How to manage event capacity, prevent double bookings, and allocate credits per package in MemberStack? Answered

Post author
Daniel Mohammadi

Hi Memberstack team and users,

I'm building a platform for a client that is a hybrid VOD and live events platform focused on art and museums. I'm using Webflow + Memberstack as the foundation for the VOD's and that works perfect. But now I'm running into a specific challenge regarding the events I'd love your input on.

The product works like this:

  • Users always buy access to a video series as the main product
  • On top of that, they can optionally add a physical event (a recording day and/or a viewing) as an add-on
  • There are two package types: a Single Series (1 video series + optional 1 physical event credit) and (if possible) a Season Pass (all series + optional 4 event credits to spread across events)
  • Each member can claim a maximum of 1 ticket per event, no double bookings allowed

The core challenge:
Each physical event has a fixed capacity limit, shared across all members regardless of which package they bought. Once that limit is reached for a specific event, it is full and no more seats can be given out. The capacity may vary per event.

What I need to know:

  1. Is there a way to handle shared seat inventory (a counter that decrements for every member who claims a spot) either natively in Memberstack or via a tool that integrates well with Memberstack?
  2. Can the credit logic be handled where a Single Series buyer gets 1 event credit tied to their specific series, and a Season Pass buyer gets 4 credits usable across all series?
  3. Is it possible to prevent a member from booking the same event twice?
  4. If a specific event is sold out, can the checkout flow in Webflow automatically grey out or disable that option and what would be the recommended way to achieve this?

Thanks in advance!

Comments

3 comments

  • Comment author
    A J

    Hey Daniel Mohammadi,

    • You can possibly setup a plan for the event where you want to have a limit on the spots available and setup the maximum amount of members possible under signup rule feature in Memberstack. Here's a guide on how to set that up.
    • If the credits are to be given as a package when they buy a specific plan, you can check out this guide to set that up or you can take inspiration from it and can customize further as per your requirements.
    • If events are setup as plans for your use-case, then you can ensure that the form / element used to book a spot for an event is only visible based on the plan / gated content settings. For e.g. you can setup a logic that when a user books a spot for an event they are assigned the relevant plan (probably free plan since they would have paid for the series plan already) and if the logged in user has the event plan assigned they aren't shown the form where they can book the spot again.
    1. Here's a guide on how to show / hide elements based on the gated content they are assigned.
    2. Here's a memberscript if you want to show / hide elements based on specific plan instead of setting up gated content rules
    • I am thinking there's this memberscript that displays the count of members per plan, but for your use-case instead of displaying it you can customize it to check if the count matches the number of spots that you want to be the limit, then remove the form and show a greyed out version instead (which is not displayed by default but if the events are sold out then they are showed instead). You will have to customize the script for your requirements but this should be possible.

    Hope this helps and gives you some idea.

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  • Comment author
    Daniel Mohammadi

    Thanks alot for the help!

    Do you think this will be scalable?

    At the beginning of the platform there will be around 2 timeslots for event 1 and one for event 2 for series A.

    There's going to be 4 series each season, so that makes it 3 plans for the timeslots per series. You think this is the best way to do this?

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  • Comment author
    A J

    Welcome Daniel Mohammadi 😇

    Memberstack does allow any number of plans to be assigned to members and also supports any number of members a business can have without performance issues, so it should work for you as well.

    That being said you can test it out for your project and see what's the best maintainable approach that fits your requirements and what the client team needs etc. It will help in brainstorming, exploring the setup, testing it out to see what is your experience as a user on the site and I believe that would help you gauge the way to go.

    If you face any blockers during implementation, you can reach out in the same channel that we are on as well.

    Hope this helps.

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