What's covered in this article:
- Quick Dashboard Search Bar
- Filters
- Dashboard Views
- Default / Saved Views
- Customize Dashboard Appearance
- Sync Calendar
Quick Dashboard Search Bar
At the top of your screen, there is a search bar that enables you to quickly find a customer using their name, email, phone number, tag, or ID. This feature allows you to view a reservation and its details, as well as take actions related to that reservation, without needing to search through the purchases tab or dashboard.
Once a customer is searched and selected, you can take the following actions from the Quick Dashboard Search Bar:
- Check-in customer: Click the green check mark
- No-show customer: Click the red button
- Modify purchase: Click three dots
- Reservation Details: See what guides are assigned, equipment assigned, number reserved, balance due, Waivers signed, and notes.
Note: Unlike the Purchases tab, the Dashboard search only finds reservations that day or in the future and will not pull up a reservation from the past. To locate customers with past reservations, use the search feature in the Purchases tab.
Filters
This next row is where you filter your dashboard by date, reserved or available events, products, guides, equipment, and more! You can also save your filtered views to go back to at any time.
Reserved, Waitlisted, Available, All
Next to the date picker are four buttons side by side that allow you to filter the Dashboard by events with reservations, events with customers waiting to join, events with availability, or all events.
Note: The waitlisted filter will only show if you have the waitlisted feature enabled. Click here to learn more.
Product, Equipment, and Guide Filters
Below the date picker, you will find additional filters for your products, equipment, and guides. Here, you can specify which products to display, as well as view events that are assigned to specific guides. Additionally, you can filter the equipment to show only those that are assigned to the selected events or exclude certain items.
Dashboard Views
Next, you will see a drop-down menu that controls the view in which your events are displayed in the Dashboard. If there are no Saved Views in the Dashboard, it will default to the current day in the List view, showing Reserved time slots. The available views to choose from are:
List
The Dashboard List View will show you all your events in a vertically cascading list for any selected day.
Under your filter options, the bar displays the date, day, and the number of available and reserved spots for the whole day. You can also perform day-level actions through the three dots in the List View. Click on the three dots to access these options:
- Message Day's Guest: Send an email, SMS, or both to all guests with valid contact info booked for the Day.
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Export Day's Roster: Export the day's roster to a CSV or Excel file.
Next, you can look at the individual events under the day. Here, you can see the time the event is taking place, the name of the product, and how many are available and reserved.
Note: If you hover over the reserved field during the event, you will see a demographic breakdown for that event.
Depending on what features you have turned on in Xola, you may be able to see other options on your Dashboard like:
- Check-in: You can see how many guests are checked in for the event.
- Waivers: You can see how many guests signed the waivers for the event.
- Assign Guides: You can see who is assigned as a guide or assign a guide if needed.
- Assign Equipment: You can see what equipment is assigned or manually modify equipment if needed.
- Add-ons: Hover over the add-on icon to see what add-ons you have for the event.
- Collect a Balance Icon: Easily see what event has a balance that needs to be collected.
- Notes Icon: Easily see what events have notes on them. You can even click the notes icon to see all the notes in one place. Here you can edit or delete Event and Purchase notes.
- Private Reservation Icon: Easily see if a reservation is Private.
Now you can perform actions for the entire event and all associated reservations via the three dots in List View. Here, you can:
- Send Message: Send an email, SMS, or both to all guests with valid contact info booked on the event
- Add Event Notes: Add an event note to the roster
- Change Arrival: Change the arrival of all or some of the reservations for this event
- Cancel Reservations: Cancel all or some of the reservations on this event
- Export, Print, or Email the Roster
- Adjust Capacity
- Assign Guides: Assign one or more available guides to the event
- Unassign Guides: Remove all assigned guides from the event
Next, you can Make a Purchase via the green + on the List View.
If you want to view the roster, hover over an event and click anywhere (excluding the three dots or the purchase button).
Day
The Day View displays events for a single, specific day. To toggle into your Day View, click the drop-down menu to the right of the date picker at the top of the Dashboard.
To navigate to another day, click the square 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.
Depending on what features you have turned on in Xola, you may be able to see other options on your events like:
- Check-in: You can see how many guests are checked in for the event.
- Waivers: You can see how many guests signed the waivers for the event.
