What a capacity counter is for
A capacity counter tracks how many people are inside a space right now, so you can stay within a limit. That limit might be a fire-safety figure for a hall, a licence condition for a venue, a rule for a fitness class or simply the number of chairs in a small meeting room. The counter does not enforce the limit. It gives you the live number so a person can decide who to let in.
The difference from an attendance counter is direction. Attendance only goes up, because it records everyone who came. Occupancy goes up and down, because people leave. For a capacity count you tap +1 on entry and hold minus on exit, and the number on screen is the number of people inside at that moment.
The page keeps the total saved in your browser, so a refresh, a locked phone or a closed tab does not lose the count. There is no sign-up, no ads in the way of the button and nothing to install.
Setting up for a busy door
Before the doors open, check the legal or safe limit from your permit, your insurer or the building's fire-safety notice. Write it where the counter can see it. A sticky note with the number, placed on the device, is enough.
Reset the counter to zero and test it with one tap in and one hold out. Check the hold timing on your device, because phones differ in how they register a long press.
Agree who counts. One person per door is the cleanest. If there are two entrances, give each a device, and have one person add the two totals regularly, or use the multiple counters page to keep named counters for each door.
Decide a warning level, for example ninety per cent of the limit. When the count reaches it, the person at the door starts to slow entry. This avoids the sudden stop at one hundred per cent, which causes queues and complaints.
Keeping the count honest over a long shift
Drift is the main risk. Over a long shift, small errors add up: someone leaves without being counted out, or two people enter on one tap. Plan a re-count at least once an hour. Walk the room, count heads, and set the counter to match if needed.
To correct the counter, use the minus hold or the reset hold and tap up to the real number. The deliberate hold means accidental changes are rare, and corrections are quick.
Staff, performers and delivery people should be treated the same way every time. If staff count towards the limit, count them in and out. If they do not, leave them out and note it. Either rule works if it is applied consistently.
At the end of the shift, record the highest number reached. It is a useful figure for planning, and it shows how close you came to the limit.
Capacity counting for different places
Retail: a shop with a small floor area may limit the number of customers to keep aisles clear. A counter at the door gives staff a clear signal when to ask people to wait.
Fitness and classes: studios often cap numbers for equipment or space. A counter helps the instructor check in people and stop bookings when the room is full.
Events and halls: the fire-safety number is the one that matters. Using a counter at the main door, with a second at any additional exits, gives an audit-friendly record.
Libraries, study rooms and small offices: a simple tap-in, tap-out count on a tablet at the entrance is often all that is needed to show how many seats remain.
A worked example: a 60-person studio class
A studio has a licensed limit of 60 and a booking system that allows 55 sign-ups plus walk-ins. At 17:45 the instructor starts counting at the door. By 17:55 the count is 48. Five walk-ins push it to 53, and two cancel at the last minute, so the count at 18:00 is 51. The instructor knows there are nine places left and can take a few more walk-ins without breaching the limit.
Halfway through, three people leave early. The instructor holds minus three times, and the count drops to 48. A person arriving late is let in, and the count rises to 49. At the end, the highest number reached is 53, which is a useful record for future planning.
Without a live count, the instructor would be guessing, and either turn people away unnecessarily or risk going over the limit.
When the number matters legally
In many places, venues have a posted maximum occupancy set by a fire marshal or building authority. Going over it can lead to fines, loss of a licence or, in an incident, serious liability. A counter helps show that you took reasonable steps to stay within the limit.
Keep a record of the highest count in each session, along with the date and who was counting. If an inspector asks, a simple log of these numbers demonstrates control more convincingly than a verbal assurance.
Remember that the counter is a tool, not a guarantee. It relies on the person using it. Training a second person to count, and agreeing a clear handover, avoids gaps during breaks.
Handling queues and waiting lists
When a space is full, a queue forms. How you manage it affects safety and goodwill. Place the queue away from the entrance, so people leaving are not blocked, and tell the first person in line how long the wait is likely to be.
A simple rule is one in, one out. When the counter shows a drop below the limit, let in the same number of people as have left. This keeps the live count close to the limit without crossing it.
For events with ticketed entry, a waiting list can run alongside the counter. Record the names of people waiting, and call them when numbers allow. It is polite and fair, and it reduces the risk of crowding at the door.
If the queue is long, tell people early. A sign that says 'Full — one in, one out' saves disappointed arrivals from standing in the cold or the heat.
Communicating with the team
A counter works best when everyone on the team knows the rules. Before the doors open, brief the person on each entrance on the limit, the warning level and what to do when the count reaches it. Give them a clear script, such as 'We are at capacity, please wait for a space'.
Agree how often to cross-check. Two people counting independently at the same door, compared every thirty minutes, will catch drift quickly. If the numbers differ by more than a few, walk the room and recount.
Use a handover note at shift changes. Write the current count, the highest count so far and any problems. The next person can then start with a clear picture rather than relying on memory.
After the event, hold a short review. Note the highest number reached, the time it occurred and any moment the limit came close. Those facts feed into your next plan.
Choosing the limit to count against
The correct limit is rarely a guess. For public venues it is set by the fire authority and displayed on a certificate, often near the main entrance. For private events it may come from your insurance policy or your venue contract. For workplaces and classrooms it may reflect the number of seats, desks or workstations.
If no formal limit exists, set one yourself using floor area. A common planning figure for standing events is about one person per square metre, and for seated events about one person per one and a half square metres. These are rough guides, not legal values, so confirm anything formal with the authority.
Write the limit and the warning level where the person counting can see them. A number taped to the device removes any doubt in a busy moment.
What to do if the count exceeds the limit
If the counter shows you are over the limit, stop entry at once and ask people to leave in an orderly way until the number drops. Do not wait for the problem to resolve itself.
Tell your supervisor or event lead immediately. Note the time, the number reached and the action taken. That record shows you responded promptly.
Afterwards, find out why it happened. A second door that was not counted, a missed reset or a rush at the start are common causes. Fix that cause before the next session.