How to Create a New Allocation
Allocations allow you to limit product availability for resellers. In this article you will learn how to create a new allocation and how to override availability for allocations.
Additionally, consider the following when setting up allocations:
What are you going to achieve with this setup?
Do your tickets have 2 or more PAX? Consider how that might impact allocations and subsequent bookings of your product.
Test your setup thoroughly before going live. If you have any questions, please reach out to our support specialists or your Ventrata account manager.
Prerequisites:
You have resellers, optionally reseller bands, created in the Ventrata dashboard.
Your product DOES NOT have assigned resources and resource groups.
Setting allocations on products using multiple resources may result in unwanted availability clashes and your manifests and bookings may not display the correct resources. If you are looking for more information on how to manage product availability using resources, read our article on Availability Management.
In your Ventrata dashboard, go to Products > Products.
Select an existing product.
On the product page, go to the Allocations tab.
Press the + NEW ALLOCATION button.
Enter allocation name.
Remove the source where the allocation cannot sell your product.
Tick the 'Direct Sale' checkbox if you wish to create an allocation for direct sales.
Blacklist or whitelist bands or specific resellers in this allocation.
Group resellers that share inventory in one allocation.
Enter an advance and/or release notice (optional).
Advance notice applies the allocation cap on product availability for a limited amount of time. You can set the advance notice in hours, days or weeks. For example, if you set 2 days, the reseller can sell the allocated number of spots from now for the next 2 days. After the 2 days elapse, the reseller has access to the full capacity.
Release notice releases the available inventory for sale to everyone else. This is especially useful with exclusive allocations, see step 9. In other words, the limit applied on the allocation is lifted within the release notice period. You can set the release notice in minutes, hours or days. For example, if you set 4 hours and there are extra spots left for the tour date, other resellers gain access to the remaining spots and can sell them in those 4 hours.
Please note, that setting 0 on the release notice means that resellers will not have access to full capacity at any time, i.e. they can sell only at the capacity set on their allocation.
Tick the 'Exclusive' checkbox to reserve a guaranteed number of tickets for the allocation.
Tick the 'Uncapped' checkbox to allow an exclusive allocation to sell from the remaining capacity pool after they sold out their allocated spots.
Tick the 'Percentage' checkbox to allocate capacity in percentages (%) or keep the box unchecked to use exact numbers.
To illustrate exclusive allocations, consider the following example: the parent capacity on the product level is set to 100. A reseller has an exclusive deal for 56 tickets, so an allocation for the reseller is created with 56 tickets and the allocation is flagged as 'Exclusive'. The overall capacity on all sources now shows 44 instead of 100. If 'Uncapped' is also enabled, the reseller has also access to the remaining 44 spots in the capacity pool).
Enter allocation capacity.
Press the Create Allocation button.
Repeat steps 4. - 11. for each allocation.
On the Allocations tab, press the AVAILABILITY button.
You can choose to override availability using any of the available modifiers (tour, tour group, source, etc.).
Enter the new allocation capacity.
Press the Save button.
Additionally, consider the following when setting up allocations:
What are you going to achieve with this setup?
Do your tickets have 2 or more PAX? Consider how that might impact allocations and subsequent bookings of your product.
Test your setup thoroughly before going live. If you have any questions, please reach out to our support specialists or your Ventrata account manager.
Prerequisites:
You have resellers, optionally reseller bands, created in the Ventrata dashboard.
Your product DOES NOT have assigned resources and resource groups.
Setting allocations on products using multiple resources may result in unwanted availability clashes and your manifests and bookings may not display the correct resources. If you are looking for more information on how to manage product availability using resources, read our article on Availability Management.
In your Ventrata dashboard, go to Products > Products.
Select an existing product.
Create a New Allocation
On the product page, go to the Allocations tab.
Press the + NEW ALLOCATION button.
Enter allocation name.
Remove the source where the allocation cannot sell your product.
Tick the 'Direct Sale' checkbox if you wish to create an allocation for direct sales.
Blacklist or whitelist bands or specific resellers in this allocation.
Group resellers that share inventory in one allocation.
Enter an advance and/or release notice (optional).
Advance notice applies the allocation cap on product availability for a limited amount of time. You can set the advance notice in hours, days or weeks. For example, if you set 2 days, the reseller can sell the allocated number of spots from now for the next 2 days. After the 2 days elapse, the reseller has access to the full capacity.
Release notice releases the available inventory for sale to everyone else. This is especially useful with exclusive allocations, see step 9. In other words, the limit applied on the allocation is lifted within the release notice period. You can set the release notice in minutes, hours or days. For example, if you set 4 hours and there are extra spots left for the tour date, other resellers gain access to the remaining spots and can sell them in those 4 hours.
Please note, that setting 0 on the release notice means that resellers will not have access to full capacity at any time, i.e. they can sell only at the capacity set on their allocation.
Tick the 'Exclusive' checkbox to reserve a guaranteed number of tickets for the allocation.
Tick the 'Uncapped' checkbox to allow an exclusive allocation to sell from the remaining capacity pool after they sold out their allocated spots.
Tick the 'Percentage' checkbox to allocate capacity in percentages (%) or keep the box unchecked to use exact numbers.
To illustrate exclusive allocations, consider the following example: the parent capacity on the product level is set to 100. A reseller has an exclusive deal for 56 tickets, so an allocation for the reseller is created with 56 tickets and the allocation is flagged as 'Exclusive'. The overall capacity on all sources now shows 44 instead of 100. If 'Uncapped' is also enabled, the reseller has also access to the remaining 44 spots in the capacity pool).
Enter allocation capacity.
Press the Create Allocation button.
Repeat steps 4. - 11. for each allocation.
Override Availability
On the Allocations tab, press the AVAILABILITY button.
You can choose to override availability using any of the available modifiers (tour, tour group, source, etc.).
Enter the new allocation capacity.
Press the Save button.
NEXT: Allocations
Updated on: 16/04/2024
Thank you!