Check-In Preferences

Xola check-in preferences allow you to set up a smooth, flexible check-in experience for your staff. You can enable options like check-in validity and multiple check-ins. When guests arrive for an event, your staff can mark them as Checked-In, which will secure their spot on the roster. When a guest fails to appear for an event, your staff can mark them as a No-Show. This process does not notify customers, it is simply for your organization.

What's covered in this article:

• How to set up Check-in Preferences 
• How to set up Enhanced Check-in Preferences 
• How to mark a Guest as Checked-In or as a No-Show
  • Check-in
  • No-Show

How to set up Check-in Preferences 

To set up your Check-In preference, go to Products. Here you have 2 options:

1. Global Check-In preferences: this applies to all of your experiences.
   • Global Settings > Check-In Preferences
   • Toggle on 'Require guests to check-in to participate in the event'
     • When this feature is enabled, guests who are marked as checked-in will receive the review, gratuity requests, and any other Xola follow-up emails you have on. Those who are marked as a no-show will not get these emails. 
2. Experience-specific Check-In preferences:
   • Hover over the Experience > click Edit > and go to the Check-in tab on the left-hand side
   • Toggle on 'Require guests to check-in to participate in the event'
     • When this feature is enabled, guests who are marked as checked-in will receive the review, gratuity requests, and any other Xola follow-up emails you have on. Those who are marked as a no-show will not get these emails. 

How to set up Enhanced Check-in Preferences 

Now that you have your check-in preferences set up, it's time to configure your enhanced check-in preferences at the experience level. Enhanced check-in preferences include Check-in Validity and Multiple Check-ins. You don't have to use these preferences if you simply want to check in guests or mark them as no-shows. However, if you would like to utilize the enhanced check-in preferences, please follow the next steps:

1. Go to Products> Experience > click Edit > and go to the Check-in tab on the left-hand side. 
2. Toggle on the Override global check-in settings
   
   • This enables the setup of Check-in Validity and Multiple Check-ins. If you do not want these preferences, simply leave the check-in at the global level, and you can check guests in as usual.

     

3. Next you can choose the Check-In Validity, you can choose between:
   • All guests must check in within a limited window: When toggled on, you can create a window of time in which a customer can check in. 
     • Click Add Window 
       • Name
         • Name the window so you can easily keep up with each unique window created 
       • Availability
         •  Available: means that this window is available for your customer to check in
         • Unavailable: means that your customer will not be able to check in during this window. 
       • Dates
         • Date Range: Choose a date range that you want as your window. Here, you can choose a start and end date, days of the week, and a time range. 
         • Specific Dates: Choose specific dates on a calendar view and a time range. 
         • Relative to purchase date: choose terms which the guests will need to follow to check in. This will allow you to pick the amount of minutes, hours, or days you want to allow customers to check in after they make the purchase of the event.
     • Check-ins must be within a limited window after first check-in: When toggled on, you can set the number of minutes, hours, or days you want to allow guests to continue checking in for the event.
4. Now toggle on, if you would like to allow Multiple Check-Ins:
   • Multiple check-ins: Allows customers to check in multiple times, within the limit you set. 
   • Unlimited check-ins: allows customers to check in unlimited time. 
     • If you have a validity window set, then the unlimited check-ins will stop when the validity window is no longer active. 

Note: When the check-in feature is enabled, customers who are marked as checked in will receive the review, gratuity requests, and follow-up emails, but those who are marked as no-shows or left unchecked in will not get these emails. 

How to mark a Guest as Checked-In or as a No-Show

Check-In 

On Dashboard:

1. Navigate to your Dashboard, locate the guest's event, and click on it to show the roster.
2. Next, locate the Check-In column under the guest section:
   
   • Check in the group by clicking on the green button next to the group name at the top
   • You can check in the individual members of a group by clicking on the down arrow next to the group's name and then clicking the green button next to the individual's name.

On The Quick Dashboard Search Bar: 

1. Navigate to your Dashboard> 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.
2. Once a customer is searched and selected> click the check mark 
   • Here you can: 
     • Check in the group by clicking on the green button next to the group name at the top.
     • Check in the individual members of a group by clicking the green  button next to the individual's name.

• You will also see a guest count on the dashboard, which will show you the total number of guests marked as checked in. 

No-Show

On Dashboard:

1. Navigate to your Dashboard, locate the guest's event, and click on it to show the roster.
2. Next, locate the Check-In column under the guest section:
   
   • Mark the group as a no-show by clicking on the red  button next to the group name at the top
   • You can mark individual members of the group as no-shows by clicking on the down arrow next to the group's name and then clicking the red  button next to the individual's name.
3. When you mark a guest as a No-Show, you will be met with two options:
   •  Increase the availability of the event: This will open all reserved capacity for others to fill online or in the back office. 
   • Do Not increase the availability: This will not open up the capacity for others to fill the spots.

On The Quick Dashboard Search Bar: 

1. Navigate to your Dashboard> 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.
2. Once a customer is searched and selected> click the red button.
3. Mark the group as a no-show by clicking on the red  button next to the group name at the top
4. Mark the individual members of a group as a no-show by clicking the red  button next to the individual's name.
   • When you mark a guest as a No-Show, you will be met with two options:
     •  Increase the availability of the event: This will open all reserved capacity for others to fill online or in the back office. 
     • Do Not increase the availability: This will not open up the capacity for others to fill the spots.
5. Reservations will remain on the roster for that event. 
   • If a no-show reservation still has a balance due, you will still see this purchase in the Pending Action Queue.

Pro Tip: If you mark someone as a no-show, by accident and need to correct this, simply just click the red button again, and they will no longer be a no-show.