The Capacity Utilization Report in Xola provides valuable insights into how effectively your time slots are being reserved over any selected date range. It gives you a clear picture of how much of your available inventory—whether that’s tours, activities, events, or rentals—is actually being filled by paying customers. This allows you to measure operational efficiency at both the individual experience level and across your entire business.
By analyzing this data, you can make informed decisions to improve resource allocation, such as adjusting scheduling, aligning staffing levels with demand, or making real-time changes to your availability. You can also spot trends in demand, identify underperforming time slots, and uncover opportunities to boost revenue through smarter pricing strategies like dynamic pricing, discounting slow periods, or bundling experiences.
The report can be filtered by product, day of the week, or time of day helping you dial into specific patterns and take action accordingly. Whether you’re aiming to increase your overall utilization rate, cut down on idle capacity, or simply get more out of your team’s time and effort, the Capacity Utilization Report gives you the visibility and data-driven clarity needed to operate more efficiently and profitably.
User Access: Admin roles have access to the Capacity Utilization Report in Xola.
To grant access to users, click here.
What's covered in this article:
What You'll Learn From This Report
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Booking Efficiency: Assess the percentage of your time slots that are reserved, helping you identify peak and off-peak periods.
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Capacity Trends: Understand how your capacity utilization changes over time, allowing for better forecasting and planning.
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Operational Adjustments: Identify underutilized slots that may benefit from promotional efforts or schedule adjustments.
How to Access the Report
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Navigate to Reports > Capacity Utilization in your Xola dashboard.
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You can enable the report through the App Store if it is not visible.
- Use the filters at the top of the report to narrow down your view:
- Products: You can filter the report by products, with a specific focus on each experience. You can only view one experience at a time.
- Date Range: Choose a date range by which to filter.
What You’ll See in the Graphs
Detailed Report
By default, you are viewing the Detailed Report tab. This report shows you a Heat Map, a visual representation of time slots color-coded based on reserved percentages. In the heat map you can see a Data Table that lists each time slot with corresponding guest count, capacity, and yield percentage.
At the bottom of the heat map you can use the adjustable sliders to display data for specific booking percentages. You also have a guide to show what each color or symbol means on the heat map.
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Overbooked: The number of guests exceeded the set capacity for the event.
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Zeroed Out: The event was manually capped or blacked out, making it unavailable for reservations.
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Schedule Removed: The schedule for this event was deleted in your experience settings.
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Inventory Restriction: Equipment availability or scheduling limits prevented full use of the event's capacity.
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Private Event: The event was private, and capacity was limited accordingly.
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Manually Adjusted: The event’s capacity was increased or decreased manually in the roster.
The Capacity Heat Map lets you easily adjust or close off availability for any time slot directly within the report.
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Close Off Capacity: Click on a time slot, select Close off capacity and confirm. This will block new reservations for that specific slot.
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Adjust Capacity: Click on a time slot, then use the plus (+) or minus (–) buttons to increase or decrease the event’s capacity. Changes will automatically update in your Dashboard.
Summarized Report
If you select the Summarized Report tab in the upper left corner of the page, you will see a line graph that compares your total capacity with your guest count over the same date range.
- The blue line: The capacity the event was set at.
- The green line: The count of guests that reserved the event.
At the bottom of the Detailed or Summarized Report, you will see a table that shows how many guests are booked for each particular time slot, capacity, and yield or percentage. By clicking the export button above, you can export this table into a CSV or Excel file.
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Date: The calendar day of the event or scheduled time slot.
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Time: The specific start time of the scheduled event or time slot.
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Guests Booked: The number of customers booked for that event or time slot.
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Event Capacity: The total number of spots available for the event or time slot.
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Yield (%): The percentage of capacity that was filled (Guests Booked ÷ Event Capacity × 100).