- Assign Guides: You can see who is assigned as a guide or assign a guide if needed.
- Assign Equipment: You can see what equipment is assigned or manually modify equipment if needed.
- Add-ons: Hover over the add-on icon to see what add-ons you have for the event.
- Collect a Balance Icon: Easily see what event has a balance that needs to be collected.
- Notes Icon: Easily see what events have notes on them. You can even click the notes icon to see all the notes in one place. Here you can edit or delete Event and Purchase notes.
- Private Reservation Icon: Easily see if a reservation is Private.
Now you can perform actions for the entire event and all associated reservations via the three dots in Day View. Here, you can:
- Send Message: Send an email, SMS, or both to all guests with valid contact info booked on the event
- Add Event Notes: Add an event note to the roster of the event
- Change Arrival: Change the arrival of all or some of the reservations for this event
- Cancel Reservations: Cancel all or some of the reservations on this event
- Export, Print, or Email the Roster
- Adjust Capacity
- Assign Guides: Assign one or more available guides to the event
- Unassign Guides: Remove all assigned guides from the event
Note: The number of events you have in a day may affect the size of the tiles and how much information is displayed on them. To see more details about the event, please go to the roster.
Some actions can be done in bulk. To do this, hold down the Command key and click to select multiple events. Then, click on the three dots at the bottom. Here you can:
- Send Message: Send an email, SMS, or both to all guests with valid contact info booked on the events
- Add Event Notes: Add an event note to the roster of the selected events
- Assign Guides: Assign one or more available guides to the selected events
Next, you can Make a Purchase via the green + on the event.
To view the roster, click on the event. This will open a Roster drawer, allowing you to make changes. To return to the dashboard, click the 'X' at the top of the drawer, and you will be taken back to the dashboard.
Week
The Week View displays a week-long overview of your upcoming events. To toggle into your Week View, click the drop-down menu to the right of the date picker at the top of the Dashboard.
To navigate to another day, click the square 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 dates near the top of the page.
You can also perform day-level actions through the three dots in the Week View. Hover around the date on the week view, click on the three dots next to the day to access these options:
- Message Day's Guest: Send an email, SMS, or both to all guests with valid contact info booked for the Day.
- Export Day's Roster: Export the day's roster to a CSV or Excel file
Depending on what features you have turned on in Xola, you may be able to see other options on your events like:
- Check-in: You can see how many guests are checked in for the event.
- Waivers: You can see how many guests signed the waivers for the event.
- Add-ons: Hover over the add-on icon to see what add-ons you have for the event.
- Collect a Balance Icon: Easily see what event has a balance that needs to be collected.
- Notes Icon: Easily see what events have notes on them. You can even click the notes icon to see all the notes in one place. Here you can edit or delete Event and Purchase notes.
- Private Reservation Icon: Easily see if a reservation is Private.
Note: The number of events you have in a day may affect the size of the tiles and how much information is displayed on them. To see more details about the event, please go to the roster.
To view the roster, click on the event. This will open a Roster drawer, allowing you to make changes. To return to the dashboard, click the 'X' at the top of the drawer, and you will be taken back to the dashboard.
Some actions can be done in bulk. To do this, hold down the Command (Mac) or CTRL (Windows) and click to select multiple events. Then, click on the three dots at the bottom. Here you can:
- Send Message: Send an email, SMS, or both to all guests with valid contact info booked on the events
- Add Event Notes: Add an event note to the roster of the selected events.
- Assign Guides: Assign one or more available guides to the selected events.
Month
The Month View displays a month-long overview of upcoming events and reservations in a calendar format. To toggle into your Month View, click the drop-down menu to the right of the date picker at the top of the Dashboard.
To navigate to another month, click the square date picker on the top left of the Dashboard and select the target date, or use the arrows on either side of the month name.
Depending on what features you have turned on in Xola, you may be able to see other options on your events like:
- Collect a Balance Icon: Easily see what event has a balance that needs to be collected.
- Notes Icon: Easily see what events have notes on them. You can even click the notes icon to see all the notes in one place. Here you can edit or delete Event and Purchase notes.
- Private Reservation Icon: Easily see if a reservation is Private.
To view the roster, click on the event. This will open a Roster drawer, allowing you to make changes. To return to the dashboard, click the 'X' at the top of the drawer, and you will be taken back to the dashboard.
