When you create a new listing or edit an existing listing, the Description tab will be where you enter into Xola some important details that will be presented to your customer throughout the booking process.
What's covered in this article:
- Listing title
- Base Price
- Per Booking Min and Max
- Per Outing Min and Max
- Customer Facing Duration
- Equipment Duration
- Early Cutoff
- Future Cutoff
- Early Equipment Return
- Cancellation Policy
- Other Considerations
- Activity/Meeting Location
- Delete a Listing
This is the name of the experience you offer customers to book online. This could be anything from the name of a walking tour to a canoe rental to the name of an escape room. It will appear during customer checkout, on the Xola back end, and in all email correspondence with a customer.
Your customers will see this name when they click on this listing's Book Now button on your website.
In the Price field, enter in the cost of this experience. This can be on a Per Person or Per Outing basis.
- Per Person: Guests are charged individually for the experience.
Want to charge per person, but limit your listing to one booking per time slot? Check out Private Groups with Per-Person Pricing.
- Per Outing: There is one price for the experience regardless of the number of guests.
Per Outing pricing is private by default as it only allows for one booking per timeslot.
Per Booking Min and Max
The Per Booking Minimum is the minimum number of people who must book a timeslot at once (ie, in one transaction).
The Per Booking Maximum is the maximum number of people who can book a timeslot at once (ie, in one transaction).
- A chocolate factory tour sells tickets for a minimum of one guest at a time.
- A bike tour company rents out tandem bikes, so two people must reserve at a time.
- The chocolate factory tour accommodates up to 30 guests, but only a maximum of 20 people can book together in one transaction.
Per Outing Min and Max
The Per Outing Minimum sets the rule for the number of people who must book in order for a timeslot to be confirmed.
The Per Outing Maximum is the maximum number of people who can book into one timeslot of a listing.
- PopSpots can take a maximum of 15 people on any given timeslot of a Bob Dylan walking tour.
- Al's Boats rents out 100 two-person kayaks. The Per Outing Maximum is 100.
Al's Boats offers Speedboat Tours. Al's speedboat can fit up to 10 guests, but he will only confirm the trip if a minimum of 5 guests book. He wants to know at least 5 days prior to a tour whether the minimum has been met or not.
Al's Per Outing setup would look as follows:
Let's say four guests book a 12pm Speedboat Tour - They need one more person to book to hit the Per Outing Minimum of 5.
- Guests 1-4 will not receive a confirmation email nor see their cards charged until the fifth guest books.
- Guests 1-4 will receive a Booking Request Received email and their bookings will remain pending in Xola until the fifth guest books.
- If an event does reach the Per Outing Minimum, all pending bookings for this event will be automatically accepted (unless Auto-Accept is turned off in your Settings). Credit cards will be charged and confirmation emails will be sent out to those customers.
- If an event does not meet the Per Outing Minimum by the designated time, Xola will notify the seller via email. At that point, the seller can reach out to the customer to reschedule or manually accept the bookings.
Customer Facing Duration
The amount of time your customer spends on the event. This can be displayed in your checkout. To learn more on how to display this, click here.
The Equipment Duration tells Xola how long a listing is. It is not customer-facing - it mainly exists for Inventory purposes.
Duration tells Xola for how long to hold a piece of equipment (ie rooms, boats, and more) or a guide, and it may or may not correspond to the actual length of your listing.
Please note that if you use Equipment on your Xola account, the Equipment Duration is extremely important to ensuring that you do not receive double bookings!
Through creating and saving multiple different schedules, Xola allows you to build activity schedules that are as simple or intricate as you would like. Combining schedules also allows for dynamic pricing that adjusts based on time or day. You can create as many schedules as you would like!
- In the Schedule section of the listing, click Add Schedule.
- In the window that opens, enter Schedule Details, detailed below.
- Open: Creates a schedule with times that this listing is available to be booked by customers.
- Blackout: Creates a schedule with times that this listing will not be available.
