Getting Started with CapFlow
Use the five-step Setup guide to connect an offer, capacity, times and Shopify pricing
Open Setup in the CapFlow sidebar. The guide starts with what you sell and connects it to capacity, bookable times and Shopify pricing. It is available on every plan; start with one offer before adding more.
Before you start
Know your venue timezone, the session length and how many places or units each booking consumes. Choose whether to use an existing Shopify product or create one in the guide. For example, two people at $18 per person use two places and pay $36 before taxes or discounts.
1. Offer
Choose an existing Shopify product variant or create a new offer. Name the offer customers will see and set its session length. An existing product keeps its Shopify price; you can map longer duration and ticket prices in the offer editor later.
2. Capacity
Choose the resource behind the offer, such as a room, court or piece of equipment. Create one if needed. Set the maximum number of places or units available at a time.
If another offer uses the same actual sessions, reuse its shared availability. Linking products to the same resource does not make two separately generated schedules share their capacity. See Shared session capacity.
3. Times
Reuse matching shared times where they already exist, or create a schedule with a date range and weekly opening hours. The guide shows the relevant availability instead of asking you to make a second schedule unnecessarily.
Schedules generate times only inside their date range. Extend the range before it runs out. Changes that would remove booked times or reduce capacity below occupied places are blocked; review the preview before saving. See Schedules.
4. Product
Confirm the existing Shopify price connection or enter duration prices for a new product. Variants charge per person or unit for the whole selected duration. Two people booking two consecutive sessions use quantity two of that duration’s variant, not quantity four.
Check that the product is published to your Online Store. New booking products created by the guide do not require shipping; check existing products’ shipping settings if you do not sell anything that needs delivery.
5. Check setup
The final step shows each offer’s product, prices, matching future times and any shared availability. Resolve any Needs attention messages before accepting bookings.
Open the theme editor and place a CapFlow booking block on the relevant template. A detected block does not guarantee that every product page shows the right offer: open those pages yourself. Use Adding the widget for the full, compact, single-class and catalogue options.
Test the customer flow
- Open a published product page and select a future date, time and duration.
- Book more than one place. Check the session summary, party size, variant and cart quantity.
- Use your Shopify test-payment setup to verify payment and confirm the booking status in CapFlow. A reserved booking awaiting payment is not yet a paid purchase.
- Check all timeslots for a longer booking and confirm that capacity falls by the group size in each.
- Check the last available places, a full session and the mobile view.
- Review confirmation emails and your cancellation/rescheduling rules before opening sales.
Optional setup after the first booking
- Waitlists: on Growth, Pro or Scale, open Waitlist and explicitly enable it if you want timed offers for full sessions. It is off by default. Waitlist guide.
- Booking names: choose Collect a name when booking in Settings. Signed-in profiles and paid Shopify orders may still supply names when the form is off.
- Memberships: configure membership products and member/public pools on Pro or Scale. Membership setup.
- Privacy requests: staff should know where to review access/erasure cases and how to deliver exports securely. Privacy requests.