Packages

Xola's Package feature allow you to bundle multiple Xola experiences together into one single product offering. They’re a great way to group and showcase more than one experience offering while driving incremental revenue by encouraging larger purchases.  

  • Packages are a combination of two or more Xola experiences.
  • Experiences in the same Package must share at least one common Global Demographic.
  • Package purchases are handled as one single purchase action & transaction for customers. For you, Package purchases will behave in a very similar manner to normal purchases.

What's covered in this article:

How to Create a Package 

How to Purchase a Package

How to Modify Package Purchases


How to Create a Package   

Packages - Create a package.png

Since packages are a combination of multiple experiences into one product offering, this means that some parts of packaged purchases are derived from the "base experience", and some are overridden at the package level. 

When you create a new Package, you'll enter new information for the parts of the Package that need to be combined when presenting your multiple experiences to customers as one packaged offering. 

To create a new Package, follow these steps:

  1. Navigate to Products > Packages.
  2. Select the blue + Create Package button.
  3. Enter a Title for your package.
  4. Select your Demographics Restriction
    • You can choose whether demographics vary across experiences or require common demographics for configuring them into a package

    • Note: If you choose to require common demographics, only the guest count for the first experience can be adjusted at checkout. The rest of the experiences in the package will match the first experience's guest count.
    • Packages Setup - Demographic Restrictions.png
  5. Select which Experiences you want to make up the package offering.
    • Note: Only experiences that are priced “per person” can be included in a package.
  6. Enter an Excerpt 
    • This is the text that will appear to your customers when they are checking out online.
  7. Enter a Description
    • This text is used when participating in Xola's optional distribution channels, meaning it will not be displayed to your customers when making a normal purchase through a Xola checkout window.
  8. Set your recommended Duration between events.
    • This value will be factored in when a customer goes to purchase a package from your website. For example, if you enter in 30 minutes as your Duration between Events, start times for events within a package purchase made via checkout will be required to have at least 30 minutes buffering them. 
  9. Add in any desired Blackout Schedules. 
    • If you choose to create and save a blackout schedule, package purchases will not be available for that date range. The individual experiences that make up a package will not be affected. 
  10. Set your Start Time Restriction. This setting will limit what start times customers purchasing the package via checkout can select. There are two options available when configuring this:
    • Start times for events in package purchases must be on the same day. 
    • Start times for events in package purchases must be within...: If this option is chosen, you'll need to input a value that effectively creates a window of time within which start times for a package purchase must fall. For example, if you enter in 4 hours, a customer could have one start time for Experience A at 12:00 PM and another for Experience B at 4:00 PM, but could not book Experience B at 5:00 PM. 
  11. Describe your Cancellation Policy for this package’s purchases.
    • This field is displayed in confirmation and reminder emails.
  12. Describe any Other Considerations that you want your customers to be made aware of once they purchase this package. This field is displayed in confirmation and reminder emails.
  13. Select Save

 

Packages Setup - Config.gif

Package Pricing

Now it’s time to set the pricing for your package.

Configuration Terms

  • Basic: You can configure a percentage-based discount that is applied for this package and can optionally choose whether that same discount applies to add-ons. 
  • Advanced: You can configure demographic-specific discounts for each experience in the package as well as add-on discounts.
    • You can configure a percentage-based, dollar-based or choose a final price as the adjustment to the demographics for each experience in the package. 

Note: Any discounts set up will stack on top of any price variations you have established elsewhere (if applicable), such as tiered pricing, schedule-based pricing variations, etc.

Add-On Pricing: If any of the experiences that make up the package have Add-ons configured, they will appear on this page.

Similar to demographics, you can configure a percentage-based, dollar-based, or choose a final price as the adjustment. You can also add/remove an Add-on to/from the package offering.

Deposits: If you’d like to allow customers to place a down deposit when purchasing this package via checkout, follow these steps:

  • Enable deposit payments.
  • Specify how far in advance the event's start time must be to allow a deposit.
  • Enter the required deposit amount. You have the option to collect between:
    • A dollar amount per person
    • A dollar amount per booking
    • A percentage of the checkout price

Note: Customers who book online will always have the option to pay their checkout amount in full, as opposed to just the deposit amount. 

Package Photos

Each package that you make will need to have a photo uploaded. This photo will be displayed to customers at checkout when they are making a package purchase. The primary photo for each experience is also displayed to customers, however individual experience photos are displayed a bit less prominently than your package’s primary photo (see packages checkout).

Package photos are configured the same way that Experience photos are - check out this article for instructions on how to upload and manage photos.

Packages Setup - Photos.png

Package Questionnaire

When a package purchase is made, only one instance of your questionnaire will be prompted post-checkout.

Questionnaires for packages are configured the same as Product-Specific questionnaires. Check out this article for instructions on how to create and manage questionnaires.

Note: If you have your Demographic Restriction set to Demographics may vary across products in package the questionnaire for the package will default to the questionnaires set on the experience level and you will not see the option to configure a package-specific questionnaire. 

Package Terms and Conditions

Terms and Conditions for packages are configured the same as experience Terms and Conditions. Check out this article for instructions on how to create and manage Terms and Conditions.

