You may find yourself needing to have a copy of the roster for various reasons, maybe you need to give your guides a copy or email it to them. Maybe you want to collect data found on the roster, and have it sent to you by email. Whatever the reason maybe this article will walk you through how to customize what information is exported and email on the roster, as well as how to export, email and print the roster.
What's covered in this article:
Customize the roster
Xola allows you to customize what is included in your roster export from the settings tab. Simply go to Settings > Roster and select which columns to include in your exports.
Export a roster
To export the roster for a particular event, click the Get Roster button>Export Roster button from inside the Roster View. It will immediately generate a .csv file of the roster that will download directly to your browser.
To export a whole days roster, from the List View only hit Export Day's Roster, before clicking into a timeslot for an exported .csv file of the entire day's roster.
After clicking the Export Roster button from inside the Roster View. It will immediately generate a .csv file of the roster that will download directly to your browser.
When opened you will see the following tabs on the excel sheet, if the information is on the roster.
- Summary: This tab is the Event as a whole information. It is a summary of all the reservations on the roster. Information will include the following (if on roster): Event capacity, Total booked, Waivers signed, Event Notes, Guides, Equipment used, Total Addons, Total Weight
- Roster: This tab is the Reservations individual information. It shows the details of each booking on the roster. Information will include the following (if on roster): Name, Email, Phone, Demographics, Demographics Total, Waivers, Payment Status, Booking Notes, Coupon, Checked In, Addons, Questionnaire
- Waivers: This tab will show the wavier information for each booking, if you are using waivers. Information will include the following (if on roster): Name and Email
Email a roster
To email the roster for a particular event, click the Get Roster button>Email Roster from inside the Roster View. It will immediately email the roster to the Communication email you have designated in Xola or to the guide assigned to the trip.
The roster for a tour is automatically emailed to the assigned guide(s) 12 hours prior to the event. Click the Download spreadsheet link in the top right corner to download the Excel version of the roster.Set Notification Preferences
Subject Line: Xola roster for [Tour Title] on [Tour Date] at [Tour Time]
Print a roster
To print the roster for a particular trip, click the Print button from inside the Roster View.
Pro Tips:
* You can use the Quick Dashboard Search Bar to get to the roster as well. Search for your customer, click on the Blue Wench. This will bring up the roster, from here you can Print, Export, or Email the roster.
In the Day and Week view you can also access the roster by clicking on the timeslot and click on View Roster. This will bring up the roster, from here you can Print, Export, or Email the roster.
In the Month view, click on the timeslot and then Blue Wench. This will bring up the roster, from here you can Print, Export, or Email the roster.
