Xola Dashboard

The Xola Dashboard is your home for viewing all of your event time slots. It's where you can see what you have available and what is reserved, view and make changes to a roster, set color preferences for your Products, and more!

What's covered in this article:


Quick Dashboard Search Bar

At the top of your screen, you have a search bar that allows you to quickly locate a customer by their name, email, phone number, tag, or ID to navigate straight to their booking in the 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 booking: Click three dots
  • Details of the reservation: Guides assigned, Equipment assigned, guest checked in, number reserved, Balance due, and notes. 

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Note: Unlike the Purchases tab, the Dashboard search only looks forward to future reservations 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 timeslots, by product, guides, equipment, and more! You can also save your filtered views to go back to at any time.  

Reserved, Waitlisted, Available, All

The next point of control alongside the date picker is four buttons side by side that allow you to filter whether you are looking at what time slots have reservations placed on them, which time slots have customers waiting to join, which time slots have availability, or all-time slots regardless of bookings. 

Note: Waitlisted filter will only show if you have the waitlisted feature enabled. Click here to learn more. 

Dashboard Views

Next, you will see a drop-down menu that controls the view in which your time slots are displayed in the Dashboard. If there are no Saved Views in the Dashboard, it will default to the current day in List view, showing Reserved time slots. The available views to choose from are:

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List

The Dashboard List View will show you all your event time slots in a vertically cascading list for any selected day.

Hover over an event and click the Roster button on the right, or anywhere on the time slot (excluding the book button) to view the trip roster. 

Perform event-level actions via the three dots, on the List View. Here you can:

  • 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. 

Day

The Day View displays time slots of upcoming 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.

To view the trip roster, simply click on a time slot.

Perform event-level actions either individually or in bulk, by clicking on the three dots or using command +, click to select multiple events. Event actions include:

  • Message: Send an email, SMS, or both to all guests with valid contact info booked on the selected event(s).
  • Add event note: Add an event note to the roster of the selected event(s).
  • Change Arrival: Change the Arrival of all bookings on this timeslot(s).
  • Cancel Bookings: Cancel all bookings on this timeslot(s).
  • Email Roster: Email a copy of the Roster(s) to yourself
  • Export Roster: Export the Roster(s) to a CSV or Excel file. 
  • Print Roster: Print Roster(s)
  • Guides: Assign one or more available guides to the selected event(s).
  • Unassign Guides: Remove all assigned guides from the selected event(s)

Week

The Week View displays a week-long overview of your upcoming event time slots. 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.

To view the trip roster, select a time slot.

Perform event-level actions either individually or in bulk, by clicking on the three dots or using command +, click to select multiple events. Event actions include:

  • Message: Send an email, SMS, or both to all guests with valid contact info booked on the selected event(s).
  • Add event note: Add an event note to the roster of the selected event(s).
  • Change Arrival: Change the Arrival of all bookings on this timeslot(s).
  • Cancel Bookings: Cancel all bookings on this timeslot(s).
  • Email Roster: Email a copy of the Roster(s) to yourself
  • Export Roster: Export the Roster(s) to a CSV or Excel file. 
  • Print Roster: Print Roster(s)
  • Guides: Assign one or more available guides to the selected event(s).
  • Unassign Guides: Remove all assigned guides from the selected event(s)

To book a customer, click the + button on the top right of the Roster tile. 

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.

To view the trip roster, click directly on an event.

Perform event-level actions either individually or in bulk, by clicking on the three dots or using command +, click to select multiple events. Event actions include:

  • Message: Send an email, SMS, or both to all guests with valid contact info booked on the selected event(s).
  • Add event note: Add an event note to the roster of the selected event(s).
  • Change Arrival: Change the Arrival of all bookings on this timeslot(s).
  • Cancel Bookings: Cancel all bookings on this timeslot(s).
  • Email Roster: Email a copy of the Roster(s) to yourself
  • Export Roster: Export the Roster(s) to a CSV or Excel file. 
  • Print Roster: Print Roster(s)
  • Guides: Assign one or more available guides to the selected event(s).
  • Unassign Guides: Remove all assigned guides from the selected event(s)

Equipment:

You can filter your dashboard to show you the equipment that you have set up.  You will see a drop-down menu that controls the view in which your time slots are displayed in the Dashboard. Choose the Equipment view in order to see each piece of equipment and the timeslots 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 blue arrows to scroll to see all your different equipment. 

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 is your default. 

If you have a specific view in the Dashboard you find yourself looking at often, you can now save this view for easy access later. Also, you can favorite the view you would like to load as a default whenever you log into Xola.

To save a view:

  1. Set your desired view and filters using the toolbar near the top of the screen when looking at the Dashboard.
  2. 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".
  3. Click Save as a new view to save the view.
  4. 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. You can do this by clicking the Default View drop-down menu to see your saved views, and selecting 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 in order to easily pick them out when viewing the Dashboard by selecting the Color Preferences option, the button that is a magic wand. Adding color lets you easily view your schedule and availability. And you can choose which color corresponds to which listing and how colors are displayed. 

Product, Equipment, and Guide Filters

Below the date picker, you will see more filters for your products, equipment, and guides. Here you can control which products show and which do not, as well as view time slots with a specific guide(s) assigned to them, and what equipment you want to see that is assigned or not to that timeslot.

Sync Calander

It's easy to sync your Xola calendar with Google or iCal Calendar so that you can stay organized and on top of your bookings, wherever it is that you check them.

For Google: 

  1. 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.
  2. Copy the link that appears in the window.

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  1. In Google Calendar on the left-side menu bar, click the arrow next to Other Calendars and select the From URL option.

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  1. Paste in the URL generated from the Xola dashboard.

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  1. Click Add Calendar.
  2. Check out your synced calendar!
 
For iCal: 
  1. From the Dashboard's Calendar View, click the Sync Calendar link at the top right of the screen by the Product, Equipment, and Guide Filters.
  2. Copy the link that appears in the window.

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  1. In iCal, click File and select New Subscription Calendar
  2. Paste in the link from Step 2 and click Subscribe.

  1. Fill in your iCal preferences.

  1. Check out your synced calendar!
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