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Visit Limit Override_main

Overview
Overview

This release introduces the ability for Administrators and Briefing Managers to override the configured Maximum Visits Per Day limit for specific dates at the site level.

The enhancement provides operational flexibility for handling peak demand periods, special events, holidays, staffing fluctuations, and other exceptional scheduling situations without requiring permanent changes to site-level capacity settings.

Overrides are applied only to the selected site and date, while the default site capacity remains unchanged. The system automatically enforces the overridden value during availability checks and visit creation workflows.

What's New
  • Day-specific visit capacity overrides at the site level
  • Ability to increase daily capacity beyond the default site limit
  • Ability to decrease daily capacity below the default site limit
  • Support for creating overrides directly from Monthly Calendar view
  • Support for creating overrides directly from Weekly Calendar view
  • Ability to create overrides for a single day or date range
  • Edit existing visit limit overrides
  • Remove existing visit limit overrides
  • Override chips displayed on Monthly Calendar
  • Override chips displayed on Weekly Calendar
  • Calendar sidebar enhancements for override visibility and management
  • Automatic enforcement of overridden capacity during booking
  • Availability updates based on override values
  • Capacity enforcement for Account Manager visit creation workflows
Functional Summary

Administrators and Briefing Managers can now define temporary capacity overrides that supersede the site's default Maximum Visits Per Day setting for specific dates.

When an override exists, the system uses the override value instead of the site's default capacity when determining availability and validating new bookings.

Overrides can be created, modified, or removed at any time, providing scheduling teams with greater flexibility while ensuring booking limits remain consistently enforced across the platform.

Key Capabilities
  • Site-specific capacity overrides
  • Single-day override management
  • Date-range override management
  • Monthly calendar override visibility
  • Weekly calendar override visibility
  • Override editing and deletion
  • Visual indicators for override dates
  • Automatic booking limit enforcement
  • Real-time availability updates
  • Role-based override management
Override Max Visits Per Day – Overview
 
 

Area

 

What this means for users

 

Capacity Management

Authorized users can temporarily override site visit limits without changing default configuration

Calendar Management

Overrides can be created and managed directly from Monthly and Weekly calendars

Booking Validation

Availability calculations automatically use override values when present

Site Configuration

Default site capacity remains unchanged

Visit Scheduling

Booking limits can be increased or decreased for specific dates

Operational Flexibility

Capacity can be adjusted to accommodate exceptional demand or staffing situations
 
 
 
Configuration & Administration

Capacity Override Management

Authorized users can manage capacity overrides from calendar views.

Supported actions include:

  • Create override
  • Edit override
  • Delete override
  • View override details
  • Review site default capacity
  • Review active override values

Overrides are maintained independently from site configuration settings.

Override Rules

 
 

Rule

 

Behavior

 

Override Scope

Site-specific and date-specific

Default Capacity

Remains unchanged

Active Override Limit

One active override per site per day

Override Modification

Can be updated at any time

Override Removal

Reverts immediately to site default capacity
 
 
 
User Roles / Permissions

Administrator

Administrators can:

  • Create overrides
  • Modify overrides
  • Delete overrides
  • View override details
  • Manage overrides across available sites

Briefing Manager

Briefing Managers can:

  • Create overrides
  • Modify overrides
  • Delete overrides
  • View override details
  • Manage overrides for assigned sites

Requester

Requesters can:

  • View availability
  • Submit visit requests

Requesters cannot:

  • View override values
  • Access override management controls
  • Create or modify overrides
How It Works / User Flow – Step-by-Step

1. Create a Visit Limit Override

  1. Open the Monthly or Weekly Calendar.
  2. Select Visit Limit Override option
  3. Select the desired date.
  4. Select the applicable site.
  5. Review the current site default capacity.
  6. Enter the override value.
  7. Save the override.

After saving:

  • The override becomes active immediately.
  • The override supersedes the default site capacity.
  • Availability calculations begin using the override value.
  • If the existing visits exceed the override provided, they are preserved but further bookings are blocked
  • If there are multiple overrides for a given day for a site, the least numbered override is applicable

2. Create a Single-Day Override

  1. Open the override creation workflow.
  2. Select a single calendar date.
  3. Enter the desired capacity value.
  4. Save the override.

The override applies only to the selected date and site.

 
 

3. Create a Date-Range Override

  1. Open the override creation workflow.
  2. Select a start date.
  3. Select an end date.
  4. Enter the override value.
  5. Save the override.

The override applies to all dates within the selected range.

4. Edit an Existing Override

  1. Locate an override using the calendar view.
  2. Select the override chip.
  3. Open the edit modal.
  4. Update the override value.
  5. Save the changes.

The updated capacity becomes effective immediately.

