Resource Management

Resource Management helps you control how many rooms and extra services can be booked on your trips.

It is useful when you only have a limited number of real things to sell. That could be 10 Deluxe Rooms, 4 private transfers, or 12 sets of trekking gear.

Resource Management is an add-on. An add-on is a small extension that adds extra features to WP Travel Engine.

You can create a capacity rule that tells the system how many of something can be booked. For example, you might cap Ocean View rooms across all your coastal departures. Or you might limit kayak rentals on a single day tour.

You can apply a rule to every trip or only to selected trips. That means you stay in control without changing the rest of your site.

Key features and benefits

These tools are there to help you avoid overbooking. Next, make sure the pieces you need are already in place.

What you'll need before you start

A plugin is a piece of software that adds features to WordPress. Resource Management works alongside WP Travel Engine and the related add-ons below.

• You have WordPress 6.5 or higher installed on your site.
• You have WP Travel Engine installed and activated on your WordPress site.
• You have updated WP Travel Engine to its latest version (Version 6.8.5 or above).
• You have installed and activated the Resource Management add-on, with a valid license key.
• You have installed and activated at least one of the following:
  • Accommodation (Version 1.0.9 or higher)
  • Extra Services (Version 2.2.2 or higher)

Once these are ready, you can confirm the add-on is showing in your dashboard.

Installing the Resource Management add-on

This quick check makes sure the add-on is active and ready to use in your WordPress dashboard. The WordPress dashboard is the admin area where you manage your site.

If you can see the menu item, you are ready to start building your first rule.

Creating a capacity rule

A capacity rule tells Resource Management what to limit and where that limit should apply.

For example, you might create one rule for Deluxe Rooms across all your summer departures. Or you might create another rule for camera rentals on one photography trip.

From your WordPress dashboard, go to WP Travel Engine > Resource Management and click Add Rule to open the Configure New Capacity Rule panel.

Rule basics

These settings decide what the rule covers before you set the actual numbers.

• Rule Name: Give the rule a name you will recognize later. A name like "Deluxe Room, Summer Season" works well. Travelers do not see this name. It is only for you on the rules list.
• Applies To: Choose All Trips if the same limit should apply everywhere. Choose Specific Trips if you only want the rule on selected trips. When you choose Specific Trips, a drop-down appears so you can search for and select the trips you want.
• Limit to Date Ranges: Turn this on if the rule should only work during a certain period. Then set the Start Date and End Date. Only trips departing between those dates will use the rule. This is helpful for seasonal limits, such as a peak-season room cap or winter gear rental limit. Leave it off if you want the rule to stay active all the time.
• Track Capacity For: Choose Accommodation, Extra Services, or both. Each choice opens its own settings area below. That means one rule can control rooms and services together if you want.

Once the basics are set, you can choose how room bookings or service bookings should reduce availability.

Accommodation restriction

If you sell rooms on your trips, this section controls how those room limits are counted.

How should bookings reduce capacity? decides how the system counts your room limit when trips have different departure dates.

On the departure date only

Each departure keeps its own separate room count. A booking on one departure does not reduce room capacity on another departure. Example: Room A is capped at 10 units. A 3-day trip departs on June 1st and June 2nd. Booking 5 units of Room A on June 1st leaves June 1st with 5 units left, but June 2nd still has all 10, since each departure has its own capacity.

Across the entire trip duration

The room stays are counted as booked for the full stay. If another departure overlaps those same dates, it uses the same shared room pool. Example: Room A is capped at 10 units. A trip departs on June 1st for a 5-night stay, and another trip departs on June 3rd for a 4-night stay. If the June 1st trip books 6 units of Room A, those rooms stay held for its whole stay, through June 6th. Since the June 3rd trip's dates fall inside that same window, only 4 units of Room A are left for it to book.

This choice matters most when the same real room inventory is shared between overlapping trips.