- Weekly: The schedule that you create will repeat each week on your calendar. Select or deselect individual weekdays using the checkboxes listed after Repeat On.
- Custom: Allows you to hand-select individual days to which this schedule will apply.
- This is where you will choose the departure times that are able to be booked for this listing. You can create as many time slots as you would like. When one gets booked, Xola will automatically check your availability for the rest of the day and adjust your schedule accordingly.
- If your listing does not have set departure times, toggle on "No fixed departure times". Your customers will simply select a date at checkout.
- Choose the time-span that you would like this schedule to to apply to your listing.
- If this schedule will never change, you can leave these fields blank.
- Here you can designate if there is a difference in price for this particular schedule.
Example: If you charge more for trips on the weekend, make a weekly schedule with Saturday and Sunday selected and choose "Price: Increase by" and your desired amount.
The Early Cutoff prevents bookings from being made via checkout within a specified period of time before an event is scheduled to start.
For example, if you need to know how many people are booked for an event at least a day in advance in order to prepare the experience, you might set an Early Cutoff of 24 hours. This would prevent someone from visiting your website 1 hour before the event starts and placing a booking that you are not prepared to accommodate.
Additionally, you have the option to allow bookings until a secondary cutoff time is reached for events that already have at least one confirmed booking. This setting allows you to continue accepting new customers for events that are already scheduled to occur.
- Enter a value for how far in advance of start time you would like to prevent bookings for this listing.
- If you'd like to allow bookings to occur within a different cutoff time for events that already have one or more confirmed bookings, check the second box in this section.
- Enter a value for how in advance of the start time you would like to prevent bookings for this event if there is already at least one confirmed booking.
The Future Cutoff allows you to prevent bookings with a start time that is too far in the future. This is a useful setting if your schedules do not have a set end date. For example, you may not want to allow customers to place a booking that is set to take place one calendar year from now, in case something changes for your business operationally between now and then (i.e. your schedule or product offerings).
- Enable by checking the box in the section labeled Future Cutoff
- Enter a value for how far in the future you would like to prevent bookings from being made via checkout.
Early Equipment Return
Your inventory understands the listing duration to be the amount of time for which to hold one piece of inventory. For example, if your Kayak Rental listing is set to a 4 hour duration and a customer books a kayak at 10am, that kayak will not be free to rent again until 2pm.
But what about if that customer returns at 1pm?
Xola's Early Inventory Return feature allows you to figure that piece of inventory back into stock to rent out to other customers.
Early Return Process
- When a customer arrives for their booking, click the green check mark in the roster view to check them in. When you do this, Xola will hold inventory for the total number of people in that party.
- When the customer returns early, click into the roster view for their trip. Next to the green check mark by the customer's name, click the green return arrow.
- Clicking the green return arrow will free up inventory for the total number of guests in that party.
- Excerpt: This is the text that will appear to your customers when they are checking out online.
- Description: This text is used when participating in Xola's optional distribution channels, meaning it will not be displayed to your customers when making a normal booking through a Xola checkout window. This text is also able to be used with Xola's Wordpress plugin, in which case your customers will read the description.
Here you can provide your customers who book with a list of items they can expect to be provided and inform them of items that they need to bring.
Include your cancellation policy here to keep your customers informed ahead of time on company policy.
Use this space to include any and all important details that are not covered in their own field that you would like to relay to the customer after they book.
Here you can upload file attachments to be sent in your confirmation email, like a PDF or waiver for example.
You must drop a pin on the map in order to save the listing.
- Activity Location: This is the location that your this listing's activity will take place. You can drop a pin or use the tool to look up and pin your activity address.
- Meeting Location*: This is the location that you would like your customers to meet you before departing. This may be the same as the Activity Location.
Delete a Listing
- Navigate to Products> Listings.
- Hover over the listing you would like to delete with your cursor. When you do this, you will see a Delete button at the top right of the listing.
- Click on the Delete button to delete the listing.
Note: Deleting a listing is permanent and cannot be undone.