Equipment Management

Equipment Management in Xola is designed to ensure your availability is accurate and you never get overbooked! Whether you have multiple experiences that share the same piece of equipment, or one experience that you need to make sure is not overbooked, Equipment is what will dictate when it becomes available again.

What's covered in this article:

How to set up Equipment 

  1. Navigate to Resources > Equipment Management
  2. Click the Blue "Create" button in the upper right corner to create a new piece of Equipment.Screen_Shot_2022-08-11_at_1_26_55_PM.jpg
  3. Set the name, capacity, and count of that particular item.
    • Count: The number of identical equipment items. For example, if you have 3 buses 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 bus with 10 seats should have a capacity of 10.
    • Hit Save
  4. 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. Screen_Shot_2022-08-11_at_1_26_55_PM.jpg
  5. Add Schedules: If needed, create a schedule to designate specific days/times that this equipment item is available or unavailable


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.

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 in order to see each piece of equipment and the timeslots 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. 

  1. Go to the Dashboard
  2. Find the Event you would like to modify and click on Manage Equipment. 
    • This brings a list of the equipment you have assigned to that Experience. 
  3. Edit the Count based on what you have available. 
    • This will give you the total Capacity available for that event with the equipment assigned.


  1. Hit save
  2. You will now see the new equipment assigned under Equipment on the Roster
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