Make a purchase through back office

Someone calls to make a purchase or even walks in without making a reservation beforehand. Xola is able to accommodate such situations by allowing you to make purchases from your Xola Dashboard or Purchases tab. The steps below detail how to make a purchase through the back office in Xola, and process payment.

Purchase Using the Make a Purchase Button

Product Details

  1. From the Dashboard or Purchases tab, click the green Make a Purchase button and choose a product.
  2. Once you select the product the customer wants to purchase, you'll be directed to the Product Details page, where you can enter the following:
    • Privacy Settings (if booking an experience with Shared and Private options)
    • Guest Quantity
    • Date and Time (if booking an experience)
    • Gift Details (if purchasing a gift)
    • Add-ons
    • Custom Line Items (on-the-fly discounts or charges, which can be taxed if needed)
    • Guest Questionnaire responses
  3. Select the blue Checkout button to advance to the next section

Pro Tip: Don’t see the time that you need? Select add a new timeslot to create a new one!

Customer & Payment Details

  1. Now you can enter the Customer Details:
    • Customer Name
    • Customer Email
    • Customer Phone
    • Customer Note
  2. Optionally apply a code or choose to Modify Taxes and Fees
  3. Next, choose your payment workflow:
    • Now: Take immediate payment
    • Later: This will reserve your customer's spot without collecting payment. When ready, you can find their purchase in the Purchases tab to collect the balance. 
    • Collect a Deposit
    • Split Payment
  4. If taking immediate payment, select the payment method
    • Credit Card
    • Cash
    • Check: If your customer is paying by check, we recommend noting the check number in the comment section
    • Invoice: This allows you to send your customer an Invoice for the purchase that can be paid at a different time. 
    • Other
    • Custom Payment Method: This can be any third-party payment method your business accepts, like PayPal, Bitcoin, or Venmo. Set these under Settings > Payments.
  5. Optionally add a Purchase Note. This will appear on the event's roster in the Purchase Notes section.
  6. If you need to add another experience to the same purchase, you can select the Add Another Product button.
    • The customer will receive separate confirmation emails for each separate experience booked. This is to ensure you can make changes to one booking without it affecting another.
  7. To complete the purchase, click Pay

After accepting payment, depending on the Post-Booking Action Preferences configured in your Settings, you will be prompted to complete the listing's questionnaire (if applicable), taken to the Purchases tab page, or to your Dashboard

Pro Tip: Want to look up a past guest to book? Click on the magnifying glass next to the Guest name to search for your guests. 

Pro Tip: Notice the Do not charge card now toggle under the payment method section. This will store your customer's card information but will not charge the customer. You can later go into the customer purchase to collect the balance.

Purchase Directly from the Dashboard

List View:

From the List View, find the event you want and select the green Purchase button (+ sign) on the right.

Alternatively, select the event and click the three-dot menu on the right, then choose +Purchase

Day & Week Views: 

From the Day or Week View, click an event, and then select the green Purchase button (+ sign).

Month View:

From the Month View, select the date of your desired event. This will take you to the Day View, where you can click an event, and then select the green Purchase button (+ sign)

Pro Tip: From each view, the Make a Purchase button will appear in the upper right corner of the page.

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