Configure Flexible Capacity Rules

TailDesk Pro gives you more control over how many bookings a service can accept on different dates. Instead of using one fixed capacity for every day, you can adjust when availability becomes limited, allow requests when a day is full, and create date-based capacity rules for weekends, holidays, seasonal periods or other exceptions.

These options are configured per service, so each service can have its own availability rules.

Open the Pricing & Capacity settings

1. Go to TailDesk > Services.
2. Edit the service you want to configure.
3. Open the Pricing & Capacity tab.

The fields in this tab are optional. Leaving them empty keeps the normal TailDesk behavior.

Choose when availability becomes Limited

Use Limited threshold to decide when TailDesk should show a date as Limited.

• Leave it empty: use the default TailDesk rule. A date is Limited when exactly one capacity unit remains.
• Enter 0: disable the Limited state. A date remains Available while capacity remains and becomes Full at zero.
• Enter a positive number: a date becomes Limited when the remaining capacity is at or below that number, but still above zero.

For example, if your service has a capacity of 10 and you set the Limited threshold to 3, TailDesk will show Limited when 3, 2 or 1 places remain. This can help create a clearer sense of urgency for customers before the day is completely full.

Allow booking requests when capacity is full

Enable Allow booking requests even when day capacity is full if you still want customers to be able to submit a request for a full date.

When enabled, the date can remain selectable and TailDesk warns the customer that capacity is full but that a request may still be submitted. This can be useful when you sometimes have room to make an exception or want to review overflow requests manually.

Important: this does not increase the configured capacity. The day is still full; TailDesk only changes whether a request is allowed to be submitted.

Use Day Rules for date-specific capacity

For more detailed control, open the Day rules tab in the same service. Day Rules let you change capacity and overflow behavior for specific dates or repeating periods.

Each Day Rule contains a Start date and End date. You can then choose how the rule repeats and optionally set a different daily capacity.

Day limit

The Day limit overrides the service’s normal Max per day for dates matched by the rule.

• Leave it empty: keep the normal service capacity.
• Enter 0: set the matched date to zero normal capacity.
• Enter a positive number: use that value as the capacity for matched dates.

For example, a service that normally accepts 8 bookings per day could use a Day Rule with a limit of 4 during a busy holiday period, or a limit of 0 on a day when the service is unavailable.

Over limit requests

A Day Rule can also decide what happens when its effective capacity is full:

• Use service setting: inherit the setting from Pricing & Capacity.
• Allow: let customers submit a request even when the matched day is full.
• Block: prevent overflow requests for the matched day, even if the service normally allows them.

This makes it possible to use flexible overflow rules. For example, you could normally accept overflow requests but block them during a particularly busy weekend.

Repeat capacity rules

Day Rules support four repeat modes:

• Only once: applies to the selected date range once.
• Weekly: repeats the same length of date window every seven days.
• Monthly: repeats from the same anchored day each month.
• Yearly: repeats from the same anchored month and day each year.

The Start and End dates define the width of the rule window. For repeating rules, the End date does not act as a final recurrence date. Instead, the complete window repeats according to the selected interval.

For monthly and yearly recurrence, TailDesk adjusts impossible dates to the final valid day of the shorter month where necessary.

Rule order matters

If multiple Day Rules match the same date, TailDesk uses the first matching rule for the standard capacity and pricing rule result. Matching rules are not stacked together.

For predictable results, avoid overlapping Day Rules unless you intentionally understand which rule comes first. When two rules could match the same date, place the rule that should take priority first.

How these rules affect availability

TailDesk calculates availability for each date using the service capacity, any matching Day Rule, bookings that consume capacity and, when configured, Pro Google Calendar capacity overlays.

Changing an overflow rule does not create additional capacity. Likewise, changing the Limited threshold only changes when the Limited status is shown; it does not change the number of bookings the service can normally accept.

Practical examples

• Weekend capacity: reduce capacity every Saturday and Sunday with repeating Day Rules.
• Holiday closure: set Day limit to 0 for a specific holiday period.
• Busy season: lower the normal capacity for a recurring or fixed seasonal window.
• Manual review: allow requests at full capacity when you want to decide case by case.
• Early warning: raise the Limited threshold so customers can see that capacity is getting low sooner.

These Pro controls let you keep one service configuration while still adapting availability to real-world changes in staffing, demand and scheduling.