# Manage equipment and spaces

Updated 2026-10-14 by the TicketPa team. Source: https://ticketpa.com/help/resources

Equipment and spaces are the things your time slots use, like kayaks, bikes, a boat, a room or a court. The people who run your activities are set up on the **Staff** page instead. See [Set up your staff](https://ticketpa.com/help/set-up-staff). Tell TicketPa what each activity uses, and nothing is booked twice at the same time. Equipment and spaces are optional.

## Add an item

1. Go to **Equipment and spaces** in the sidebar and select **Add item**.
2. Enter a **Name**, like Single kayaks or Courts.
3. Enter **How many you have**.
4. For rooms, courts or boats, tick **Give each one a name** instead and enter one name per line, like Court 1, Court 2 and Court 3. How many you have is then the number of names, and each booking can show which one it got.
5. Select **Add item**.

The **Location** field, when you have locations, only labels the item in your list. The list shows how many of each you have, or their names, and which activities use it.

## Say what an activity uses

1. Go to **Activities**, open the activity and select the **Equipment and spaces** tab.
2. Select **Add item** and pick the **Item**.
3. Choose **How it is used**:
    - **Per time slot**: the same for every time slot, however many guests come, like a boat or a room. Activities booked at a free time don't have this: use **Per booking** for a room each appointment needs.
    - **Per guest**: each guest uses some, like a bike or a helmet for each person.
    - **Per booking**: each booking uses some, however many guests it has, like a table for each group.
    - **Set on each ticket**: each ticket and add-on says how many it uses, like a double kayak ticket that uses 1 double kayak and a wetsuit add-on that uses 1 wetsuit.
4. Enter how many it uses. For **Set on each ticket**, enter a number next to each ticket and add-on, and 0 for those that use none.
5. Select **Add item**.

The list on the tab shows each item and how it is used, like "2 per time slot". To change one, select the pencil next to it.

## How TicketPa holds them

- Each booking takes what it uses when it is made: per guest, per booking and on its tickets and add-ons. Items used per time slot, like a boat, are taken by the time slot's first booking and given back when it has no bookings left.
- Items are shared by all your activities. With 12 kayaks, two time slots at the same time can each take some, as long as together they don't use more than 12. Once one activity's booking has the boat, your other activities can't be booked at that time.
- Your booking page only offers the places your items leave. With 5 kayaks used per guest and 3 out on another activity, a time slot shows 2 places left. A time slot whose boat is out shows as full.
- When a guest picks more than is left, the booking isn't made and TicketPa says what is left, like "Only 3 left at 10:00: Kayaks." The same goes for bookings your team adds, walk-ins and moves.
- A cancelled booking, or one whose hold ran out, gives back what it took.
- Time slots are always created, even when an item is taken at that time. Moving a booked time slot is refused when its items aren't free at the new time, with a message like "Not free at that time: Boat."
- When you change what an activity uses, upcoming bookings get it where it is free. Any that can't get all of it still go ahead, and their guest list shows what is missing.

## Named units

When you named each one, like Court 1 to Court 3, every booking gets a free one of its own. The booking and the guest list show which, like **Court 2**. Guests can't pick one themselves yet.

## See what is held

- On a time slot's guest list, each item the activity uses per time slot shows what the time slot holds, like **Boat 1 held** or the unit's name. It shows **Held once booked** until someone books, and how many are missing, like **2 missing**, when not enough was free.
- Each booking on the guest list shows what it holds, like **2 × Kayaks** or **Court 2**, and **Missing 2 × Kayaks** when it couldn't get all it uses.
- A booking's page shows it under **Equipment and spaces**.

When something is missing, free some up on another time slot, or change what the activity uses. See [Check guests in](https://ticketpa.com/help/check-in-guests) for the rest of the guest list.

## Stop using an item or remove it

- On the activity's **Equipment and spaces** tab, select the bin next to an item, then **Stop using**. Upcoming bookings and time slots give it back, so it is free for your other activities.
- Removing an item on the **Equipment and spaces** page takes it off every activity that used it, the same way.

Past bookings and time slots keep the record of what they used.