5. Remove an Override

Select Delete or Remove Override; Confirm the action.
After removal:

  • Override enforcement ends immediately.

  • Site default capacity becomes active again.

  • Future availability calculations use the default capacity.

6. Review Overrides from Calendar Views

Administrators and Briefing Managers can review overrides directly within:

Monthly Calendar

The Monthly Calendar displays:

  • Override chips
  • Override indicators
  • Capacity-related visual markers

These indicators help users quickly identify dates with active overrides.

Weekly Calendar

The Weekly Calendar displays:

  • Override chips
  • Override values
  • Edit entry points
  • Override management actions

7. Use Enhanced Calendar Sidebar

The calendar sidebar provides compact override information and management capabilities.

Users can:

  • Review override details
  • Identify overridden dates
  • Access edit actions
  • Access delete actions
  • Review relevant capacity information

8. Create Visits Using Override Capacity

When Account Managers create visits:

The system evaluates site capacity.

The system checks for an active override. The effective capacity is determined.

Availability is validated before booking.

If the effective limit has been reached: Additional bookings are blocked.

Availability is no longer displayed.

Users are prompted to select an alternate date.

Capacity Enforcement

Effective Capacity Resolution

The system determines available capacity using the following logic:

 
 

Priority

 

Capacity Source

 

First

Active Override

Second

Site Default Capacity
 
 
 

If an override exists, it always supersedes the site-level configuration.

Override Below Existing Bookings

The system allows an override value that is lower than the number of already-booked visits.

In this scenario:

  • Existing bookings remain unchanged.
  • Existing visits are not cancelled.
  • No additional visits may be created once the override limit is met or exceeded.

Override Above Existing Capacity

When an override exceeds the default capacity:

  • Additional bookings become available.
  • Availability calculations use the higher override value.
  • New visit requests may be accepted until the override limit is reached.
Booking Flow Integration

Availability Validation

During booking creation, the system:

  1. Evaluates the selected site and date.
  2. Checks for an active override.
  3. Determines the effective capacity.
  4. Compares booked visits against the effective limit.
  5. Allows or blocks booking accordingly.

Fully Booked Messaging

When effective capacity is reached or exceeded:

  • New bookings are blocked.
  • Users receive a clear message indicating that the selected date is fully booked.
  • Alternate dates may be selected.
Visual Indicators & Calendar Experience

Calendar Display Requirements

The calendar experience is designed to ensure overrides remain clearly associated with the correct site.

Supported behaviors include:

  • Visual differentiation of override dates
  • Clear site-level scoping
  • Visibility across Monthly and Weekly views
  • Prevention of misleading capacity displays when multiple sites are shown simultaneously

Override Chips

Override chips provide:

  • Override identification
  • Override type visibility
  • Override value visibility
  • Quick access to edit functionality
Important Considerations & Limitations
  • Overrides apply only to a specific site and date.
  • Default site capacity remains unchanged.
  • Only one active override can exist for a site on a given day.
  • Overrides can be increased, decreased, edited, or removed at any time by authorized users.
  • Existing bookings are never automatically removed when capacity is lowered.
  • Capacity enforcement immediately reflects override changes.
  • Requesters cannot view override values or administrative controls.
  • Calendar displays must clearly distinguish overrides when multiple sites are visible.
  • Availability calculations always prioritize override values over site defaults.
  • Removing an override immediately restores default site-level capacity enforcement.
FAQs

Does an override permanently change site capacity?
No. Overrides apply only to the selected site and date. The default capacity remains unchanged.

Can an override be lower than the number of already-booked visits?
Yes. Existing bookings remain intact, but no additional bookings can be created once the override limit is reached or exceeded.

What happens when an override is removed?
The system immediately reverts to the site's default capacity setting.

Can Requesters see override values?
No. Override management and override values are restricted to authorized users.

Where can overrides be managed?
Overrides can be created and managed from both Monthly and Weekly Calendar views.

Will booking validation use the override value automatically?
Yes. The system always evaluates override capacity first before using the default site capacity.

Support & Troubleshooting

If visit capacity overrides are not behaving as expected, verify the following:

  • User has Administrator or Briefing Manager permissions.
  • Correct site has been selected.
  • Override exists for the selected date.
  • Override value was saved successfully.
  • Site default capacity is configured correctly.
  • Calendar view is displaying the correct site.
  • Effective capacity calculations reflect the intended override.
  • Existing bookings are being evaluated correctly.

When contacting support, provide:

  • Site name
  • Date affected
  • Override value
  • Site default capacity
  • Number of booked visits
  • User role
  • Calendar view being used (Monthly or Weekly)
  • Screenshot of the issue
  • Timestamp of the observed behavior