Arrival Windows with Manual Capacity | FieldCamp

Configure arrival windows with manual capacity limits in FieldCamp's online booking. Control exactly how many jobs each time slot accepts per day for scheduling.

Manual capacity lets you set exact booking limits for each arrival window, giving you complete control over how many customers can book a given time slot. This is ideal for businesses that want predictable workloads without relying on automatic calculations.

Manual capacity is one of three scheduling formats available in FieldCamp. If you prefer the system to calculate capacity automatically based on your team size, see Arrival Windows with Provider-Based Capacity. For exact appointment times instead of windows, try Fixed Time Scheduling.

What Is Manual Capacity?

Manual capacity gives you complete control over how many customers can book each time window. Instead of automatic calculations, you set exact limits for each time slot based on your business needs.

Example: Set morning windows (8 AM - 12 PM) to accept 4 bookings and afternoon windows (12 PM - 4 PM) to accept 3 bookings.

How It Works

For Your Business

You define exact capacity for each time window. Set different limits for different times of day. Adjust capacity based on team size, service complexity, or seasonal demand.

For Customers

Customers see available time windows with clear capacity status. They select their preferred window and get instant confirmation. Your team arrives anytime within the chosen window.

Configuration Steps

Before you begin, make sure you have set up online booking and created at least one service area.

Step 1: Set Up Arrival Windows

Navigate to Service Area Settings to begin configuration.

Choose your window length (2, 3, or 4 hours)
Define when windows start throughout the day
Select "Arrival Windows" as scheduling format
Choose "Manual" for capacity mode

Step 2: Configure Window Schedule

Set up your daily time windows based on business hours.

Common Window Configurations:

Morning: 8:00 AM - 12:00 PM
Afternoon: 12:00 PM - 4:00 PM
Evening: 4:00 PM - 8:00 PM

Step 3: Set Capacity Limits

Define maximum bookings for each window.

Enter the number of jobs each window can accept
Set different limits for different windows if needed
Consider your team size and service duration
Account for travel time between customers

Step 4: Save and Activate

Review your settings and save the configuration. Test the booking system to verify capacity limits work correctly. You can also control which steps customers see during booking through Booking Steps Configuration.

Configuration Examples

Example 1: HVAC Repair Service

Window Setup:

Morning Window: 8:00 AM - 12:00 PM → Capacity: 3 jobs
Afternoon Window: 12:00 PM - 4:00 PM → Capacity: 3 jobs
Evening Window: 4:00 PM - 7:00 PM → Capacity: 2 jobs

Why this works: Morning and afternoon allow more jobs when full team is available. Evening has reduced capacity for limited staff. Each technician can handle complex repairs without rushing.

Example 2: Delivery Service

Window Setup:

Early Morning: 7:00 AM - 11:00 AM → Capacity: 8 deliveries
Late Morning: 11:00 AM - 2:00 PM → Capacity: 6 deliveries
Afternoon: 2:00 PM - 6:00 PM → Capacity: 6 deliveries

Why this works: Early morning has highest capacity for optimal route efficiency. Midday capacity reduced for lunch schedules. Consistent afternoon capacity for predictable service.

Setting Capacity Limits

Factors to Consider

Team Size — How many technicians work each shift
Service Duration — Average time to complete each job
Travel Time — Driving between customer locations
Service Complexity — Some jobs need more time
Buffer Time — Allow for unexpected delays

Capacity Planning Tips

Start conservative with lower capacity limits and monitor completion rates. It is much easier to increase capacity after a few weeks of data than to deal with overbooked schedules and unhappy customers.

Monitor completion rates and adjust upward if needed
Consider different limits for different days of the week
Account for seasonal variations in demand

Advanced Settings

Variable Capacity by Day

Set different limits for different days of the week.

Monday-Friday: Higher capacity for regular business operations
Saturday: Reduced capacity for smaller weekend crew
Sunday: Minimal capacity or closed

Seasonal Adjustments

Modify capacity based on busy seasons.

Peak Season: Increase capacity limits to meet demand
Off Season: Reduce capacity for smaller team
Holidays: Adjust for staff availability

Arrival Windows with Provider-Based Capacity — let FieldCamp calculate capacity automatically
Fixed Time Scheduling — offer exact appointment times instead of windows
Setting Up Online Booking — initial setup before configuring scheduling
Booking Steps Configuration — customize what customers see during booking

Arrival Windows with Manual Capacity | FieldCamp

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