Six Players, One Room, Booked At 7:05 PM
ABBY PORTAL · CALL SUMMARY
ANSWERED BY ABBY · 7:05 PMVance Holloway
(312) 555-0158 · 3 min · New caller
Six friends want an escape room tonight; The Vault at 8:30 PM had room for six, booked it. Address and arrival time read back. One guest's birthday tonight.
Session bookedParty of 6
XOLA · THE VAULT · FRI 8:30 PM
Booking created · phone · Abby 7:07 PM
Holloway, Vance · 6 guests · The Vault · Fri 8:30 PM · arrival confirmed on the call.
Session capacity 7:07 PM
8 of 8 booked · the 8:30 now shows full online.
Roster updated 7:07 PM
Game master view: Holloway party of 6 added.
Checked in 8:24 PM
Party of 6 arrived · briefing started.
Vance Holloway calls at 7:05 on a Friday night. Six friends, one car, and a plan to do an escape room before dinner. Abby's AI Receptionist checks your live Xola availability for tonight and tells him what's open: The Vault at 8:30 has room for six. He takes it. The booking is made in Xola while he's still on the line, with the party size and his contact details.
On your side, the 8:30 session shows six more guests on its roster before your game master finishes resetting the room, the way an online booking would. Vance got the arrival time, address, and party size read back and confirmed on the call; your usual confirmation and reminders go out as you have them set. What he mentioned about a birthday in the group is in the call summary in your Abby portal.
Found By Name, Moved Or Cancelled Clean
"We booked for Saturday but half the group can't make it until Sunday." The AI Receptionist finds the booking in Xola by the guest's name, email, or phone number, offers Sunday's sessions with room, and moves the arrival to the one they pick. Cancellations work the same way: found, confirmed with the guest, cancelled per the rules you set, and the spots go back on sale.
The only things Abby reads in Xola are what a booking needs: availability and the guest's own booking. Your reports, pricing, and guest lists stay yours. Want a person on the phone for some calls? Abby's live US-based receptionists are on the same plan to answer, screen, and take messages, capturing a guest's request in full for your crew; the booking, finding, moving, and cancelling in Xola is done by the AI Receptionist, and you decide which calls go to whom.
What A Phone Booking In Xola Is Made Of
1The experienceThe tour, room, or rental the guest asked for, matched to the experiences you allow the AI Receptionist to book by phone.
2The sessionThe arrival date and time chosen from your live Xola availability during the call, so it's a session with real room.
3The partyGuest count by type (adults, children, players) exactly as the guest gave it, so capacity and pricing line up.
4The guestName, phone, and email as the guest says them, read back before the booking is made; this is what a later call uses to find the booking.
5Payment handlingAbby never takes card numbers. The booking is created the way you set up phone bookings, and any payment question is relayed to your team.
6The call recordEverything else the guest said (a birthday, a stroller, a nervous first-timer) sits in the Abby call summary with the transcript and recording, not scattered across Xola.
Where The Phone Fills The Roster
Escape rooms on a Friday nightThe group of six calling at 7:05 is booked into the 8:30 room that still has space; your game master sees the party on the roster before they walk in.
Walking and food toursCallers hear which departures have room this weekend, are booked with the right guest count, and get the meeting point read back before they hang up.
Attractions with timed sessionsCapacity comes from your live Xola availability, so a phone booking never oversells a session that's already full and never blocks one that isn't.
Rentals by the hour or the dayBikes, boats, and gear are booked into the arrival time the guest wants; anything they mention about sizes or skill level waits in the call summary for your staff.
How It Works
1Onboarding connects Xola and sets which experiences, sessions, and guest counts the AI Receptionist may book, and how you take payment for phone bookings.
2Abby answers 24/7, offers real openings from your live Xola availability, and books, finds, moves, or cancels the booking while the guest is on the line.
3The booking is in Xola against the session with the party size; the guest gets the details confirmed on the call, your usual confirmations apply, and the call summary is in your Abby portal.
FAQs
Can an AI receptionist book escape rooms and tours in Xola?
Yes. Abby's AI Receptionist offers real openings from your live Xola availability and books the party into the session they choose while they're on the phone, with the guest count and contact details.
Can Abby reschedule or cancel a Xola booking?
Yes. The AI Receptionist finds the booking, offers sessions that still have room, and moves the arrival time, or cancels the booking per the rules you set so the spots go back on sale.
What if the caller already booked a session?
Abby finds their existing Xola booking by name, email, or phone number and confirms the session, party size, and meeting details on the call, or changes it if that's why they called.
Is there an answering service that works with Xola?
Yes: Abby is a Xola answering service and an AI receptionist for activity operators on Xola, in one plan with live, US-based receptionists. The AI Receptionist books, moves, and cancels in Xola; the live team answers, screens, and takes messages for the calls you'd rather a person take, and you choose which calls those are.
Will a phone booking oversell a session?
No. The AI Receptionist reads capacity from your live Xola availability as the call happens, so a session with two spots left books two by phone and then shows full, the same as on your website.
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