Custom Reports

Custom Reports allow you to create, save, and schedule your own custom reports based on a suggested template. Report Templates in Xola allow you to choose which columns you'd like to show and apply rule-based filters to those columns. With this level of customization, you can create and save different types of reports to help answer many business questions. Here are just a few examples:

• How many confirmed reservations with a balance due greater than zero do I have scheduled for the upcoming month of July?
• How much revenue did I generate from purchases made last year with the coupon code SUMMERSPECIAL?
• How many children were booked on product A for events that occurred in the afternoon last week?

What's covered in this article:

• Create and Save a New Custom Report
• Types of Custom Reports 
  • Abandoned Reservations
  • Purchases
  • Reservations
  • Reservations by Listing
  • Transactions 
  • Questionnaire 
  • Capacity 
• Schedule a Custom Report

Create and Save a New Custom Report

1. Start by navigating to Reports > Custom Reports. From there, choose a report from the list of suggested reports. 
   • Currently, you can choose from the following reports: Abandoned Reservations, Purchases, Reservations,  Reservations by Listing, Transactions, Questionnaire, and Capacity

1. Next, choose which columns you would like to appear by selecting the Columns drop-down. Any column with a checkmark will appear in the table.
2. Apply filters to further refine the data that appears in the report. Once a filter has been applied, select the update report button to pull the latest dataset. The filters available to you will depend on the column type.
   • Date Filter: Can be filtered at the top of the report by date range. 
     • For example, you could filter for dates in the past or future
   • Text columns: Can be filtered by value, either by selecting which specific values you want to appear or by searching for a specific text string.
   • Numerical columns: Can be filtered by value or by a math equation.
     • For example, you could filter for values greater than or equal to 100.
3. You can export your report to a .xlsx file by selecting the export button.
4. Once you've made the changes you want to see in your report, select the green Save button to create a new one!
   • If you're adjusting one of your saved reports that you'd like to save but do not want to make a new report type, select save as.
   • Give your report a name, and select save report. 

Types of Custom Reports 

Abandoned Reservations Report

The Abandoned Reservations Report, contains information about purchases that were abandoned, including a column indicating whether or not they were recovered and booked via Abandoned Reservation Recovery. Here, you can view detailed information about your Abandoned Reservations, such as the date the reservation was abandoned, the date of the experience, customer name and email, whether or not the reservation was recovered, etc. Additionally, you can export the report if needed.

Purchases Report

The Purchases report contains information on each individual purchase, such as quantity reserved, codes used, add-ons purchased, etc. You can view your purchases for any date range you set and export them into a spreadsheet if needed.

Reservations Report 

The Reservations report breaks down each purchase into its most granular line items (e.g., demographics (e.g., Adult, Child), taxes, fees, add-ons, etc.) When you export the report to Excel, you will see a summary page that shows a summary of each line item for the date range chosen. To learn more about the Reservations Report, click here.

Reservations by Listing Report

The Purchases by Listing report contains one row per product with aggregated information on all of the purchases associated with that product. You can view your purchases by listing for any date range you set and export it into a spreadsheet if needed.

Note: This report will show you the total value of the experience and will not show adjustments such as refunds, coupons, partner discounts, etc. for the purchases associated with that experience. 

Transactions Report

The Transaction report contains financial details for every charge or refund associated with your purchases. You can view your transactions for any date range you set and export them into a spreadsheet if needed.

Questionnaire Report

The Questionnaire Report allows you to view your customers' responses to the post-purchase questionnaire. You can view your questionnaire answers for purchases for any date range you set and export them into a spreadsheet if needed.

Capacity Report

Schedule a Custom Report

Once you have followed the steps above and saved your custom report, you can schedule the report to be emailed. 

1. Go to your saved report > Choose a Relative Date Range from the date picker. 
2. Click the Update Report button below the date picker. 
3. Now hit the Schedule Now button 
4. Choose the amount of time you want it sent to you (Days, Weeks, Months, or Years) 
5. Next, pick the day and time you want the report to run. 
6. Click Save
7. Now, you will receive an email with an Excel file of your report when you tell it to run.  

Note: The scheduled reports must be run using a relative date range from the list. If you choose a date range from the actual calendar, you will receive the same report every time you set it up to run.