1. Xola X2
  2. Xola Configuration
  3. Packages

Product specific settings

The Global Review, Questionnaire, Terms & Conditions, Add-ons, and Blackout Schedules all have a Product-Specific counterpart.

You can use any combination of Product-Specific and Global elements: For example, Global Blackout Schedules and Reviews, but a few Product-Specific Questionnaires and Terms & Conditions for some experiences that require different customer information and accord. Totally up to you!

What's covered in this article:

Descriptive Content

Click here to learn more about Descriptive Content. 

Schedules and Availability

Event Duration

The amount of time your customer spends on the event. This can be displayed at your checkout. To learn more on how to display this, click here. 

Note: This only appears if you have schedules associated with your listing. 

Schedules

By creating and saving multiple different schedules, Xola allows you to build activity schedules that are as simple or intricate as you would like. Combining schedules also allows for dynamic pricing that adjusts based on time or day. You can create as many schedules as you would like! 

  1. In the Schedule and Availability section of the experience, click Add Schedule.
  2. In the window that opens, enter Schedule Details, detailed below.

Availability

  • Available: Creates a schedule with times that this listing is available to be reserved by customers.
  • Unavailable: Creates a schedule with times that this listing will not be available.

Dates

  • Date Range The schedule you create will repeat each week on your calendar. Select or deselect individual weekdays using the checkboxes listed after Repeat On.
  • Specific Dates This allows you to hand-select individual days to which this schedule will apply.

Timeslots

  • This is where you will choose the departure times that can be booked for this experience. You can create as many time slots as you would like. When one gets booked, Xola will automatically check your availability for the rest of the day and adjust your schedule accordingly. 
  • If your experience does not have set departure times, toggle on "No fixed departure times". Your customers will simply select a date at checkout.

Price Variation

  • Here you can designate if there is a difference in price for this particular schedule. 
    Example: If you charge more for trips on the weekend, make a weekly schedule with Saturday and Sunday selected and choose "Price: Increase by" and your desired amount.

Tip: Toggle on the Early Arrival to let your customers know what time they should arrive. The amount of time that you designate will be included in the Confirmation Email when someone completes a booking. 

Note: If your experience does not require a day or time to be chosen, you can toggle off the Guest's must choose arrival date from a predefined list of schedules. Your customer during checkout will not be asked to put in a day or time for the experience. And you can set a booking Valildty below for them. 

Early Cutoff

The Early Cutoff prevents purchases from being made via checkout within a specified period of time before an event is scheduled to start.

For example, if you need to know how many people are booked for an event at least a day in advance in order to prepare for the experience, you might set an Early Cutoff of 24 hours. This would prevent someone from visiting your website 1 hour before the event starts and placing a booking that you are not prepared to accommodate.

Additionally, you have the option to allow bookings until a secondary cutoff time is reached for events that already have at least one confirmed booking. This setting allows you to continue accepting new customers for events that are already scheduled to occur. 

  1. Enter a value for how far in advance of start time you would like to prevent purchases for this listing. 
  2. If you'd like to allow purchases to occur within a different cut-off time for events that already have one or more confirmed purchases, check the second box in this section.
  3. Enter a value for how in advance of the start time you would like to prevent purchases for this event if there is already at least one confirmed purchase.

Note: This only appears if you have schedules associated with your listing. 

Future Cutoff

The Future Cutoff allows you to prevent purchases with a start time that is too far in the future. This is a useful setting if your schedule does not have a set end date. For example, you may not want to allow customers to place a reservation that is set to take place one calendar year from now, in case something changes for your business operationally between now and then (i.e. your schedule or product offerings).

  1. Enable by toggling on Future Cutoff
  2. Enter a value for how far in the future you would like to prevent purchases from being made via the checkout. 

Note: This only appears if you have schedules associated with your listing. 

Business Hour

Put in the text box, the hours of your business. This text will show in the email communications to your customer. 

Photos

Add Photos

  1. Navigate into the experience for which you'd like to add or update the photo.
  2. Click into Photos from the left-hand menu.
  3. Click the Upload Image button to add photos to your experience. You can add a maximum of 10 .jpg and .png images to each listing with a maximum size of 5 MB.

Note: Recommended size for the image is 1024x768

Set Primary Photo (and Delete)

  1. As soon as you upload a second photo, you'll be asked if you want to set this photo as the primary. 
  2. If you want to delete the photo from Xola, simply click on the edit button and then the red Delete button.

Tip: Xola can only display one of your photos on back office and checkout even though you can upload multiple. However, you can switch between Primary Photo as much as you like!

 

Pricing

To learn more about Pricing click here. 

Add-ons

To learn more about add-ons click here.

Questionnaire

To override the Global Questionnaire for one or more specific product(s):

  1. Navigate to the Products tab> Experience.
  2. Find the Experience to which you'd like to assign a Product-Specific Questionnaire and click the Edit button.
  3. Toggle the "Override global questionnaire".

  4. Questionnaire Display:

    • Post Booking: Filled out after a booking is made by the guest
      • Per guest: One questionnaire is filled out per guest. 
      • Per booking: One questionnaire is filled out per booking.
    • In Xola Waiver: Will show up in the Xola Waiver you created.
      • To learn more about setting up Xola Waivers, click here.
  5. Click on the + Add New Question
  6. Customize Questionnaire.
  7. Click Save.

