Parent-Child Capacity Management.

This page explains how GoMeddo automatically manages the status of a parent reservation based on the number of child registrations linked to it. It is part of the Capacity Model, where reservations are pre-created and people sign up for them.

Use Case

Use this feature when you want people to register for an existing reservation such as a class, event, or session and you want GoMeddo to automatically track how full it is and reflect that in its status.

Examples:

• A training session with 20 seats: participants register as child reservations, and the parent automatically switches to a "Fully Booked" status once all seats are taken.

• A yoga class where each participant can register alone (quantity 1) or as a group (quantity > 1).

How It Works

In a parent-child setup:

1. A parent reservation has a Capacity (B25__Capacity__c) value that defines the maximum number of people allowed.

2. Child reservations are linked to the parent via the Parent Reservation field.

3. Each child can have a Quantity (B25__Quantity__c) value. If set, that number counts toward the parent's capacity. If not set, the child counts as 1.

4. Children whose status matches the Child Reservation Canceled Status are excluded from the count.

5. When Capacity Behaviour is set to Automatically, GoMeddo recalculates the total and updates the parent's status whenever a child's parent, status, or quantity changes.

6. The parent's Quantity field is also kept in sync, reflecting the running total of all active child quantities.

Prerequisites

Automatic capacity management only activates when both of the following conditions are met on the parent reservation:

• The linked Reservation Type has Capacity Behaviour set to Automatically

• The parent reservation has a non-empty Capacity value

If either condition is missing, no automatic status changes will occur.

Configuration: Fields on the Reservation Type

All four fields are set on the Reservation Type record linked to the parent reservation.

Capacity Behaviour

Controls whether status updates happen automatically.

Open Status

The reservation status applied to the parent when the total child quantity is below the parent's capacity.

Fully Booked Status

The reservation status applied to the parent when the total child quantity equals or exceeds the parent's capacity.

Child Reservation Canceled Status

Any child with this status is excluded from the capacity calculation. Cancelling a child can free up capacity and cause the parent to switch back to Open automatically.

Status Transition Logic

GoMeddo recalculates and updates the parent whenever a child reservation is inserted, deleted, or updated with a change to its parent, status, or quantity.

The calculation works as follows:

1. Sum the Quantity of all child reservations that do not have the Child Reservation Canceled Status. Children without a quantity set count as 1.

2. If total >= Capacity → set parent status to Fully Booked Status

3. If total < Capacity → set parent status to Open Status

4. Update the parent's Quantity field to the calculated total.

Examples

Example 1: Gradual fill-up

Parent capacity = 10.

Result: 6 < 10 → Parent status = Open

Example 2: Fully booked

Parent capacity = 10.

Result: 10 >= 10 → Parent status = Fully Booked

Example 3: Cancellation reopens capacity

Parent capacity = 10. Currently Fully Booked with children A (4), B (3), C (3).

Child B is cancelled (status set to Child Reservation Canceled Status).

New total = 4 + 3 = 7 → 7 < 10 → Parent status switches back to Open automatically.

Notes

• The parent's Quantity field always reflects the current sum of active child quantities and can be used in reports or GoMeddo Rules.

• Capacity Behaviour set to Automatically has no effect if the parent reservation has no Capacity value set.