Agent User

With the Agent user grant access, you can log into a Xola account, make back-office purchases, manage purchases made by yourself and your team, and look at your commissions report. A Xola account admin must toggle on 'Allowing agent user login' under either an existing or new Agent. 

To learn more about how a Xola Admin sets up a new Agent, please click here. 

Terms to know:

Parent Agent: The main organization. ie Hotel

Child Agent: Any Agent under the umbrella of the Parent Agent. i.e. the individual concierge(s) of the Hotel

What's covered in this article:

• Agent Users
  • Logging in
  • How to make a purchase 

  • Purchases Tab

  • Reporting Tab

  • Distribution Tab

Agent User:

Logging in: 

When you are allowed login access for a Xola account you will be sent an email to verify the email address and set up a password. Once this is done, you will be able to log into Xola, here.

When you sign in for the first time, you will need to agree to Xola's Terms and Conditions and Privacy Policy. 

How to make a purchase:

1. From the Purchases tab, click the green purchase button and choose an experience to purchase.
2. Once you select the experience the customer would like to purchase, this will take you to the Reservation page.
3. Enter Purchase Details
   
   • Number of Guests
   • Event Date & Time
   • Customer Name
   • Customer Email
   • Customer Phone

Review Details

1. Now Review the Purchase Details
2. Select Add-Ons, if applicable 
3. Apply code(optional): This is where you enter codes for discounts, gifts, and store credits.
   • Note: your Agent code will already be applied to the purchase, and you will not need to apply it. 
4. Optionally choose to Add a Custom Charge
5. Next, choose to Collect a Deposit or take Payment.
6. Next, add a Purchase Note(optional) - This will appear on the event's roster in the Purchase Notes section.
7. Click Pay or if adding another experience to the same purchase, you can hit the Add Another Experience button.
   • Add Another Experience Tip: The customer will receive separate confirmation emails for each separate experience purchased. This is to ensure you are able to make changes to one purchase without affecting the other.

Purchases Tab

Under the Purchases tab, the Parent Agent will see all purchases they have made, and any Child Agent purchases under their umbrella. Child Agents will only see the purchases they have made.

The scroll bar

The scroll bar appears to the left of the screen in your Purchases tab and is a scrollable library of all the customer purchases.

It is sorted in order of the most recent purchases, so your newest purchases are always located at the top. From the scroll tab, you’ll see the customer name, tickets or equipment purchases, the dollar amount of the purchases, and the date of their experience.

If you click on the purchase from the scroll tab, it will bring up the entire purchase to the right.

Searching for Purchases

Your purchases are searchable by customer name, email, phone, tag, or ID.

When your customers or when you make their purchase in the back office, you collect their name, email, and phone. Typing in any one of those three items will pull up their purchase.

You also have an Advanced Search filter to the right of the search bar where you can filter your search by:

• Purchase Date or Arrival Date
• Various date ranges
• Type of Product (experiences, gifts, store credits)
• Product Name 
• Reservation status
• Balance
• Dispute status
• Source of purchase
• Agent

Purchase Details 

On the purchases tab, you can see the reservation details, resend the confirmation or waiver email, see signed waivers, see questionnaire answers, modify purchases, and even see a payment summary of the purchase. 

Modify Purchases

So you made a customer's purchase and now they have called and need to change it. This is no problem in Xola, from the Purchases tab you can modify a purchase by changing arrival dates or times, modifying guest count, adding charges, refunding purchases, and much much more. This article will cover all the items you can modify from the Purchases tab with the purchase modification bar. To learn more on how to do this, click here.

Rebook Organizer Button

1. Navigate to the purchases tab.
2. Search for the customer by name, email, phone, tag, or reservation ID.
3. Click Rebook customer in the customer purchase.
4. This will populate all your customer's information on the purchase page. 

Tag a Purchase 

Reporting Tab

Partner Commission Report

You can see what the general state of affairs is:

• Go to Reports > Partner Commissions 
• Select the Date Range you want to see
• Here you will see any Balance that is due. 
• If you click on your name, you can see a detailed report of the transaction, voucher number, Net, Commissions, Deposits, and Commissions Due. You can also click on the transactions and it will take you back to the Purchases Tab for that transaction. 

Note: Child Agents will only be able to track their purchases in reports, where Parents will be able to see all Child Agent reporting information as well. 

Distribution Tab

In Xola, in the Distribution Tab the Parent Agent can see some sort of hierarchical relationship, we refer to these as Parent and Child Agent. A Parent Agent is the umbrella organization that hosts multiple individual Agents or Child Agents within it. 

The Distribution Tab is where you can see the Agent name, Code, Discount, and Commissions set. You can also Edit your Agent information by clicking the pencil icon under the Actions column.