Xola Mobile App

With the Xola Mobile app, you can take your Xola account with you just about anywhere! You will be able to create bookings, take payments, switch events, assign guides, see your dashboard, and more with just a few clicks.


What's covered in this article:


How to install

iPhone

  1. For iPhone, start by navigating to the App Store on your phone and searching "Xola"
    • It will be listed at "Xola Business"
  2. Once located, select the "Get" button to begin downloading.
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  3. Once downloaded and installed, open the app and log in with your normal username and password. 

Android

  1. For Android, start by navigating to the Google Play store on your phone and search "Xola".
    • It will be listed as "Xola Phone"
  2. Once located, select the "Install" button to begin the download.
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  3. Once downloaded and installed, open the App and log in with your normal username and password. 

Dashboard

The Dashboard Tab is your home base to see all Reserved time slots for the day. From here you can also filter your views to include Availability, Listings and Guides, and more!

Make a Booking

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  1. Click the “+” at the top right of the screen
  2. Choose which Experience you are booking
    • Note: Any listing that does not have a set schedule will not be included on Dashboard unless booked, and will not be bookable via the Mobile App
  3. Enter Booking Details
    • Number of Guests
    • Event Date & Time
    • Click Continue
  4. Enter Customer Details
    • Customer Name
    • Customer Email
    • Customer Phone
    • Click Continue
  5. Payment Details
    • Optionally choose to Add Custom Charge or Modify Taxes and Fees.
    • Apply code (optional): enter codes for discounts, deals, gifts, and affiliates.
  6. Next, choose whether to Collect a Deposit, Invoice or take Payment.
    • Enter Payment Details
      • If taking payment, select payment method: (Credit Card, Cash, Check, Other, or Pay Later).
        • Check: If your customer is paying by check, we recommend noting the check number in the comment section
        • Other: This can be any payment method your business takes other than what was already mentioned, like PayPal, bitcoin, Venmo. This would have been set up while you were setting up your account payment details.
        • Pay Later: This allows the customer to reserve their spot without collecting any payment. You can later go into the customer purchase, in the Purchases tab to collect on the balance.

        • Notice the do not charge card now box: This will store your customer's card information but will not yet charge the customer. You can later go into the customer purchase to collect the balance.
  7. Next, add a Booking Note (optional) - This will appear on the event's roster in the Booking Notes section.
  8. Click Confirm and Pay or if adding another experience to the same booking, you can hit the Add Another Experience button.

Add Another Experience Tip: The customer will receive separate confirmation emails for each separate experience booked. This is to ensure you are able to make changes to one booking without it affecting another.

Filter Dashboard

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  • Calendar Icon - This is where you can select a date to view past, present or future upcoming events.
  • Filtering Tabs (Reserved, Listings, Guides):
    • Reserved: It is from here where you can filter by your Reservation type:
      • Reserved: events with reservations on them
      • Available: events that have availability to be booked
      • All: all events
  • Listings: You may also filter by your Listings if you are wanting to view a specific listing(s) to filter on your Dashboard
  • Guides: Filter by Guides and events that do not have guides assigned to them (Unassigned Events).

Dashboard Actions

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  • Swiping Left on a Timeslot - This will reveal a menu with three options.
    • Green Button with a plus sign - Here you can quickly make a booking directly on that timeslot for the particular listing selected
    • Yellow Button with a note icon - You can also add a Booking or Roster note
    • Blue Button with 3 dots - You can modify the Roster:
      • Assign guides
      • Change the arrival time for all bookings on that timeslot
      • Editing capacity of the timeslot
      • Canceling all bookings for that timeslot
      • Message All bookings on that timeslot
      • Make a booking for that timeslot
      • Add a group to the Waitlist

Viewing the Roster

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Click on the timeslot will now open the Roster. Here you can see the details of that timeslot including:

  • The number of guests reserved, spots available, and guests waitlisted
  • Add On’s purchased (if any)
  • What guides are assigned (if any)
    • Click on this field and you can manage your guides by assigning and unassigning them from this timeslot. 
  • What equipment is being used and how many counts of it (if any)
    • Click on this field and you can manage your equipment by assigning and unassigning it from this timeslot. 
  • Booking or Event notes that may be present (if any)
    • Click on this field and you can manage your Notes, you will see the notes but also be able to add notes. 
  • Total number of Waivers signed (if any)
    • Click on this field and you can see your waivers in more detail
  • Questionnaire (if any)
    • Click on this field and you can see your questionnaire answers in more detail
  • Reservation List
    • Click on the guest's name and you will be taken into the customer's details on the purchases tab, to learn more about what you can do with this screen click here. 
  • Waitlist
    • Here you can see a list of each reservation that has been waitlisted. 

