How to set up appointments with capacity limits for multiple attendees {[2](https://app.asana.com/1/204358902455423/project/407742739611467/task/1206613159710483)}

How to set up appointments with capacity limits for multiple attendees {[2](https://app.asana.com/1/204358902455423/project/407742739611467/task/1206613159710483)}

Set Up Appointments with Capacity Limits for Multiple Attendees

The Appointments feature in Cadence allows you to set capacity limits for meetings with multiple attendees, ensuring you don't exceed room capacity while efficiently managing your event's space resources. Through the Appointments Menu › Settings section, you can configure room capacity settings that control how many attendees can be added to appointments based on their attendance type and response status.

When to use

  • When managing appointments in rooms with limited seating capacity
  • When organizing meetings that include both in-person and virtual attendees
  • When you need to track actual space utilization for compliance or planning
  • When scheduling group appointments with multiple customers

Before you start

You must have System Administrator or Event Manager permissions to configure appointment capacity settings. Room capacity must be defined for each meeting location.

How to do it

    Navigate to your event dashboard in Cadence.
    Click on "Appointments" in the left sidebar menu.
    Select "Settings" from the dropdown menu.
    Scroll down to the room configuration section.
    Click on "Event Setup" in the left sidebar menu.
    Select "Rooms" from the dropdown menu.
    Click on an existing room or "Add Room" to create a new one.
    Enter the maximum capacity in the "Room Capacity" field.
Set the capacity to reflect the actual number of seats available in the room for in-person attendees.
    Save your room configuration.
    Return to the Appointments section.
    Create a new appointment or edit an existing one.
    Select the room you configured with capacity limits.
    Add attendees to your appointment.
The system will track in-person attendees separately from virtual attendees when calculating room capacity.
    Set attendance type for each attendee (in-person or virtual).
If the number of in-person attendees exceeds the room capacity, you'll receive a warning message.
    Review the capacity warning if it appears.
    Choose to proceed with exceeding capacity or adjust your attendee list.
    Save your appointment.

Troubleshooting

If capacity warnings appear unexpectedly, verify that:
  • Attendees have the correct attendance type (in-person vs. virtual)
  • Declined attendees are not being counted against room capacity
  • The room capacity is set correctly in the room configuration