Email, Export, and Print the Roster

You may find yourself needing to have a copy of the roster for various reasons, maybe you need to give your guides a copy or email it to them. Maybe you want to collect data found on the roster and have it sent to you by email. Whatever the reason may be this article will walk you through how to customize what information is exported and emailed on the roster, as well as how to export, email, and print the roster.

What's covered in this article:

Customize the roster

Export a roster

Email a roster

Print a roster

Customize the roster

Xola allows you to customize what is included in your roster export from the Settings tab. Simply go to Settings > Preferences > Rosters and select which columns to include in your exports.

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Export a roster

To export the roster for a particular event, click the Export Roster button from inside your Dashboard in the three dots or Roster View. It will immediately generate a .csv file of the roster that will download directly to your browser.

To export a whole day's roster from the List View or Week View, hit the three dots and click Export Day's Roster.

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Tip: If you're currently in a time slot and viewing the Roster, to get back to the overall List View hit the arrow button next to the date name.

After clicking the Export Roster button from inside the Roster View, the roster will immediately be generated as a .csv file that you can download directly to your browser.

When opened you will see the following tabs on the excel sheet, if the information is on the roster.

Summary: This combines the details of all the reservations on the roster. Information will include the following (if on the roster): Event capacity, Total booked, Waivers signed, Event Notes, Guides, Equipment used, Total Add-ons, and Total Weight.
Roster: This tab displays information for each reservation individually. It shows the details of each reservation on the roster. Information will include the following (if on the roster): Name, Email, Phone, Demographics, Demographics Total, Waivers, Payment Status, Purchase Notes, Coupon, Checked, Add-ons, and Questionnaire.
Waivers: This tab will show the waiver information for each reservation if you are using waivers. Information will include the following (if on the roster): Name and Email.

Email a Roster

To email the roster for a particular event, click the Email Roster button from inside your Dashboard from the three dots or Roster View. It will immediately email the roster to the Communication email you have designated in Xola account or to the guide assigned to the trip.

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NOTE: The roster for a tour is automatically emailed to the assigned guide(s) 24 hours prior to the event. Click the Download spreadsheet link in the top right corner of the email to download the Excel version of the roster.

Print a roster

To print the roster for a particular trip, click the Print Roster button inside your Dashboard from the three dots or Roster View.

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