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How-to: Set Min and Max people per Trip

This feature allows Planners to restrict the Maximum number of People that can book onto a Trip. You can put a Max on the number of people - so even if you have available package inventory, you don't get overbooked.

Available with any of the plans: 

How to Set Min and Max people per Trip

  • Under Pricing (Trip with Booking Mode)
  • Check the Minimum and Maximum People Allowed for this trip
  • Both minimum and maximum numbers are required, and the minimum must be greater than 0.
     

Where can Planners view the Minimum and Maximum People settings?

  • I am planning - Trip Dashboard - LIST VIEW

    When you select LIST VIEW you'll see how you're Trips are progressing towards your goals, showing colors based on your Min/Max settings. 

You'll be able to see:

    • Yellow: If the Trip are under the minimum
    • Green: if you are over your minimum and under your maximum
    • Red: if you are over your Max People or over the Package Inventory

  • I am planning - Trip Dashboard - LIST VIEW - If the Affiliate Profile is enabled for your account,

    In LIST VIEW you will see your affiliate short name as the last column instead of the main contact.


  • Planner Page - Heading Section

    This maximum will apply across all your packages (including $0 packages). The maximum number you set will be clearly displayed in the heading section while editing the trip.

  • TRIP SUMMARY

    In the TRIP SUMMARY section, you can review Traveler and Package inventory counts. Under PEOPLE, you'll find the Minimum and Maximum Number settings, along with a real-time count showing how many people have booked out of the set maximum.
    You'll also be able to set a Minimum for your own tracking to see when you reach your minimum for the Trip.

Screenshot 2025-11-27 at 2.04.32 pm-1

How do the Minimum and Maximum People settings work together with Inventory Maximums? 

You might find that using your package inventory is all you need to control bookings. But in some cases you might need to make sure that despite the packages booked you keep a limit on the number of people booked.

For example: you want to offer your double rooms to be available to be booked as either a single or double occupancy (variable occupancy) but you don't actually want to end up with ALL of them single occupancy because that would be too little margin, so you want to cap the number of single rooms, while still allowing SOME.

⁉️Real‑World Problem

Most operators prefer to sell rooms at double occupancy ("twin share" or "couple share") because it’s more profitable than selling singles. A typical trip might look like this:
  • Inventory: 10 x Double rooms (max capacity 2)
    • Operator is willing to sell up to 4 as Single rooms
  • Occupancy goals:
    • Double rooms are ideally 2 people per room - with a slightly lower price per person than booking single. 
    • Booking a room as a Single rooms incurs a supplement fee 
  • Trip-wide people limits: Minimum 4 travelers to depart; Maximum 20 travelers total
  • Outcome desired: Book up to 10 couples (20 people) OR some mix of singles and couples — but never exceed room inventory and never exceed 20 total people. Once any limit is hit, bookings should stop and waitlist should be offered.

👏 Solution Using YouLi

Below is the recommended setup using YouLi’s room inventory, variable occupancy (price based on occupancy), and min/max people controls.

First: Define Packages (Room Types)

Create two Packages that represent your sellable room types:
 
1) Package: Double Room (Couple Share)
  • Occupancy setting: Price based on occupancy enabled
  • Minimum occupancy: 2
(This forces bookings in pairs; a single cannot select this.)
  • Max bookings (rooms): 10
(You have 10 rooms available for this type.)
  • Price: Enter the per-person pricing as configured for double occupancy.
2) Package: Single Room (Solo)
  • Occupancy setting: Price based on occupancy
  • Maximum occupancy: 1
(Locks this package to true singles only.)
  • Max bookings (rooms): 4
(You will sell up to 4 single rooms.)
  • Price: Enter the single supplement/solo rate.
Note: Even though the Single Room package uses the “price based on occupancy” framework, here it’s effectively fixed to 1 by setting both min and max to 1.

Next: Set Trip-Level People Limits

In Trip Settings → Capacity (or equivalent area in your current UI):
  • Minimum travelers: 4
(Trip will not run if fewer than 4 confirmed.)
  • Maximum travelers: 20
(Hard cap regardless of room availability.)
 

Next: Enable Waitlist

Enable Waitlist for the trip (and optionally at the Package level if exposed) so that when any cap is reached (people or rooms), interested travelers can join a queue.
 
Your Trip Pricing should look something like this:
 
Screenshot 2026-03-17 at 3.47.47 pm


How YouLi Enforces the Rules (What Happens When Limits Are Hit)

 
YouLi enforces all constraints simultaneously. Bookings are accepted until the first relevant maximum is reached, at which point bookings are blocked and the waitlist can be offered.
  • Double Room logic
    • Requires 2 people per booking. A single cannot check out under this package.
    • Stops selling after 10 rooms (i.e., 10 couples / 20 people) <- ideal scenario
    • OR when the trip max of 20 people is reached — whichever comes first. 
  • Single Room logic
    • Requires 1 person per booking.
    • Stops selling after 4 rooms (i.e., 4 singles)
    • OR when the trip max of 20 people is reached — whichever comes first.
  • Trip Max (20 people)
    • If 20 total people are booked through any combination of packages, all packages are blocked.
    • Even if there are technically single rooms left, the trip is sold out on total headcount.
  • Trip Min (4 people)
    • Until at least 4 people are confirmed, the trip shows as under the Minimum on your Dashboard and Trip Summary. It goes green when you reach your minimum so you know the Trip will run.
    • If you need to cancel, you can message early bookers accordingly.

Some Scenarios

Example A — Couples Fill First

  • 10 couples (20 people) book the Double Room package.
  • Result: Trip hits 20 people and sells out. The Single Room package becomes unavailable even if no singles booked, because the people max is reached.
  • Action: Offer Waitlist to anyone who attempts to book either package

Example B — Singles Fill First

  • 4 singles book the Single Room package.
  • A 5th person tries to book a Single Room.
  • Result: Blocked — the Single Room package is at its max of 4. The traveler can:
    • Choose the Double Room package (with a partner) or
    • Join the Waitlist for a single room.

Example C — Mixed Bookings

  • 6 couples (12 people) book Double Rooms, and 3 singles book Single Rooms (total 15 people).
  • Remaining sellable capacity:
    • Double Rooms: 4 rooms (8 people) available
    • Single Rooms: 1 room (1 person) available
    • Trip headcount: 5 more people until max 20
  • If one more couple tries to book (2 people), allowed → brings total to 17.
  • After that, either:
    • 1 more couple (2 people) → total 19, then the last single (1 person) → 20, and trip sells out, or
    • 3 singles attempt to book → only 1 can book (due to single rooms max of 4 and headcount), then the rest must join the Waitlist.
 

Some Extra Tips

  • Name packages clearly: e.g., Double Room (2 people, shared) vs Single Room (1 person, private). Add short descriptions like “Requires 2 travelers at checkout” or “Solo only; cannot be shared.”
  • Monitor approaching limits: If the double-room cap is near but singles are slow, consider upsell nudges to pairs to secure room type sooner.
  • Leverage Rooming Lists to finalize bed configurations (twin vs shared bed) and roommate pairings after payments.
  • Waitlist messaging: Clarify that a waitlist spot is not a confirmed booking and is room-type specific if that’s your policy.
  • Operational overrides: If you manually increase rooms or headcount, remember to update both the package-level max (rooms) and the trip max (people) to keep logic aligned.