Custom Reports

Custom Reports allow you to create, save, and schedule your own custom reports based on a suggested template. Report Templates in Xola allow you to choose which columns you'd like to show and apply rule-based filters to those columns. With this level of customization, you can create and save different types of reports to help answer a myriad of business questions. Here are just a few examples:

• How many confirmed bookings with a balance due greater than zero do I have scheduled for the upcoming month of July?
• How much revenue did I generate from bookings made last year with the coupon code SUMMERSPECIAL?
• How many children were booked on Listing A for events that occurred in the afternoon last week?

Watch a recording of the Custom Reports webinar here.

What's covered in this article:

• Create and Save a New Custom Report
• Types of Custom Reports 
  • Abandoned Bookings Report
  • Bookings Report
  • Bookings by Listing Report
  • Transactions Report
  • Questionnaire Report
  • Capacity Report
  • Itemized Purchase Report
• Schedule a Custom Report

Create and Save a New Custom Report

1. Start by navigating to Reports > Custom Reports. From there, choose a report from the list of suggested reports. 
   • Currently, you can choose from the following reports: Abandoned Bookings, Bookings,  Bookings by Listing, Transactions, Questionnaire, Capacity, and Itemized Purchase.

1. Next, choose which columns you would like to appear by selecting the Columns drop-down. Any column with a checkmark will appear in the table.
2. Apply filters to further refine the data that appears in the report. Once a filter has been applied, select the update report button to pull the latest dataset. What filters are available to you will depend on the column type.
   • Date Filter: Can be filtered at the top of the report by date range. 
     • For example, you could filter for dates in the past or future
   • Text columns: Can be filtered by value, either by selecting which specific values you want to appear or by searching for a specific text string.
   • Numerical columns: Can be filtered by value, or by a math equation.
     • For example, you could filter for values that are greater than or equal to 100.
3. Now you can export your report to a .xlsx file by selecting the export button.
4. Once you've made the changes you want to see for your report, select the green Save button to create a new report!
   • If you're making adjustments to one of your saved reports that you'd like to save but you do not want to make a new report type, select save as.
   • Give your report a name, and select save report. 

Types of Custom Reports 

Abandoned Bookings Report

The Abandoned Bookings Report, contains information about bookings that were abandoned, including a column indicating whether or not they were recovered and booked via Abandoned Booking Recovery. Here you can view detailed information around your Abandoned Bookings, such as the date the booking was abandoned, the date of the experience, customer name and email, whether or not the booking was recovered, etc. Additionally you can export the report if needed.

Bookings Report

The Bookings report, contains information on each individual booking like quantity booked, codes used, add-ons purchased, etc. You can view your bookings for any date range you set and export it into a spreadsheet if needed.

Bookings by Listing Report

The Bookings by Listing report, contains one row per listing with aggregated information on all of the bookings associated with that listing. You can view your bookings by listing for any date range you set and export it into a spreadsheet if needed.

Note: This report will show you the total value of the listing, and will not show adjustments such as refunds, coupons, partner discounts, etc of the bookings associated with that listing. 

Transactions Report

The Transaction report, contains financial details for every charge or refund associated with your bookings. You can view your transactions for any date range you set and export it into a spreadsheet if needed.

Questionnaire Report

The Questionnaire Report, allows you to view your customers' responses to the post booking questionnaire. You can view your questionnaire answers for bookings for any date range you set and export it into a spreadsheet if needed.

Capacity Report

Itemized Purchase Report

The Itemized Purchase report breaks down each booking into its most granular line items demographics (e.g. Adult, Child), taxes, fees, add ons, etc. When you export the report to Excel, you will be able to see a summary page that shows you a summary of each line item, for the date range chosen. To learn more about the Itemized Purchase Report, click here. 

Note: This report is currently in Beta. If you experience any difficulties or have any feedback please email beta@xola.com. 

Schedule a Custom Report

Once you have followed the steps above and saved your custom report, you can schedule the report to be emailed. The Scheduled Report will only be sent to the Delegate who has created it.

1. Go to your saved report> Choose a Relative Date Range from the date picker. 
2. Click the Update Report button below the date picker. 
3. Now hit the Schedule Now button 
4. Choose the amount of time you want it sent to you (Days, Weeks, Months, or Years). 
5. Next, pick what day and time you want the report to run next. 
6. Click Save
7. Now, you will receive an email with an Excel file of your report when you told it to run.  

Note: You must pick a relative date range from the list for the scheduled reports to work. If you choose a date range from the actual calendar, this will send you the same report every time you set it up to run.