Adding participants
Add participants — and the Review candidates link on the unscheduled banner — open the same dialog: the list of people who could go on a session, sorted so the urgent ones are at the top.
The candidates dialog
Two lists
Sold & unscheduled is the important one. A candidate here is a sale — a product line on a booking whose product points at this activity type — that has not been put on any session yet. This is the list the banner counts, and a guest disappears from it the moment they are on a roster.
In house is the other direction: everybody staying at the property on that day, whether or not they have bought anything. Use it to sell into a session that has space — a guest asks at breakfast whether they can join the afternoon snorkel trip.
Note: Adding from In house creates a charge. The dialog says which one — "Adding here charges Snorkel Trip to the guest's room." If the activity type has no product linked, nothing can be charged and the dialog says so, pointing you at the product or at adding the guest as a walk-in instead.
If nobody is staying that day, In house says "Nobody is staying on this day" rather than showing an empty table — no confirmed stay covers the session, so there is genuinely nobody to add. Walk-ins can still be added by hand from the roster.
Reading a candidate
Each row shows what was bought (2 × Open Water Course), when it was booked, and the guest's room and booking. Two things make the list actionable:
- Departure. Rows are sorted by departure and each carries a countdown — Departs tomorrow, in 3 days, Departs today. The ones about to leave carry Last chance to schedule.
- Seats needed. A line sold with two seats shows needs 2, and the named guest plus the untracked companions as Anna Weber named · +1.
Guests who need a closer look are flagged before you add them — "2 guests may need a closer look" — for age limits and stay dates. Neither blocks; see The roster.
Someone already on the target session shows Already on this session and cannot be selected twice.
Note: A line sold at the POS counter carries sold at the till and cannot be scheduled from here. A till sale picks its session at the moment of sale, so there is nothing left to schedule — see Selling an activity. If a till sale did end up unscheduled, put the guest on the roster by hand or add the activity to their booking.
Choosing the session and adding
Pick the target session under Add to session. Its seat state is shown next to it — 3 seats left, 5 of 8 taken, or 4 on the roster when the session has no seat limit.
As you tick guests, the footer keeps count — 3 of 5 seats selected — and previews the result: Session will be 8 of 8.
Press Add 3 participants. Everyone lands on the roster with the sale linked to their row, so the booking screen can tell a scheduled line from an unscheduled one.
When there are not enough seats
Selecting more guests than the session can take is refused before anything is written:
Not enough seats — 2 free, 5 selected. Deselect guests, raise the capacity, or use another session.
When another session of the same type on that day has room, the message names it: "…or put them on another Snorkel Trip. Snorkel Trip 14:00 has 4 free seats."
If seats ran out during the add — somebody else sold one in the same moment — you are told exactly how far it got: "2 guests were added before the session ran out of seats — they are on the roster." Nobody is silently dropped.
When the list is empty
"Everyone who paid is scheduled." — every activity sale for this property is on a session. Guests can still be added by hand: walk-ins, comped guests and staff.
Who can access this: requires the Activities (update) permission and the Activities module. Adding an in-house guest also charges a product, so it needs the rights to change the guest's booking. The candidate list only ever covers the property the day board is showing.