Taxes and Fees for Packages

Currently, taxes and fees for Package purchases are assessed individually per event, according to that event's experience configuration. So, the total Taxes and Fees charged for Package purchases will add up to the same amount that you'd see if both events were purchased separately from one another (after any applicable discounts). 

How to Purchase a Package

In the Back Office

  1. From the Dashboard or Purchases tab, click the green + Make a Purchase button and choose an experience.
  2. Select the Package the customer would like to book.Packages Setup - Back office.png
  3. Enter Purchase Details.
    • Quantity of guests
    • Date & Time of each event in the Package
      • Note: You can book events that overlap in duration in the back office if you would like (after receiving a pop-up warning asking if you’re sure). When purchasing a package online, overlapping events are not allowed to be purchased.
      • Don’t see the time that you need? Select add a new time slot to create a new one! (note: if your inventory is not available, you won’t be able to create a new time slot)
  4. Select Add-On Quantity
  5. Enter payment details.
  6. Apply Gift or Affiliate code
    •  Currently, discount coupon codes & vouchers cannot be used for Package purchases.
  7. Select payment method: (CC, Cash, Check, Other, Pay Later).
    • If your customer is paying by check, we recommend noting the check number in the comment section.
    • Pay Later: This allows the customer to reserve their spot without collecting any payment. You can later go into the customer purchase to collect the balance.
    • Do not charge card now: This will store your customer's card information but will not yet charge the customer. You can later go into the customer purchase to collect the balance.
  8. Add a Purchase Note (optional) - This will appear on the resulting purchase page and the event's roster in the Event Notes section.
  9. Click Pay.
    • Note: Package purchases are handled as one single transaction for customers
  10. After accepting payment, you will be prompted to complete the Package’s questionnaire (if applicable). This step can be bypassed by clicking "Skip", but must be completed if the purchase is made online.
  11. After completing the questionnaire (or processing payment if the experience purchase does not have a questionnaire), you will be taken into the Package’s purchase record in the Purchases tab.Packages Checkout Back Office.gif

Checkout

Packages can be added to your website via checkout buttons or combined in Multi-item checkout just like normal experiences. See this article for more information on how to configure checkout buttons.

Once you’ve added a Package to a checkout button, follow these steps to make a Package purchase via checkout:

    1. Open checkout for the Package that you’d like to purchase
    2. Enter Purchase Details
      • Enter guest quantity
      • Select date and time for each event
      • Note: when a customer makes a Package purchase via checkout, you will be prevented from choosing events that overlap with one another in duration.
      • Enter the Add-on quantity for each event (if applicable)
    3. Fill out Contact Info
    4. Select Continue
    5. Enter Gift, Affiliate, or voucher code
      • Note: Currently, discount coupon codes cannot be used for Package purchases.
    6. Enter Credit card details
      • Note: Package purchases are handled as one single transaction for customers
    7. Agree to Terms and Conditions (If configured in your account)
    8. Fill out the Questionnaire (If configured in your account)
    9. Sign an electronic Waiver (If configured in your account) 

Note: If you are using Custom Conversion Tracking, only the first transaction in a completed checkout using Packages will be accounted for. Click here to learn more about Custom Conversion Tracking.

Emails

When a Package purchase is made, customers will receive one Purchase Confirmation Email that contains:

  • Itemized payment summary
  • Time, date, checklist and meeting location for each individual event purchased
  • Package Other Considerations
  • Package Cancellation Policy
  • Package Terms and Conditions
  • Your company's contact info

How to Modify Package Purchases

Change Arrival

This works the same way for package purchases as it does for normal purchases. You can find more details on how to Modify a Purchase's Arrival here.

Remember for packages: Since multiple experiences make up a Package purchase, you will modify the arrival of one experience at a time.

Packages Setup - Change Arrival.png

Change Guest Quantity

  • To change the guest quantity in a package, you must first select one of the experiences within the package purchase and then select Guests in the action ribbon at the top.
  • You will then be presented with the ability to toggle between the experiences and proceed to make the necessary adjustments.
  • This process works the same way for package purchases as it does for normal purchases. You can find more details on how to Change guest count for a purchase here.

Package Setup - Modify Guest Count.png

Modify Add-ons

This works the same way for package purchases as it does for normal purchases. You can find more details on how to Modify Add-ons for a purchase here.

Remember for packages: Since multiple experiences make up a Package purchase, you will modify the Add-ons for one experience at a time.

Package Setup - Modify Add-Ons.png

Add a Charge / Custom Line Items

This works the same way for package purchases as it does for normal purchases. You can find more details on how to Add a Charge for a purchase here.

Remember for packages: Since multiple experiences make up a Package purchase, you will need to choose which particular event this charge applies to. This will help you when reporting on Transactions or performing forensics on a purchase.

Package Setup - Add a Charge.png

Switch Experience

Switch experience is not currently available for Package purchases.

Add Code Post-Purchase

You can add Affiliate and Gift codes to Package purchases by selecting the Add Code button on the Purchases tab.

Currently, discount coupons cannot be applied to package purchases.

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