Some actions can be done in bulk. To do this, hold down the Command (Mac) or CTRL (Windows) and click to select multiple events. Then, click on the three dots at the bottom. Here you can:
- Send Message: Send an email, SMS, or both to all guests with valid contact info booked on the events
- Add Event Notes: Add an event note to the roster of the selected events
- Assign Guides: Assign one or more available guides to the selected events
Equipment
You can filter your dashboard to show you the equipment you have set up. A drop-down menu controls the view in which your events are displayed in the Dashboard. Choose the Equipment view to see each piece of equipment and the events it is assigned to.
To navigate to another day, click the square 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.
You can also use the other arrows on the bar that state the equipment name to scroll to see all your different equipment.
Depending on what features you have turned on in Xola, you may be able to see other options on your events like:
- Check-in: You can see how many guests are checked in for the event.
- Waivers: You can see how many guests signed the waivers for the event.
- Assign Guides: You can see who is assigned as a guide or assign a guide if needed.
- Assign Equipment: You can see what equipment is assigned or manually modify equipment if needed.
- Add-ons: Hover over the add-on icon to see what add-ons you have for the event.
- Collect a Balance Icon: Easily see what event has a balance that needs to be collected.
- Notes Icon: Easily see what events have notes on them. You can even click the notes icon to see all the notes in one place. Here you can edit or delete Event and Purchase notes.
- Private Reservation Icon: Easily see if a reservation is Private.
Note: The number of events you have in a day may affect the size of the tiles and how much information is displayed on them. To see more details about the event, please go to the roster.
To view the roster, click on the event. This will open a Roster drawer, allowing you to make changes. To return to the dashboard, click the 'X' at the top of the drawer, and you will be taken back to the dashboard.
Some actions can be done in bulk. To do this, hold down the Command (Mac) or CTRL (Windows) and click to select multiple events. Then, click on the three dots at the bottom. Here you can:
- Send Message: Send an email, SMS, or both to all guests with valid contact info booked on the events
- Add Event Notes: Add an event note to the roster of the selected events
- Assign Guides: Assign one or more available guides to the selected events
To learn more about Equipment, click here.
Default View/ Saved Views
The final option is a drop-down menu that allows you to save the filters you have set at that moment and decide which one to use as your default.
If you frequently look at a specific view in the Dashboard, you can save it for easy later access. You can also favorite the view you would like to load as a default whenever you log into Xola.
To save a view:
- Set your desired view and filters using the options near the top of the screen when looking at the Dashboard.
- Click the Default View drop-down menu, which will show a list of your Saved Views (if you do not have any Saved Views, this window will simply show "Default View."
- Click Save as a New View to save the view.
- Name the view and click Save.
Once you have saved one or more views, you can favorite the view you would like to load first when signing into Xola. To do this, click the Default View drop-down menu to see your saved views and select the star next to the title to set it as your favorite.
Note: Saved and Default views are specific to your user login, so you can have different views saved that other log-ins will not see.
Customize Dashboard Appearance
You can also assign colors to specific products so that they are easily identifiable when viewing the Dashboard by selecting the Color Preferences option, the button that looks like a magic wand. You can add availability colors to let you easily view your availability. You can also choose which color corresponds to which experience and how colors are displayed.
Sync Calendar
It's easy to sync your Xola calendar with Google or iCal Calendar so that you can stay organized and on top of your reservations wherever you check them.
For Google Calendar:
- From any view on your Dashboard, click the Sync Calendar link at the top right of the screen by the Product, Equipment, and Guide Filters.
- Copy the link that appears in the window.
- In Google Calendar, on the left-side menu bar, click the arrow next to Other Calendars and select the From URL option.
- Paste in the URL generated from the Xola dashboard.
- Click Add Calendar.
- Check out your synced calendar!
For iCal (Apple Calendar):
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- From any view on your Dashboard, click the Sync Calendar link at the top right of the screen by the Product, Equipment, and Guide Filters.
- From any view on your Dashboard, click the Sync Calendar link at the top right of the screen by the Product, Equipment, and Guide Filters.
- Copy the link that appears in the window.
- In iCal, click File and select New Calendar Subscription.
- Paste in the link from Step 2 and click Subscribe.
- Fill in your iCal preferences.
- Check out your synced calendar!