Limit how many trips a resource can run per day

Some resources have a daily limit that has nothing to do with seats.

For example:

A departure cap lets you set that limit on the resource.
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Once the resource reaches its maximum number of departures for the day, its remaining slots that day stop being bookable.
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Available on Extended, Ultra, and Corporate.
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Departure caps count departures, not guests. If a resource is already running a trip, additional guests can still book that same departure while capacity remains.

A departure cap applies to the resource, not to an individual experience or schedule.

For example, if a guide has a maximum of 2 departures per day and is assigned to several different experiences, all of those departures count toward the same daily limit.

Once the guide has reached two departures, CaptainBook stops using that guide for any additional departures that day.

If another suitable resource is still available for the same experience, the experience can remain bookable.

Go to:

Resources → Select the resource → Edit

Under Capacity, find Maximum departures per day.

Enter a number from 1 to 99, then save.

Leave the field blank if you do not want a daily departure limit.

You cannot set the value to 0. If the resource should not operate, remove it from the schedule or adjust its capacity instead.

After saving, CaptainBook shows:

“Availability is being recalculated.”

CaptainBook then checks future availability and automatically opens or closes slots based on the new limit.

You can also override the resource-level limit for a specific schedule.

In the resource’s schedule table, use the Departures/day column and enter a value in Max/day.

If you leave the field blank, the schedule inherits the resource-level limit.

The grayed-out number shown in the field is the inherited value.
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A schedule override changes the limit being applied, but it does not change what counts toward that limit.

CaptainBook always counts all departures made by that resource during the day, across all schedules.

For example:

The result is:

So an override of 1 means that schedule can only use the resource if it is within the resource’s first departure of the day.

It does not mean one departure for that experience in addition to the resource’s other work.

If you need a strict limit that applies only to one experience and ignores other departures, use the schedule’s capacity settings instead.

The schedule table only shows capacity-related columns when the resource itself has a Capacity set.

If the column is missing, set a capacity on the resource first.

Departure caps can be used with:

They are not available for:

If you change a resource from Guide or Asset to Equipment or Auxiliary, CaptainBook clears:

Availability is then recalculated automatically.

If you later change the resource back, you will need to enter the limits again.

A departure counts when the resource is actually committed to a trip on that day.

If one of the day’s departures is canceled, that departure stops counting immediately.

Other slots can reopen automatically.

A checkout only holds the departure while its reservation hold is active.

When the hold expires, it no longer counts.

Departure caps do not block additional guests from joining a departure the resource is already running.

For example, if a skipper has a maximum of one departure per day and is already assigned to a 09:00 trip, that 09:00 departure can continue selling seats while capacity remains.

The cap prevents the skipper from being assigned to another departure that day.

Departure caps use the local calendar day of the experience.

They do not use your personal timezone or UTC.

A 23:30 departure counts toward the day on which it departs locally.

If the same resource works across experiences in different timezones, each experience uses its own local date.

To remove a cap, clear the Maximum departures per day field and save.

To increase or reduce it, enter the new value and save.

CaptainBook automatically recalculates availability and reopens or closes affected slots.

Departure caps are included with:

They are not included with:

On plans without the feature, the departure cap fields are hidden.

CaptainBook support can also enable departure caps for an individual account independently of the plan.

Your configured departure limits are kept if you downgrade.

If you later upgrade again, you do not need to re-enter them.

However, moving between a plan that includes departure caps and one that does not currently requires an availability recalculation.

After such a plan change, contact CaptainBook support to run the departure-cap reconciliation so the calendar reflects the new plan correctly.

Not necessarily.

It removes that resource from further departures for the day.

If another suitable resource is available, the experience can remain bookable.
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Yes.

Departure caps affect the availability used by your booking widget, calendar, and connected partners.
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Not currently.

You can set:

For seasonal differences, adjust the schedule itself.
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First check:

Departure caps are also checked again when the booking is confirmed, so two customers cannot both take the final available departure at the same time.
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Give CaptainBook a moment to finish recalculating availability.

Also remember that the cap only affects days where the resource already has departures. A day with no existing trips is unaffected.