Some tours only run with enough guests. Set a minimum, and the departure tells customers it isn’t confirmed yet. When it has enough guests it is guaranteed and the guests are told. If it is still short at the deadline, you choose what happens.
Set a minimum #
On the product, below the date rows:
| Setting | What it does |
|---|---|
| Runs with at least | The guests a departure needs to run, for example 6. Empty: every departure runs. |
| Decide by | How many hours before the departure you decide. Empty: 24. |
| Cancel automatically at the deadline | Off (recommended): you are asked first. On: a departure still short at the deadline is cancelled and its guests refunded. |
| Email guests when it is guaranteed | On by default: the guests get the Departure guaranteed email once it has enough guests. |
One departure can have its own minimum: open it on Rentals › Departures and fill in Runs with at least.
What customers see #
Until the minimum is reached, the calendar and the ticket say “Runs with at least 6 guests. We will confirm by Thu 9:00.” Once it is reached they say “Guaranteed to run”, and the guests get the Departure guaranteed email: “Good news: your Sunset Cruise on Sat 18:00 has enough guests and is guaranteed to run.”
What you see #
- On Rentals › Departures the departure shows the guests booked against the minimum (“4 of 6”) and a Run anyway button. Run anyway guarantees it now; its guests are told it will run.
- 24 hours before the deadline, the shop gets the Departure below its minimum email: “Sunset Cruise on Sat 18:00 has 4 of 6 guests. It needs 2 more by Fri 18:00.”
- At the deadline, the same email asks “Its deadline has come. What should happen?” with three buttons:
- Run anyway: it runs with the guests it has, and they are told it is guaranteed;
- Cancel and refund all: opens the cancel screen with Not enough guests and a full refund chosen, for you to check and confirm;
- Offer another date: opens the cancel screen with Not enough guests and the offer to move chosen (guests are refunded if they don’t move within 7 days).
With Cancel automatically at the deadline on, a departure still short at the deadline is cancelled and refunded without asking. See Cancelling, changing and moving departures for what a cancellation does.
The Departure below its minimum email goes to your new-order email recipients. Change them in WooCommerce › Settings › Emails › Departure below its minimum › Recipient(s).
