicking a specific departure and choose "create an exception."
Priority of rules
You can edit the priority of the rules by clicking "view and edit rules" and then clicking and dragging rules to change their priority, bottom rules are the ones that are in effect.
You can add close outs to your experiences by selecting “Products” on the top bar and from the drop down list select “Close outs" or by clicking the "Close outs" tab at the top of the product page. Close outs appear in the availability calendar as a separate rule that overrides the existing rules.
Edit/remove a rule
You can remove a rule by selecting the rule in the calendar and then choose the option "Remove this rule." You can also edit the rule by selecting "Edit this rule."
Here's a short video that shows you how you can add availability to your experiences in Bókun.