Note: If you are using the check-in feature on your Xola account, you can also check in your guest for their booking by selecting the checkmark next to their name.

Note: the Blue menu button at the bottom right side of the screen, you will see the options to modify your roster, as mentioned above

Purchase

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The Purchase tab allows you to search for your guest via their name, email, phone number, tags, or booking ID.

Once you select a guest, you will see the guest booking details. It is from this screen where you can make edits to the booking itself, view customer information (name, phone number, and email), and payment information.

Click on a Customer Reservation under the Purchases tab

Reservation Tab:

  • Customer information (name, phone number, and email)
  • Reservation information (Date, Time, Payment details, Reserved, what type of event (Private, Shared, Online Experience)
  • Scrolling down, you will see Waivers Signed - Tells you how many (if any) waivers have been signed by the guest(s).
  • When selecting this field, you can see the names of the guests who have signed, and you will also have access to the blue Modification menu button. Once selected, you can sign a waiver on the spot via your mobile device, or manually link/unlink a waiver from the booking.
  • Booking Notes- Notes that will show on the booking. 
  • Open Roster - This will bring you back to the Roster screen that can be seen from the Dashboard view as well.
  • Group- This will show the role this person is in the group.
  • Questionnaire - When selected, this will show all questionnaire responses from your guest and their party. It is from this area in which you can also edit/add questionnaire responses if they have not yet been completed.
  • Tags - Adding a tag to the booking will allow you to search for the specific tag while under the Purchases tab. These tags will also be useful in filtering reports when exported from your desktop machine.

Payment Tab:

  • Payment Summary
  • Booking Total
  • How the customer paid

Timeline Tab (may need to scroll to the left to see this after "Payment")

The Timeline is a history of every single transaction and modification that's ever been made on a purchase. This gives you complete transparency into all the changes that have been made to customer purchase, from the initial point of sale to post-trip! 

Transactions (charges and refunds) and modifications (arrival, guest count, add-ons, experience swaps) are recorded in the Timeline. Each record contains a timestamp as well as the name of the Xola user who made the change, making it easy to know who did what and when.

Note: Transactions will appear green, modifications will appear blue, and any refunds or returned payments red.

Communication Tab (may need to scroll to the left to see this after "Timeline")

Here you can send a message to a single customer you can do this easily.

  • Give your email a subject and write your message. Or for SMS just type the message
  • Press the blue arrow next to the message to send
  • The Email and/or SMS will show up in the message chain below.
    • Customers responses to email will pass through Xola and be added to the message chain
    • Customer responses to text messages will not appear for you in Xola.

Blue Modification Button 

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This will show at the bottom of the right side of the page when on the Reservation, Payment, and Timeline Tab. When selected, you will be presented with a menu of all the options/edits available for that specific booking. These options will include:

  • Refund - This allows you to refund your guest, reduce the booking value or change the guest quantity
  • Add Charge - Allows you to add a custom charge to the booking and decide whether it will be taxed and if you would like to notify the custom of the charge
  • Edit Codes - This allows you to apply a code from one of your coupon campaigns or to apply a gift code to have the value applied towards the booking
  • Edit Arrival - This allows you to change the time and date of the experience for your customer
  • Resend email (Confirmation email) - This will resend the confirmation email to the Organizer of the booking.
  • Add Ons - This allows you to add or remove any configured add ons you may have on the guest booking
  • Switch - This allows you to switch the guest experience altogether and choose a new time and date
  • Add Note - This allows you to create a specific booking note
  • Edit Guest Count - This allows you to change the guest quantity on the booking
  • Cancel - This allows you to cancel the booking altogether

Inbox

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Inbox is where you can find all messages sent by your guest, any pending bookings, and Xola’s spotlight newsfeed that will keep you up to date with the newest release and features!

Pending - This will show you all pending bookings whose trip minimum has not yet been reached or any bookings that are not selected for the “auto-accept” feature. You can accept or decline bookings from this area.

Messages - It is from here that you can see all unread messages from your guest. You can select the message and reply back to them all from the Messages tab. What is more, this conversation will be logged within the customer's booking. You can see this by navigating to the booking within the Purchase tab, and the “communication” tab right above the Communication tab.

Xola - This is where we will push any newsletters and the latest and greatest features! Be on the lookout for updates to this section to find out what is new in Xola.

