Easily plan capacities & peak times

A well-planned cloakroom is the foundation for smooth admission. Tapcoat gives you the tools to configure capacities cleanly in advance and keep an eye on ongoing operations in real time.

Set capacities before the event

The maximum capacity of a cloakroom is derived automatically from the number ranges you configured when creating the cloakroom. For example, if you set up hooks 1 to 300, the capacity of this cloakroom is exactly 300 hanger locations. There is no separate input for the total capacity — you can always read it directly from the number range.

This means: before you create the cloakroom, you should know how many physical hooks or storage spots are actually available. Configure the number ranges exactly to match — no more and no less. Any deviation leads either to hanger locations in the system that can’t be used or to transactions with no physical counterpart.

Enable the capacity warning

So that staff can react in good time before the cloakroom is full, there is the optional capacity warning. You enable it in step 2 (“Items”) when creating or editing the cloakroom.

You set a threshold — for example 30. As soon as only 30 or fewer hanger locations are free, a clearly visible warning appears in the app. Staff can then:

  • Notify the event management
  • Redirect guests to an overflow cloakroom
  • Check whether additional capacity can be made available at short notice

Recommendation: Set the threshold to 10–15% of the total capacity. For a cloakroom with 200 hanger locations, that would be a warning at 20–30 remaining hanger locations — enough lead time to react without raising the alarm unnecessarily early.

Real-time occupancy in the dashboard

During the event, the dashboard shows in real time how many hanger locations are occupied and how many are still free — for each cloakroom individually and for all of the event’s cloakrooms combined. Managers can open the dashboard from anywhere, including from the office, the VIP area, or another location.

Peak times & guest numbers (upcoming feature)

In the future, Tapcoat will also support the analysis of peak times and guest numbers in the dashboard. You’ll then see at a glance:

  • At what times of day the most check-ins took place
  • How many guests were at the cloakroom at the same time
  • How long the average check-in took for each guest

This data helps you plan future events better: with the right number of staff at the right time and optimized workflows for peak phases. This article will be updated as soon as the feature is available.

Recommendations for capacity planning

  • Always plan in a small buffer — 5 to 10% more capacity than the expected number of guests
  • For multi-day events: after each day, check whether all guests have picked up their belongings
  • For very large events with more than 500 guests: inform the Tapcoat team in advance so everything is optimally configured on the server side