š Overview
Learn how to create locations where your activities take placeāthe first step in building your schedule.
You must create at least one location before you can schedule activities. Locations come in two types: physical (in-person) locations with an address, and virtual (online) locations for remote classes.
Once your locations are set up, you can optionally enable dynamic location capacity to set a master capacity limit across all activities at a single location per day. This is especially helpful if you're managing multiple activities in the same space and need to respect fire codes, contractual limits, or maximize your space's earning potential.
š ļø Adding Locations
Click here to learn how to add locations
Click here to learn how to add locations
Go to your Sawyer for Business portal at hisawyer.com/for-business
Navigate to Listings and then choose Locations
Click the New Location button
Enter the address for your location
Address suggestions will pop up; select the one that matches
Click Save
Give your location a name and add any additional details
Click Save to create the location
š„ļø Creating Virtual/Online Locations
Click here to learn how to set up online locations for remote activities
Click here to learn how to set up online locations for remote activities
Go to your Sawyer for Business portal at hisawyer.com/for-business
Navigate to Listings and then choose Locations
Click the New Location button
Do not enter an address
Enter a descriptive name in the Location Name field (for example: "Online Classroom" or "Virtual Studio")
Add a Time Zone to establish when activities at this location operate
Click Save to create the location
āļø Managing Location Capacity
What Is Dynamic Location Capacity?
Dynamic location capacity allows you to set a single capacity limit for all activities at a given location per day. Instead of managing capacity individually for each activity, this feature automatically prevents registrations from exceeding your total location capacityāhelpful for respecting fire codes, contractual limits, or space constraints.
š§ Example: You have two activities at the same location on the same dayāone with 10 spots and one with 20 spots. Without location capacity, you could sell 30 total. With location capacity set to 15, once the first activity fills 10 spots, only 5 more can be sold across both activities that day.
Enabling Dynamic Location Capacity
š” Once enabled, the capacity restriction takes effect immediately across all activities assigned to that location.
Click here to learn how to enable dynamic location capacity
Click here to learn how to enable dynamic location capacity
Navigate to Listings and then choose Locations
Click to add a new location or edit an existing location
Scroll to the Location Capacity section
Check the box to Enable Location Capacity
Set a Value for the total capacity per day across all activities at this location
Click Save
Customizing Capacity by Date
Click here to learn how to customize capacity by date
Click here to learn how to customize capacity by date
If your capacity varies week to week (for example, lower capacity during certain weeks due to instructor availability or special events), you can set different capacity values for specific dates:
In the Location Capacity section, select Customize by Date
Specify the date range and enter the capacity value for that period
Click Save
Sawyer will automatically apply the correct capacity limit based on the activity date.
ā ļø Location capacity is set per week, not per individual day. Additionally, capacity does not consider time overlapāthe limit applies to the entire day, even if activities are scheduled at different times.
How Location Capacity Works With Activity Capacity
Location capacity works alongside individual activity capacity, not instead of it.
Example: Two activities are scheduled the same day:
Activity A has a capacity of 10
Activity B has a capacity of 20
Your location capacity is set to 12
Activity A sells out at 10 registrations. Activity B can only accept 2 more registrations (10 + 2 = 12 total for the location). Even though Activity B itself has capacity for 20, the location capacity limit prevents overselling the space.
Changing Location Capacity
If your location capacity ever changes, simply update the value and/or dates in the Location Capacity section. The new restriction takes effect immediately.
š” As a provider, you have the ability to manually transfer a student into an overbooked location if neededāthe system won't block you from doing so.
Customer Experience
Customers do not see your total location capacity limit. They will only be prevented from booking if the location is full; otherwise, the registration process continues normally.
ā Frequently Asked Questions
Find answers to common questions about locations and capacity management.
Does location capacity consider the time activities are scheduled?
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No. Location capacity applies to the entire day, not individual time slots. If you set a location capacity of 15, that's the total for the entire day across all activities, regardless of what time they're scheduled. This means if a morning activity sells out, it affects availability for afternoon activities even if they don't overlap.
How does location capacity work with individual activity capacity?
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Location capacity and activity capacity work together. Location capacity sets a ceiling for the entire location per day, while activity capacity sets a limit for each individual activity. Whichever limit is reached first will prevent further registrations. For example, if an activity has 20 spots available but the location capacity is only 12, the activity can only sell 12 spots that day.
Can I set location capacity on a per-day basis?
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Location capacity is set per week. You can customize it for specific date ranges, but daily customization is not currently available. If you need different capacity levels, specify the week or date range when you set up your capacity.
What do customers see when I enable location capacity?
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Customers don't see the location capacity limit. They'll see the capacity for individual activities as usual. If a location is full, they simply won't be able to register for any activity at that location for that dayābut they won't see the reason why.
Can I transfer a customer into an overbooked location?
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Yes. As a provider, you can manually override the location capacity and transfer a student into a location that has reached its capacity limit. The system won't block you from doing so, though it's recommended to manage this carefully to respect your space constraints.
Can I change location capacity after I've set it?
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Yes. You can update the capacity value and/or the applicable dates at any time. Changes take effect immediately and apply to all future registrations.
Do I need to use location capacity?
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No. Location capacity is optional. Enable it only if you need to manage a hard limit across multiple activities at the same location. Many providers manage capacity at the individual activity level instead.