Room Types & Upgrades: Select the rooms and upgrades this rule should cover. After you select them, each one appears in a table below with an Exclusive Capacity box. Enter how many of that room can be booked.

For example, if you only have 10 Deluxe Rooms and 4 Ocean View upgrades, enter those numbers here. That way the booking system follows the real stock you have available.

Once your room settings are in place, you can set limits for extra services in the same rule if needed.

Extra Services restriction

If you offer bookable add-ons like water, private transfers, cameras, or gear rental, this section lets you cap those too.

How should bookings reduce capacity? Works the same way as it does for rooms.

• On the departure date only gives each departure its own separate service slots. Example: Room A is capped at 10 units. A 3-day trip departs on June 1st and June 2nd. Booking 5 units of Room A on June 1st leaves June 1st with 5 units left, but June 2nd still has all 10, since each departure has its own capacity.
• Across the entire trip duration, shares those slots across departures whose dates overlap. Example: Room A is capped at 10 units. A trip departs on June 1st for a 5-night stay, and another trip departs on June 3rd for a 4-night stay. If the June 1st trip books 6 units of Room A, those rooms stay held for its whole stay, through June 6th. Since the June 3rd trip’s dates fall inside that same window, only 4 units of Room A are left for it to book.

This is helpful when a service is tied to the full trip. A camping kit, for example, may be unavailable for the whole trek once booked.

Services: Click this field and choose the extra services this rule should apply to, such as Water or Camera. You can select more than one. Once selected, each service appears in the table below with a Total Slots box. Enter the maximum number of bookings that service can receive.

For example, if you only have 8 cameras available for a photography day tour, enter 8 in the service limit. Once all 8 are booked, no one else can book that service.

Once everything is set, click Add Rule and click Save Changes.

That is the main setup done. Next, you can choose what travelers will see on the trip page.

Controlling what travelers see

Resource Management stores the rules and capacity numbers behind the scenes.

What travelers see on the trip page is controlled in the settings for Accommodation and Extra Services. This gives you a separate place to decide whether people should see low-stock notices, sold-out labels, or waitlist options.

Capacity Management in Accommodation

This section controls how room availability appears to travelers during booking.

From your WP dashboard, go to WP Travel Engine > Settings > Extensions > Accommodation and select the Capacity Management tab.

• Show Availability Count: Turn this on if you want travelers to see an "X Left" message next to a room when stock is getting low.
• Show Sold-out Room: Turn this on if you want a full room to stay visible on the trip page with a "Sold out" label instead of disappearing.
• Allow Waitlist When a Room is Fully Booked: Turn this on if you want travelers to join a waitlist when a room has sold out.

You can release rooms to your waitlisters later from the Upcoming Tours dashboard. That screen shows all waitlisters for a specific departure alongside your trip waitlisters. Click Save Settings when you are done.

Once room display settings are set, you can do the same for extra services.

Capacity Management in Extra Services

This works the same way as Accommodation. It controls what travelers see for bookable services like gear rental or private transfers.

From your WordPress dashboard, go to WP Travel Engine > Settings > Extensions > Extra Services.

Under your existing settings, you will find the same Show Availability Count and Show Sold-out Service toggles. They do the same job here, but for extra services instead of rooms.

With those settings in place, you can see what the booking experience looks like from the traveler's side.

What travelers see on the trip page

These settings shape what people see while they are booking.

If you turn on availability counts, travelers can see how much stock is left. If you keep sold-out items visible, they can also see what is no longer available.

Accommodation step in the booking modal

With Show Availability Count on, travelers see a live count next to each room as it fills up. With Show Sold-out Room on, a fully booked room stays on the page with a sold-out label instead of disappearing.

This gives travelers a clearer picture of what is still available before they complete their booking.

Extra Service step in the booking modal

Extra Services work the same way on the front end. Travelers see a live count badge while slots are still available, and a "Sold out" tag once a service is full.

That makes it easier for people to choose from what you can still actually provide.

