Swap a ~6% guest-facing partner fee and annual auto-renewing contract for a $23/mo + 2% subscription with month-to-month billing. This self-serve guide covers the Xola annual-contract exit, the tight 30-day post-termination data export window, bulk waiver archive, and cutover — typically 5–7 business days for the migration itself. No concierge, no sales call.
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To
WHY OPERATORS SWITCH
The common thread: the partner fee shows up at checkout, customers complain, and the annual contract feels like a trap. Here's what usually triggers the move.
Capterra reviewer: "clients are switching companies since they don't want to pass fees onto customers." When your partner fee is visible at checkout, conversion and goodwill take a hit. EquipDash's 2% is operator-side, optional to pass through.
Xola's terms commit you to an annual contract that auto-renews, and cancellation requires emailing support. EquipDash is month-to-month with in-dashboard cancellation — no renewal trap.
Xola shifted from flat subscription to usage-based ~6% partner fee. Cost-sensitive operators saw their effective cost climb. EquipDash's $23/mo + 2% is published and stable — the cost you sign up for is the cost you keep paying.
Xola's equipment module is limited — no resource assignment to time slots, no serial/item-level tracking, no maintenance. EquipDash ships real rental depth plus generative AI (Dash AI, not rules-based XolaBot).
BEFORE YOU START
Do these three things first. They prevent the most common migration problems — especially the tight 30-day data window.
STEP BY STEP
Each step assumes the previous one is complete. Run them sequentially, not in parallel.
Because the post-termination data window is tight, pull everything while your account is still active. Xola supports CSV roster export via reporting, and bulk waiver PDF download from the waiver admin. Because Xola uses Stripe passthrough, payment tokens stay in your Stripe account.
Pull these, in this order:
Xola column headers don't match EquipDash import templates. Download EquipDash's templates (Settings → Import) and remap:
Keep original Xola CSVs untouched. You'll want them if anything looks off after import.
This is Xola-specific: your Xola-listed prices silently baked in the 6% guest surcharge. Once you're on EquipDash's operator-side 2%, you have two choices — drop prices by ~4% to pass the saving to guests, or keep prices the same and absorb the 2% yourself (roughly +4% margin vs Xola).
Import in this order: Products → Customers → Open bookings. Rebuild waiver templates natively (signed waiver PDFs are already archived from step 1).
Send termination email to support@xola.com (reference your account + termination date). Run both systems for a week, then fully cutover. Set a day-29 reminder for the final data export check.
AFTER MIGRATING
Cleaner checkout, no contract trap, actual generative AI — and pricing you can plan around without a sales call.
HONEST WARNINGS
We'd rather tell you up front than have you discover it day three.
Xola grants one complimentary data export within 30 days of termination; after day 31 they may delete all Provider Data. Don't rely on post-termination exports for waivers — pull everything before you cancel.
Xola's terms state operators must request cardholder data via a PCI-DSS approved secure file transfer method — and they charge an additional fee for it. Plan to re-tokenize returning customer cards on EquipDash rather than pay for the transfer.
Cancellation requires emailing support@xola.com. There's no dashboard button. Keep your termination email and any confirmations — it's your only evidence if the billing cycle gets disputed.
Xola prices silently baked in the 6% guest surcharge. When you drop the surcharge, either pass the saving on (drop prices ~4%) or absorb it (+4% margin). Don't let Xola-era prices persist across OTA channels.
Xola's terms state outstanding fees become immediately due on termination. Reconcile open invoices and pending refunds before filing the termination notice — surprises here can delay the data export.
We don't offer paid migration. This guide is what we'd tell you on a call. If you hit a block, email support — but we won't run the migration for you.
MIGRATION FAQ
Everything operators ask before pulling the trigger from Xola.
Contact Us5–7 business days for the data migration itself. Add the annual contract exit — start cancellation 30+ days before your Xola renewal date. Align the data cutover so you're fully off Xola before your renewal triggers another year of billing.
Export Xola data, cancel the annual renewal, switch to $23/mo + 2%. Native waivers + generative AI. 21-day free trial, no sales call, cancel anytime.
