Partner User

A Xola account Admin must toggle on "allow login access" under either an existing or new Partner.

To learn more about how a Xola Admin set's up a new Partner, please click here. 

Terms to know:

Parent Partner: The main organization. ie Hilton Hotel

Child Partner: Any Partner under the umbrella of the Parent Partner. ie Individual concierge of Hilton Hotel


What's covered in this article:


Partner 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, via Xola.com log-in page. 

When you sign in for the first time, you will need to agree to Xola's terms and conditions and privacy policy

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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 Booking Details
    • Number of Guests
    • Event Date & Time
    • Customer Name
    • Customer Email
    • Customer Phone

Review Details

  1. Now Review the Reservation Details
  2. Select Add-Ons, if applicable 
  3. Apply code(optional): This is where you enter discounts code, deals, and gifts.
    • Note: your Partner code will already be applied to the purchase, and you will not need to apply it. 
  4. Optionally choose to Add 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 it affecting another.

Purchases Tab

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

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Searching for Purchases

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

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

Tags, or small notes added to purchases, allow you to filter purchases for commonalities. Tags are either automatically generated by Xola or you can add your own tags to purchase after it is made. 

Note: Your Partner name and code will always be added as a tag on each booking you make.

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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 Customer Button

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

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Tag a Purchase 

In Xola a tag is a word or phrase added to a purchase that can be used for searching and filtering in the Purchases tab. When you type the tag into the search bar, it will bring up all purchases that have been tagged as such. A tag may be auto-generated by Xola or added in manually after a purchase has been made.

Auto-generated tags: 

Xola auto-generates tags for purchases in the following circumstances:

  • A Partner code is used (“Partner” + Partner code)
  • Gift Certificate or Coupon code is redeemed (“Gift” + gift code)
  • A purchase is made on a mobile device (“Mobile”)
  • A purchase is made through Purchase Now buttons on a third-party website (URL of the website)
Adding a tag to a purchase: 
  1. Navigate to the Purchases tab and search for the customer purchase.
  2. In the Add tag field, type in your tag.
  3. Hit your keyboard's Enter key to finish tagging.

 

The Timeline tab

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 purchases, 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.

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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. 

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

Marketing Tab

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

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

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Partner Credit Line

The Partner Credit Line feature gives you the ability to make purchases with a credit limit that your Xola Partner set for you. You will have the option to add to the line of credit by using a Credit Card.

How to add funds to the Credit Balance

  1. Log into your Xola Partner account 
  2. Go to Marketing > Partner> and click the gray money icon by the Parent Partner
  3. A pop-up will appear and ask for the amount you want to contribute, and a Credit Card. 

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Note: If you would like to use Cash, ACH, Wire Transfer, Check, or Other to contribute, please contact your Xola Partner to do so. 

How to use the Credit Balance 

  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 book, this will take you to the Reservation page.
  3. Enter Booking Details
  • Number of Guests
  • Event Date & Time
  • Customer Name
  • Customer Email
  • Customer Phone

Review Details

  1. Now Review the Reservation Details
  2. Select Add-Ons, if applicable 
  3. Apply code(optional)
  4. Optionally choose to Add Custom Charge
  5. Next, choose whether to Collect a Deposit or take Payment.

Enter Payment Details

  1. If taking payment, select payment method: Line of Credit or Pay Now
    • Line of Credit: This will take the balance out of your credit line, and will show in reporting. You can add a tag to the purchase to easily search for it later, or to show it in reporting. 

    • Pay Now: You can enter a credit card to be charged for the purchase. 
    • Pro Tip: Notice the Do not charge card no box under the Pay button: This will store the credit card information but will not yet charge the customer. You can later go into the customer purchase to collect the balance.

  2. Next, add a Purchase Note(optional) 
  3. 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 it affecting another.

Reports

To see your Credit Limit and Credit Balance, go to Marketing> Partner 

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Note: Here you can also top up the Credit Balance, by clicking on the gray Money icon. To learn more, click here

Emails sent to you about the Credit Line:

Email sent to Partner when Credit Line is established: 

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Balance is low:

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When more funds are added to the Partners Credit Balance: 

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