 

Analytics

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The analytics tab is where you can gain insights on transactional and customer data as it pertains to your listings.

Transactions 

When selected the Transactions tab will show all financial data as it relates to the selected date range and listings you have selected.

Date Picker - When selecting the date picker at the top of the screen, you can select what date range you are wanting to pull information and records for. NOTE - your search cannot exceed more than a 365-day query

Listings - You can select which listings you would like to have data pulled for and presented to you within the Analytics tab.

Recognized Earnings - This shows your data based on the “realized” or confirmed bookings that have taken place on the dates you have selected within your date range.

Cash Flow - Shows you data and transactions regardless of the visit or “realized” date. This will show all monies taken within the date range you have selected.

Rings - This shows you a visual representation of the data pulled given the date range. When you tap on any color within these rings, there will be a pop-up window that shows you the percentage of each part of the ring and how it contributes to the total data pulled.


Customers

This will show you relevant information based on your configured demographics across your account. This data will shift depending on the date range that you have selected.

Date Picker - When selecting the date picker at the top of the screen, you can select what date range you are wanting to pull information and records for. NOTE - your search cannot exceed more than a 365-day query

Listings - You can select which listings you would like to have data pulled for and presented to you within the Analytics tab.

Date of Purchase - Will show customer data based on the purchases made within the date range you have selected.

Date of Event - Will show customer data based on the events that actually took place within the date range you have selected.

Rings - This shows you a visual representation of the data pulled given the date range. When you tap on any color within these rings, there will be a pop-up window that shows you the percentage of each part of the ring and how it contributes to the total data pulled.

 

Settings

The Settings tab is where you can make changes to your account, your listings and configure payment hardware such as the Chipper BBPOS.

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General

Account - This area gives you the option to make changes to your user.

  • Change Password - This allows you to change the password for your login. When it is changed here, it will also apply when you go to log into Xola on a desktop machine.
  • Clear Cache - This allows you to reset the cache of your current session to get updated information about bookings, etc. without having to log out and back in.
  • Switch Account - Depending on certain features being enabled on the account, this area will allow you to seamlessly switch between multiple accounts if your user/email has been added under the Grant Access area of multiple accounts
  • Log Out - This allows you to completely log out of your account.

Payment Hardware - Depending on certain features being enabled on your account, this is where you can go to configure and pair the Chipper BBPOS hardware so that you may take advantage of payments straight from your mobile device!

  • Phone - This is where you can rename the device the Chipper BBPOS will be paired to.
  • Paired Devices - This will show you the name of any Chipper BBPOS device that is currently paired to your device. It is here that you can also unpaid the Chipper BBPOS hardware to troubleshoot or to pair it to another device. Note - Only one Payment device (such as the Chipper BBPOS) can be paired and any given time to a device.
  • Discover Devices - When you select this button, your phone will look for any payment hardware that is in pairing mode and attempt to connect it to your phone.

Preferences - Here you can choose to show your Listing images on the dashboard. 

Products

Listings -Here you can set a blackout date for all listings, or add a new schedule or blackout schedule for an individual listing. 

Global Listing Settings:

  • Blackout dates:

    Holidays, birthdays, anniversaries, company outings...There may be a few days out of the year when you need to close down shop for the day, or certain times. To block off availability for specific dates and times, you'll want to use the Blackout Schedules selector in Global Settings.

    You may also have the need to have restrictions based on the physical capacity to serve several groups of guest experiences, but you are limited by staffing constraints to check-in these groups at the same time. 

    The following details how to set up these types of restrictions in Global Settings, meaning that these selected Blackout Schedules and restrictions will apply to all your listings. 

    • Add new
      • Weekly: Select the days of the week for which you'd like to make close-off availability.
      • Custom: Select the calendar dates for which you'd like to make close-off availability. 
      • Time Ranges: Select the time range in which the Blackout Dates will close off availability. 
    • Active: This shows a list of your active blackout schedules
      • Click on the schedule to make changes to it. 
    • Inactive: This shows a list of your blackout schedules that are in the past

Listings:

  • Click the individual listing
  • Hit Description
  • Hit Schedule
    • Add new
      • Weekly: Select the days of the week for which you'd like to make close-off availability.
      • Custom: Select the calendar dates for which you'd like to make close-off availability. 
      • Time Ranges: Select the time range in which the will close off availability. 
    • Active: This shows a list of your active schedules
      • Click on the schedule to make changes to it. 
    • Inactive: This shows a list of your schedules that are in the past and no longer active

 

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