Viewing available and booked resources in the Occupancy Calendar

The Occupancy Calendar gives you a date-by-date view of what is already booked.

This is helpful when you want to check room use across several departures or see how many add-on services are already taken on a busy day.

From your WordPress dashboard, go to WP Travel Engine > Resource Management > Occupancy Calendar.

Each day shows how many rooms are occupied and how many services are booked, based on every active rule. Click a day to open its breakdown. The breakdown shows all the rooms and extra services booked that day, and how many are booked per trip.

This calendar is meant to show real bookings, not future possibilities. That makes it a reliable view of what is already committed.

Releasing room capacity from the Upcoming Tours dashboard

If someone cancels and you want to offer that space to a specific waitlisted traveler, you can do that from Upcoming Tours.

This is useful when you want to keep control over who gets first access to a room that opens up.

If a trip uses Activity Tour Booking, travelers choose a specific time, like 9:00 AM or 2:00 PM, instead of only a date. When you release extra capacity for a waitlisted traveler on this kind of trip, that release only applies to the time slot they were waitlisted for. Releasing a seat for the 9:00 AM tour will not open extra seats on the 2:00 PM tour on the same day.

That helps you keep time-based departures accurate too.

Use cases

These examples show how Resource Management works in real tour businesses. If you are not sure how to set up your own rules yet, start here.

Capping a popular room type across the season

Situation: You run multi-day packages and sell a Deluxe Room on several departures. You only have 10 real Deluxe Rooms available across the season. Without a shared limit, overlapping departures could sell more rooms than you actually have.

Benefit: Every departure checks against the same 10-room limit. No trip can oversell the room, even if several departures list it.

Reserving a freed-up seat for a specific waitlisted traveler

Situation: Your Ocean View room sold out on an upcoming departure. Then one traveler canceled. You want a returning customer on the waitlist to get first access before anyone else sees that space.

Benefit: Only that traveler can book the newly opened room, and their status updates once the email goes out, so you can see they have been contacted.

These are two common setups. If something is not behaving the way you expect, check the fixes below.

The Resource Management menu isn't showing up in my dashboard

Start by checking that the add-on is installed, activated, and has a valid license key. The menu appears under WP Travel Engine in the left sidebar of your WordPress dashboard.

If it still does not show, go to Plugins, deactivate Resource Management, and activate it again. Then refresh your dashboard and check the menu one more time.

My capacity rule isn't limiting bookings on the trip page

First, open the rule and make sure it is set to the correct trips, date range, and resource type. A rule set to Specific Trips will not affect other trips.

Then check that you entered a number in the room Exclusive Capacity field or the service Total Slots field. If the field is left empty, the item can still appear in the Occupancy Calendar without being limited.

Rooms are showing as sold out when they shouldn't be

Check how the rule counts capacity. If you selected Across the entire trip duration, overlapping departures share the same room stock.

That means one booking can reduce availability on another departure if the stay dates overlap. If you want each departure to have its own separate room count, switch the rule to On the departure date only.

The Occupancy Calendar is empty or not showing my bookings

The Occupancy Calendar only shows rooms and services that have actually been booked. It does not show items that only have a rule set up without any real bookings yet.

If you expected bookings to appear, check that the trips have confirmed bookings for the rooms or services covered by your active rules.

I released a seat for a waitlisted traveler but it's not showing on the calendar

That is expected behavior. Releasing capacity for a waitlisted traveler does not count as a booking yet.

The calendar updates only after that traveler completes their booking using the link you sent them.

Travelers can still book more rooms than my capacity limit allows

Check that the correct rooms or services were selected inside the rule. Then confirm you clicked Add Rule and Save Changes after entering the capacity numbers.

Also make sure the related add-on is active. Room limits require Accommodation. Service limits require Extra Services. If the setup is right and overbooking still happens, review whether another rule, trip selection, or date range is allowing bookings outside the limit.

Frequently asked questions