A step-by-step account of moving a tour or activity business from Xola: the exports to take first, what Treka imports on its own, how the guide schedule and payouts are set up, and how to switch over without losing a departure.
Updated 7 min read
Book a demoStart free, 30 daysThe catalogue, the customers and your waiver wording come across; the schedule, the guide roster and the money rules are rebuilt in Treka, which is usually the point of moving. Here is the full list.
| What you have | Comes to Treka | How |
|---|---|---|
| Experiences (names, descriptions, prices, durations, photos) | Yes | Site scan from your public pages, or your product export dropped on the import page |
| Schedules and seat limits | Rebuilt | Per trip: dates, start times and seats per departure, with blackouts |
| Customers | Yes | CSV upload; header row mapped automatically |
| Guides and their assignments | Rebuilt | Add each guide once, set their pay per trip, assign them to dates |
| Deposits and balances on future bookings | Partly | Recreate the departures; money already taken stays where it was taken |
| Waiver wording | Yes | Pasted once, signed by every guest, stored on the booking |
| Gift cards | No | Honour outstanding balances from your export; sell new ones through Treka |
Using your account's export tools, download the product list, the customer list, the upcoming bookings with amounts paid, and the payment reports for this year and last. If you pay guides through the old system, export the payout history too; it is the record your accountant will ask for in April.
Sign up with Google or Apple (30 days of Core free, no card). Under Website in the portal, point the site scan at your current booking site or your own website: it crawls the pages, extracts every trip it finds with its price, duration and description, and adds them as unpublished drafts. Trips it cannot fully read are flagged for review rather than guessed at.
Anything you exported from your old account, whether a spreadsheet, a PDF or a screenshot, can be dropped on the import page. The importer reads it and creates the trips it finds: a trip with a price, a duration and a location is published straight away, and anything missing one of those waits in the review list until you fill it in.
Paste or upload a CSV of your guests. The client importer recognises a header row (name, email, phone, notes, and common store exports) and maps the columns for you, so past guests are in the system before you send a single confirmation from it.
On each trip, set the deposit as a percentage or a fixed amount and decide whether the balance is charged automatically before the trip or collected on the day. Put your cancellation and refund wording in the company policies once and every booking carries it.
Paste the waiver you already use. It is sent with the confirmation and signed by every guest in a party, not only the person who paid, and the signed copies sit against the booking.
Connect your Stripe account so deposits and balances settle to you. Add your guides, set what each is paid per trip, and assign them to dates; the schedule and the payouts come from the same place.
Publish the trips you reviewed. Either embed the booking widget in the website you already have, or switch on the hosted booking site and point your domain at it. Both work from the same trips and the same calendar.
This is the part operators most often rebuild from scratch rather than copy. In Treka each guide is a team member with their own login. On every trip you set what the guide is paid for running it, assign guides to dates from the calendar, and the guide sees the day sheet for their departures: who is booked, which waivers are signed, and what they will be paid. Payouts are calculated from the assignments and paid through Stripe, so the end-of-month total is a report rather than a spreadsheet.
Certifications live on the guide
Keep a catalogue of the certifications your trips require and record each guide's expiry dates against them, so an assignment to a trip that needs a current first-aid card is checked rather than assumed.
Nobody should switch a live operation in an afternoon. The pattern that works is one week where both systems are alive and each has a clear job.
Keep the old exports
Download your booking history, client list and payment reports before the old account closes, even the parts you will never import. Chargebacks and tax questions arrive months later and the export is the only copy you will have.
| Route | Who does the work | Typical time | Cost |
|---|---|---|---|
| Self-serve | You, with the site scan and the importers | An afternoon to a few days, depending on how many trips you review | Free |
| White-glove migration | The Treka Relations team moves trips, clients and upcoming bookings with you | About a week, scheduled around your season | $749 one-time on monthly plans, free on annual plans |
Either way the 30-day trial starts when you open the account, not when you go live, so most operators do the move inside the trial and decide at the end of it.
FAQ
Something else? Ask the people who build it.
They accept an invitation, sign in, and see the trips they are assigned to. Most guides are working from the Treka day sheet within a day. The portal is translated into the languages your team works in, so a guide can run it in their own language.
Yes. Paste your wording as it is. Treka sends it with the confirmation, collects a signature from every guest in the party, and keeps the signed copies on the booking and on the client record.
You set the pay for each trip, assign guides to dates, and Treka totals what each guide is owed from the assignments they ran. Payouts go out through Stripe from the same place, so the end of the month is a report to check rather than a spreadsheet to build.
You can, but keep one calendar as the truth. The simplest rule is that the old platform runs out its existing bookings and takes no new ones from day one of the cutover week, so there is never a seat sold twice.
No. You can keep the website you have and embed the Treka booking widget into it, or use the booking site Treka hosts on your own domain. If you want a site designed around your trips, our team builds custom sites, scoped and quoted on a demo call.
Every company starts with 30 days of Core, free. After that Core is $99 a month, or $79 a month billed yearly ($948). Pro is $399 a month, or $329 a month billed yearly ($3,948), and adds custom AI agents, SEO optimization and a named contact. A 3% booking fee is added at checkout and paid by the guest; Stripe's card processing (2.9% + 30¢) is billed at cost. No contract.
Yes. White-glove migration with the Treka Relations team is $749 one-time on monthly plans and free on annual plans. The team moves your trip catalog, your client list and your upcoming bookings, and walks your guides through the portal before the first departure runs on it.
30 days of Core free, no card required
Thirty minutes with someone who has done this migration before: what transfers, what you rebuild, and when to cut over so no booking is lost.
Book a demoStart free, 30 days See pricing