Advance Account Management

The Advance Account Management tool allows you to set up schedules and change capacity across multiple experiences and multiple accounts. You can create new schedules and modify capacities that can either be published the same day or saved to publish later.

What's covered in this article:

• How to enable Advance Account Management

• Configure Advance Account Management

• Schedules Management

• Capacity Management

How to enable Advance Account Management

1. In Xola, go to Settings > Apps.
2. Find Advance Account Management 

3. Click the "Request Access" button.

This will send a request to our Beta team to activate the feature for you. Once it’s installed, they’ll reach out to confirm.

Note: Only Administrators can use Advance Account Management. All other roles, including Primary emails on the account, will not have access.

Configure Advance Account Management

Once installed:

1. Go to Settings > Apps > Advance Account Management > Go to App
   OR
2. From your Xola Dashboard, go to Product > Multi Account Management

This will open the tool in a new webpage.

The first step is to create a Collection. A Collection lets you choose which experience(s) you want to manage at a given time. Collections can span a single Xola account or include multiple accounts.

To create a collection:

1. Click "Create Collection"

2. Name your collection

3. Select the experiences you have access to (be sure they belong to the correct accounts)

4. Click "Save"

Once saved, you’ll be able to manage schedules and adjust capacity for the experiences in that collection.

You can edit or delete a collection anytime from the collections dashboard.

Schedules Management

Once you’ve created a collection, you can begin setting up publishing schedules.

1. Click "Schedules" on the left-hand menu

2. Click "Create Schedule"

3. Select the collection from the dropdown menu

4. Provide a name for your schedule

Now set up the schedule: 

Availability:

• Open: Set times when the experience is available for customers to make reservations

• Blackout: Set times when the experience is unavailable

Repeats:

• Weekly: Repeats on selected days each week

• Custom: Manually choose specific dates the schedule will apply to

Timeslots:
Define departure times that can be reserved. Add as many as needed. When one gets reserved, Xola automatically checks remaining availability.

• If your experience doesn’t have fixed departure times, toggle "No fixed departure times." Customers will then only select a date at checkout.

Valid From:
Set the start and end dates for the schedule (optional if it never changes).

You’ll then see a summary of your schedule. Choose from:

• Save and Publish: Makes the schedule live for reservations immediately

• Save: Stores the schedule to publish later

• Cancel: Discards your changes

You can return to the Schedules Dashboard to publish saved schedules or to edit/delete any you’ve created.

How schedule changes appear in Xola

When a schedule is published via Advance Account Management, it will show under the experience in your Xola account, but can only be edited from within the Advance Account Management tool.

Hover over the Advance Account Management icon to see who made the change.

Primary account emails will receive a notification each time a new schedule is published, including the creator and schedule details.

Capacity Management

With your collection(s) in place, you can manage capacities in bulk using a CSV file.

1. Click "Capacity" on the left-hand side

2. Click "Create Capacity"

3. Select the collection from the dropdown

4. Name your capacity update

5. Upload a CSV file following this format:

CSV file columns:

• Date: Format as YYYY-MM-DD (e.g., 2021-10-08)

• Time: Use 24-hour format (e.g., 1200 or 2100, no colons)

• Experience ID:

  • Go to Products > Experiences > Edit the experience

  • Copy the ID from the URL in your browser

• Use the ID as a column header

• Under each Experience ID column, specify the new capacity (positive number only)

• Create separate columns for each Experience ID in your collection

If there are errors in your CSV, you’ll see a warning with the rows and issues identified.

After creating the capacity change, choose from:

• Save and Publish: Applies the new capacities immediately

• Save: Saves your changes to publish later

• Cancel: Discards your changes

You can return to the Capacity Dashboard to publish saved capacity updates or to edit/delete any created ones.