Managing availability and inventory

You can manage your inventory directly on Hub, in real time. Open, close or remove slots from sale, set how many spots you have, and do it for a single slot or a whole date range in one go — changes reflect on the Headout website straight away, so you're never overselling or sitting on empty availability.

A few words you'll see

• Option — the specific variant of your experience you're managing.
• Slot — a specific date + time guests can book.
• Date range — a start and end date, used when you want to update many dates at once.
• Availability — whether a slot is Open (bookable) or Closed (not bookable).
• Quantity — how many spots you have for a slot. You set this in Step 4.

Connected via API? If your inventory is synced from an API / channel-manager connection, make changes in your API platform — they sync to Headout automatically. If your inventory isn't API-synced, manage it here on Hub.

Before you start

• Know the experience and option you're updating, and the dates / slots affected.
• Decide whether each slot should be Open or Closed, and if open, how many spots (Limited or Unlimited).

Step 1 — Open Availability & pricing

In the left-hand menu, click Availability & pricing.

Step 2 — Select the experience and option

Choose the experience from Select an experience, then the Select an option it belongs to, and click Search. To update a stretch of dates, set the date range too.

Step 3 — Open the Inventory tab and pick what to change

At the top of the table, make sure you're on the Inventory tab (not Pricing). Each row is a date and time slot. Select what you want to change:

• One slot — tick the checkbox next to that date/slot.
• A few slots — tick each one you want.
• A whole date range (bulk) — tick the checkbox in the table header (next to Date) to select every date and slot in your range at once.

Step 4 — Set availability and quantity

For the selected slots, set what you need for each guest type:

• Open / Closed — whether guests can book the slot. Close a slot to stop sales for that time.
• Limited — set a fixed number of spots — enter the quantity available.
• Unlimited — no cap on spots — shown as ∞ .

If you selected multiple slots, your change applies to all of them. When you're done, click Next: review changes.

Step 5 — Review and confirm

On Review inventory changes, check the before/after for each slot. Use Discard if you need to start over. When you're happy, click Confirm & save.

You'll see “All the changes have been saved successfully.” — your inventory is now updated on Headout.

Good to know: inventory changes go live immediately, whether you update one slot or a whole range. Closing a slot removes it from sale — guests can no longer book it — and you can reopen it any time.

Stopping sales

Closing slots here is how you stop sales for a few slots or a single day — set them to Closed as above, and reopen them when you're ready. For anything longer, use one of these instead:

• A run of dates — add a closure. Go to Schedules, click Closure, give it a name (only you see it) and the dates when bookings should be unavailable, then Save closure. You can add closures yourself and delete them, but changing a saved one needs a ticket.
• A whole schedule, indefinitely — open the schedule's Actions menu on the Schedules page and choose Deactivate. Choose Activate to bring it back later.
• The experience entirely — this isn't self-serve. Raise a ticket telling us which experience and option, and from when.

Important: None of these cancel bookings guests have already made — they only stop new ones. If existing guests are affected, raise a request under Customer Booking Related so our team can contact them.

Frequently asked questions

Can I update capacity for many dates at once?
Yes. Set a date range in Step 2, then tick the header checkbox on the Inventory tab to select every slot in the range and update them together.

Can I update only some days in the range?
Yes — instead of the header checkbox, tick the checkbox next to just the dates you want; only those are updated.

Do inventory changes reflect immediately?
Yes. As soon as you click Confirm & save, the update is live on Headout.

How do I close or remove a slot from sale?
Set the slot to Closed on the Inventory tab, then Next: review changes → Confirm & save. It's removed from sale on Headout immediately, and you can reopen it any time by setting it back to Open.

What does Unlimited (∞) mean?
There's no cap on how many guests can book that slot. Use Limited with a quantity when you have a fixed capacity.

I can't edit inventory — why?
Usually because your inventory is synced from an API/channel-manager connection (update it in your API platform instead), or the option isn't managed on Hub. If neither applies, raise a ticket and we'll help.