--- title: Customer Communication - Manual Emails/SMS description: This article explains how to manually send emails and SMS messages to customers using Xola. Learn to communicate with individual guests or entire event rosters, ensuring timely and personalized customer interactions. --- [Skip to content](https://support.xola.com/customer-communication-manual-emails-sms#main-content) English Show submenu for translations [![Xola](https://support.xola.com/hubfs/logo.svg)](https://www.xola.com/) - [Home](https://support.xola.com/) - [24/7 Live Support](https://www.xola.com/support/) Open main navigation Close main navigation - [Home](https://support.xola.com/) - [24/7 Live Support](https://www.xola.com/support/) - English Show submenu for translations - [Login](https://xola.com/_public/login.html) [Login](https://xola.com/_public/login.html) How can we help you? - There are no suggestions because the search field is empty. 1. [Help Center](https://support.xola.com/?hsLang=en) 2. [Managing Purchases & Customers](https://support.xola.com/managing-purchases-customers?hsLang=en) 3. [Customer Data & Engagement](https://support.xola.com/managing-purchases-customers?hsLang=en#customer-data-engagement) # Customer Communication - Manual Emails/SMS ## Instant, Flexible Guest Messaging: Keep Your Customers Informed and Your Operations Agile with Xola **Unexpected changes** can happen, so it’s essential to **communicate** with your customers **quickly** and **efficiently**. **Xola’s messaging tools** let you reach out to an entire **event roster**, message all **customers** across **multiple events** in a day, or contact an **individual customer**—all in just a few clicks. This **flexibility** means you can easily **share updates**, **send reminders**, or provide **last-minute instructions**, keeping everyone **informed** and reducing the risk of missed details or **confusion**. Whether you need to reach a **group** about a **schedule change** or send **personalized information** to a **single guest**, Xola makes it easy to keep all your customers **in the loop** and **enhance** their overall experience. **User Access:** **Administrator,** **Reservationist,** or **Reservationist Lite** roles have access to this send **Messages** in Xola. To **grant access** to users, [click here](https://seller.xola.app/settings/users). --- **What's covered in this article:** - [Messages a day's reservations](https://support.xola.com/customer-communication-manual-emails-sms#day) - [Message individual event](https://support.xola.com/customer-communication-manual-emails-sms#individual) - [Message multiple events](https://support.xola.com/customer-communication-manual-emails-sms#multiple) - [Message organizer or individual guests](https://support.xola.com/customer-communication-manual-emails-sms#organizer) - [From the Purchases Tab](https://support.xola.com/customer-communication-manual-emails-sms#purchases) - [From the Dashboard Roster](https://support.xola.com/customer-communication-manual-emails-sms#dashboard) --- ### Message a day's reservations If you want to message all customers for all events on a specific day (i.e. all events happening on Monday, August 19th), you can do so by:  - Navigate to your **[Dashboard](https://seller.xola.app/dashboard)**, and choose the date you want to message. Click the three-dot menu to the right and select **Message Day's Reservations**. A pop-up will appear:  - Use the toggles to choose your message type; you can choose Email and/or SMS. - For **Email:** - Enter the subject and body of your message in the corresponding fields. - For **SMS:** - Enter your message in the body field. You can use up to 160 characters. If you do not see the SMS field, you may need to turn this feature on via the **[App Store](https://seller.xola.app/apps)**. - If you want your guides to be included in this email, toggle on **Email Guides**. - If you only want to send this message to events that have not yet taken place, toggle on **Only Future Events.** - You can also select a [Custom Message Template](https://support.xola.com/message-templates?hsLang=en) you created to send.  - When your message is ready, click **Send**. ![28411679458715](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/28411679458715.gif?width=670&height=377&name=28411679458715.gif) ### Message an individual event If you would like to send a message to every customer on a specific event (i.e. Sky High City Views - Helicopter Tour at 1:00 pm on August 19th). - Navigate to your **[Dashboard](https://seller.xola.app/dashboard)** and click on the event. - Click **Message** OR click the ![34376096974235-1](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/34376096974235-1.png?width=41&height=29&name=34376096974235-1.png) icon on the dashboard and click **Message**.  ### ![28411941199003](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/28411941199003.gif?width=670&height=377&name=28411941199003.gif) A pop-up will appear:  - Use the toggles to choose your message type; you can choose Email and/or SMS.  - For **Email:** - Enter the subject and body of your message in the corresponding fields. - For **SMS:** - Enter your message in the body field. You can use up to 160 characters. If you do not see the SMS field, you may need to turn this feature on via the** [App Store](https://seller.xola.app/apps)**. - If you want your guides to be included in this email, toggle on **Email Guides**. - If you only want to send this message to events that have not yet taken place, toggle on **Only Future Events.** - You can also select a** [Custom Message Template](https://support.xola.com/message-templates?hsLang=en)** you created to send.  - When your message is ready, click **Send**. ![28411941205787](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/28411941205787.png?width=490&height=1225&name=28411941205787.png) ### Message multiple events If you want to message multiple events, you can use the **Dashboard Day, Week, or List View**. - On the **[Dashboard](https://seller.xola.app/dashboard)**, use the drop-down menu to select your view of choice. - Using the Dashboard Day View, you can message multiple events happening on the same day. - Using the Dashboard Week View, you can message multiple events on different days within the same week. - If you want to scroll and message multiple events on an ad hoc basis, you can do so using the **Dashboard List View**. - Select multiple time slots using the command + click (Mac) or ctrl + click (Windows). - Click the ![34376096974235-1](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/34376096974235-1.png?width=41&height=29&name=34376096974235-1.png) icon in the blue bar at the bottom and select **Message**. - Use the toggles to choose your message type; you can choose Email and/or SMS. - For **Email:** - Enter the subject and body of your message in the corresponding fields. - For **SMS:** - Enter your message in the body field. You can use up to 160 characters. If you do not see the SMS field, you may need to turn this feature on via the [App Store](https://seller.xola.app/apps). - If you want your guides to be included in this email, toggle on **Email Guides**. - If you only want to send this message to events that have not yet taken place, toggle on **Only Future Events.** - You can also select a [Custom Message Template](https://support.xola.com/message-templates?hsLang=en) you created to send.  - When your message is ready, click **Send**. ### Message the organizer or individual guests  You can easily message the organizer or individual guests from both the Purchases tab and the Roster. #### **From the Purchases Tab ** **Sending a message to the organizer only** - Navigate to the [Purchases](https://seller.xola.app/purchases) tab and search for the organizer of the purchase. - Click on the ![34376071642011](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/34376071642011.png?width=33&height=27&name=34376071642011.png) icon next to **Contact Information**. **Sending a message to multiple specific guests** - Navigate to the [Purchases](https://seller.xola.app/purchases) tab and search for the organizer of the purchase. - Select the purchase and click the **Message Guests** button. - In the **Recipients** field, you can select which guest(s) you'd like to send a message to. **Sending a message to an individual guest.** - Within the purchase, navigate to the list of attendees. - Click the ![34376096974235-1](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/34376096974235-1.png?width=35&height=25&name=34376096974235-1.png) icon next to the guest's name you would like to message. - Select **Message**.  **Note:** The options to message specific guests other than the organizer are only available if the guest's email address and/or phone number is linked to the purchase either through filling out a questionnaire or waiver. A pop-up will appear:  - Use the toggles to choose your message type; you can choose Email and/or SMS. - For **Email:** - Enter the subject and body of your message in the corresponding fields. - For **SMS:** - Enter your message in the body field. You can use up to 160 characters. If you do not see the SMS field, you may need to turn this feature on via the **[App Store](https://seller.xola.app/apps).** - If you want your guides to be included in this email, toggle on **Email Guides**. - You can also select a **[Custom Message Template](https://support.xola.com/message-templates?hsLang=en) **you created to send.  - When your message is ready, click **Send**. - The Email and/or SMS will appear in the Timeline below. - Customer responses to emails will pass through Xola and be added to the Timeline. - Customer responses to text messages will not appear for you in Xola. **Note for SMS**: Messages cannot exceed 160 characters. If a customer calls the contact number from the SMS message, they will receive a recording that instructs them to contact the Company that they booked with (you!). If you're interested in hearing that automated message, you can call 415-800-1140. ![28414362203163](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/28414362203163.gif?width=670&height=377&name=28414362203163.gif) --- #### **From the Dashboard Roster** **Send a message to the organizer only ** - Navigate to the **[Dashboard](https://seller.xola.app/dashboard)** and select the event that contains the purchase you would like to message. - In the Roster, click on the purchase to reveal its details. - Click on the ![28433475641755](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/28433475641755.png?width=44&height=32&name=28433475641755.png) icon next to **Contact Information **to message the organizer.  **Send a message to multiple specific guests** - Navigate to the **[Dashboard](https://seller.xola.app/dashboard)** and select the event that contains the purchase you would like to message. - Within the Roster, click the ![34376096974235-1](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/34376096974235-1.png?width=41&height=29&name=34376096974235-1.png) icon to the left of the purchase whose guests you would like to message. - Select **Message** > click into the **Recipients** field and select the guest(s) that you would like to message. **Send a message to an individual guest** - Navigate to the **[Dashboard](https://seller.xola.app/dashboard)** and select the event that contains the purchase you would like to message. - In the Roster, click on the purchase to reveal its details. - Click the ![34376096974235-1](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/34376096974235-1.png?width=41&height=29&name=34376096974235-1.png) icon next to the guest's name you would like to message  - Select **Message**.  A pop-up will appear:  - Use the toggles to choose your message type; you can choose Email and/or SMS. - For **Email:** - Enter the subject and body of your message in the corresponding fields. - For **SMS:** - Enter your message in the body field. You can use up to 160 characters. If you do not see the SMS field, you may need to turn this feature on via the **[App Store](https://seller.xola.app/apps).** - If you want your guides to be included in this email, toggle on **Email Guides**. - You can also select a **[Custom Message Template](https://support.xola.com/message-templates?hsLang=en) **you created to send.  - When your message is ready, click **Send**. - The Email and/or SMS will appear in the Timeline below. - Customer responses to emails will pass through Xola and be added to the Timeline. - Customer responses to text messages will not appear for you in Xola. ![28416152551835](https://support.xola.com/hs-fs/hubfs/Knowledge%20Base%20Import/28416152551835.gif?width=670&height=377&name=28416152551835.gif) - [Getting Started](https://support.xola.com/getting-started?hsLang=en#main-content) - [Account Setup & Configuration](https://support.xola.com/getting-started?hsLang=en#account-setup-configuration) - [Website Integration & Installation](https://support.xola.com/getting-started?hsLang=en#website-integration-installation) - [Flex Plans](https://support.xola.com/getting-started?hsLang=en#flex-plans) - [Managing Purchases & Customers](https://support.xola.com/managing-purchases-customers?hsLang=en#main-content) - [Purchases Management](https://support.xola.com/managing-purchases-customers?hsLang=en#purchases-management) - [Reservation Management](https://support.xola.com/managing-purchases-customers?hsLang=en#reservation-management) - [Customer Management](https://support.xola.com/managing-purchases-customers?hsLang=en#customer-management) - [Customer Data & Engagement](https://support.xola.com/managing-purchases-customers?hsLang=en#customer-data-engagement) - [Reporting](https://support.xola.com/reporting?hsLang=en) - [Integrations & Advanced Tools](https://support.xola.com/integrations-advanced-tools?hsLang=en#main-content) - [Xola App Store Integrations](https://support.xola.com/integrations-advanced-tools?hsLang=en#xola-app-store-integrations) - [Partner & Agent Management](https://support.xola.com/integrations-advanced-tools?hsLang=en#partner-agent-management) - [Marketing & Tracking Integrations](https://support.xola.com/integrations-advanced-tools?hsLang=en#marketing-tracking-integrations) - [Mobile and Hardware](https://support.xola.com/mobile-and-hardware?hsLang=en#main-content) - [Mobile Tools and Apps](https://support.xola.com/mobile-and-hardware?hsLang=en#mobile-tools-and-apps) - [Hardware Setup & Devices](https://support.xola.com/mobile-and-hardware?hsLang=en#hardware-setup-devices) - Company - [About Us](https://www.xola.com/about) - [Careers](https://www.xola.com/team) - [Press](https://www.xola.com/press) - [Support](https://www.xola.com/support) - [Security Policy](https://www.xola.com/security-policy/) - Resources - [Articles](https://www.xola.com/articles/) - [Help Center](https://support.xola.com/) - [Success Stories](https://www.xola.com/success-stories/) - [App Store](https://www.xola.com/app-store) - [Demo](https://www.xola.com/demo) - [Xola Universe](https://www.xola.com/universe/) - Documentation - [API Documentation](https://developers.xola.com/) - [Payment Services Agreement](https://www.xola.com/payment-services-agreement/) - [Terms](https://www.xola.com/terms/) [![logo](https://support.xola.com/hubfs/logo.svg "logo")](https://www.xola.com/) © 2026 Xola Inc. 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