Equipment Management in Xola provides a robust, automated system to help you keep your availability accurate and prevent overbooking across all your offerings. Whether you’re managing a single experience with limited resources or coordinating multiple experiences that share items—like boats, bikes, guides, or vehicles—Xola’s equipment controls ensure you never exceed your available assets. The system lets you define each equipment item’s name, capacity, and quantity, then assign them to relevant experiences. Once set up, Xola dynamically tracks each reservation and automatically manages equipment assignments and returns, so availability is always up-to-date in real time.
If a particular piece of equipment is being used—either for one experience that runs all day, or split among several time slots—Xola ensures it cannot be double-booked until it’s returned or freed up. You can create detailed equipment schedules, set up custom rules for how resources are allocated, and even manually override assignments if repairs or last-minute changes arise. By fully integrating equipment with your reservation workflows, Xola streamlines your operations, reduces administrative headaches, and helps you deliver a smoother, more reliable guest experience.
User Access: Admin or Equipment Manager roles have access to Equipment Management to set up and can assign Equipment on Dashboard in Xola.
Reservationist, Reservationist Lite, or Guide Manager roles can view the guide assignments on the Dashboard.
To grant access to users, click here.
What's covered in this article:
- How to set up Equipment
- Setting up Custom Assignment Order
- Equipment Dashboard
- Manually modify Equipment
How to set up Equipment
- Navigate to Resources > Equipment Management.
- Click the blue Create button in the upper right corner to create a new piece of Equipment.
- Set the name, capacity, and count of that particular item.
- Count: The number of identical equipment items. For example, if you have 3 rafts that hold the exact same number of people, set the count to 3.
- Capacity: The number of spots a single equipment item can accommodate. For example, a raft with 10 seats should have a capacity of 10.
- Hit Save.
- Experience Assignment: Select which products the equipment will be assigned to.
- The Experience assignment will show on the front screen when looking at equipment. You can hover over the experience count and see which equipment it is assigned to.
- The Experience assignment will show on the front screen when looking at equipment. You can hover over the experience count and see which equipment it is assigned to.
- Add Schedules: If needed, create a schedule to designate specific days/times that this equipment item is available or unavailable.
- To create a new schedule, hit the + Add schedule.
- Availability
- Available: Creates a schedule with times that this equipment is available.
- Unavailable: Creates a schedule with times that this equipment will not be available.
- Dates
- Date Range: The schedule you create will repeat each week on your equipment calendar. Select or deselect individual weekdays under Days of Week. Selected days appear in blue and deselected days appear in white.
- Specific Dates: This allows you to hand-select individual days to which this schedule will apply.
- Time Ranges: Choose the time range during which you want to either make equipment available or restrict equipment availability.
Note: The maximum capacity on an Equipment item is a hard rule that cannot be overridden. If you need to overbook a specific time slot to an amount that is over what Equipment allows, you will need to remove the Equipment from that experience or make the capacity higher.
Setting up Custom Assignment Order
To define a specific order in which equipment is assigned to events, follow these steps:
- Navigate to the Resources > Equipment > Global Settings.
- In the Custom Assignment Order section, pick how you want equipment assigned:
- Assign largest equipment first: Equipment with the highest capacity will be assigned before equipment with lower capacity. Choose this option to encourage more purchases within the same event.
- Assign smallest equipment first: Equipment with the lowest capacity will be assigned before equipment with higher capacity. Choose this option to encourage purchases across different events.
- Assign equipment in custom order: Equipment will be assigned in the order configured as applicable to the product.
- If you choose Assign equipment in custom order, drag and drop equipment items into your desired sequence.
- This order determines the priority in which equipment is assigned to Events.
- After arranging the equipment, click Save to apply the new assignment order across your workspace.
Note: When you change the equipment assignment order, these updates will apply to all new purchases. Existing equipment assignments will remain unchanged.
Equipment Dashboard
You can now filter your dashboard to show you the equipment that you have set up. You will see a drop-down menu that controls the view in which your time slots are displayed in the Dashboard. Choose the Equipment view to see each piece of equipment and the time slots it is assigned to.
To navigate to another day, click the rectangular date picker on the top left of the Dashboard and select the target date, or use the arrows to the left and right of the date near the top of the page.
Manually modify Equipment
There may be some instances in which you may need to manually change the Equipment that has been assigned to an event on your Dashboard. Whether your equipment is unavailable unexpectedly, or you decide to take more capacity on for the event, you can modify the Equipment used on your Dashboard.
- Go to the Dashboard.
- Find the Event you would like to modify and click on it.
- Next, click on Manage Equipment. This brings a list of the equipment you have assigned to that Experience.
- Edit the Count based on what you have available. This will give you the total Capacity available for that event with the equipment assigned.
- Hit Save, and you will now see the new equipment assigned under Equipment on the Roster!