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Terms

To override the Global Terms for one or more specific product(s):

  1. Navigate to the Products tab> Experience.
  2. Find the Experience to which you'd like to assign a Product-Specific Questionnaire and click the Edit button.
  3. Toggle the "Override global terms".
  4. Customize Terms.
  5. Have your terms shown to customers on the checkout, toggle on "Force customer to agree in order to complete the booking". This will make the customer agree to these terms before they pay.
    • The customer will have to check a checkbox agreeing to Terms before they will be able to reserve.

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Self Service

Click here to learn more about Self Service. 

Waitlist

Click here to learn more about Waitlist.

Resource

Guides

You have the option to display information about guides that have been assigned to a given event in the Confirmation and Reminder emails to your customers. This is a great way to give your customers an idea of who will be playing a part in the experience that they have booked, before the day of the event. This is an especially useful feature if your experiences involve meeting in a remote location or if Guides / Activity leaders play an integral role in providing your experiences.

Guide information displayed in customer emails is set at the experience level. So, to turn this on for a given experience:

  1. Navigate to Products>Experiences>Edit Listing >Resources
  2. Turn on Guide Information
  3. Refer to guides as: Determine what you would like the section header in your emails to read.
    • For example, if you are an escape room you likely do not refer to these staff members as “Guides”. You could put in the text “Game Master(s)”

Note: If you sometimes have more than one guide assigned to a given event, we recommend that you pluralize your guide descriptor to account for this. Example: “Guide(s)”

Once configured, Confirmation and Reminder emails for events that have a guide assigned to them will now contain a section with:

  • The “refer to guides as” label referenced earlier in this article
  • Guide Name
  • Guide Picture
  • Guide Bio

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Here’s an example of what the email section will look like:

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Equipment

The Equipment Duration tells Xola how long an experience is. It is not customer-facing - it mainly exists for Inventory purposes.

Duration tells Xola for how long to hold a piece of equipment (ie rooms, boats, and more) or a guide, and it may or may not correspond to the actual length of your experience.

Please note that if you use Equipment on your Xola account, the Equipment Duration is extremely important to ensure that you do not receive double reservations!

Note: This only appears if you have schedules associated with your listing. 

Early Equipment Return

Your inventory understands the listing duration to be the amount of time for which to hold one piece of inventory. For example, if your product is set to a 4-hour duration and a customer books an experience at 10 am, that next experience will not be free to purchase again until 2 pm. 

But what about if that customer returns at 1 pm?

Xola's Early Inventory Return feature allows you to figure that piece of inventory back into the inventory to purchase out to other customers.

Early Return Process

  1. When a customer arrives for their purchase, click the green checkmark in the roster view to check them in. When you do this, Xola will hold inventory for the total number of people in that party.
  2. When the customer returns early, click on the roster view for their trip. Next to the green checkmark by the customer's name, click the green return arrow.
  3. Clicking the green return arrow will free up inventory for the total number of guests in that party.

Note: This only appears if you have schedules associated with your products.

Reviews

For more information on the kinds of Review Emails Xola offers, click here. To override the Global Review Email for one or more specific product(s):

  1. Navigate to the Products tab> Experience.
  2. Find the Experience to which you'd like to assign a Product-Specific Questionnaire and click the Edit button.
  3. Toggle the "Override global review settings".
  4. Select the email template or customize your own.
  5. Click Save.

Check-in

For more information on Check-in Preferences, click here. To override the Global Check-in preferences for one or more specific product(s):

      1. Navigate to the Products tab> Experience.
      2. Find the Experience to which you'd like to assign a Product-Specific check-in and click the Edit button.
      3. Toggle the "Override global check-in settings"
        • Require check-in: When this feature is enabled guests who are marked as checked-in will receive the review and follow-up emails, but those who are not marked as checked-in will not get these emails. 

Booking Validity

This defines how many days the booking is valid, and the guest can check in after booking the experience. This field is not required when setting up your experience.

  • All guests must check in within XX day(s) from arrival date: Set this to have customers use the experience they purchased within a certain amount of days from arrival date. 
    • For Example, if this is set to 30 days, and the customer chooses an arrival date of December 1st, they will  30 days of that arrival date to use the experience 
  • All guests must check in within XX day(s) from the first check-in: Set this to have all guests use the experience within a certain time frame from when the first guest checks in. 
    •  For Example, if this is set to 1 day, and a customer checks in, each guest, with that booking, will only have 1 day after this to check in for the experience.

When the customer checkouts online, they will go through the same steps as normal. On the payment page, they will see, based on your settings, how long the experience is valid. 

In the example above, the Booking Validity is for 30 days after the arrival date. The customer's booking is for an arrival of March 1, so the booking is valid until April 1, 30 days after the arrival date. 

Note: This field is used in conjunction with Xola's Ticket Redemption App: to learn more about Ticket Redemption, click here. 

Tickets

  1. Navigate to the Products tab> Experience.
  2. Find the Experience to which you'd like to set up Tickets and click the Edit button.
  3. On the left-hand side go to Tickets.
  4. Choose how you want the QR code to appear to the guest:
    • One ticket per group/party: This will give one QR code per group. IE if you have a group of 5, they will only have to present the 1 QR code and the whole group of 5 will be checked in at once.
    • One ticket per guest: This will give one QR code per guest. IE if you have a group of 5, they will have to present 5 QR codes and 1 QR code will check in 1 guest. 

 

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