Xota is a scheduling and operations app for teams who run on bookings rather than hours. It keeps your clients, your projects, your team's diary and the work itself in one connected place — so nothing falls between the cracks.
This short guide walks you through what Xota is and where everything lives. Once you're done here, the rest of the Getting Started track takes you through setting up your account end-to-end.
🎥 Watch the 3-minute video tour:
The core loop
Everything in Xota connects through one simple loop:
Company → Project → Booking → Sign-off
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A Company is your client — the business you work for.
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A Project is a specific job for that client — a refurbishment, a maintenance contract, a one-off deep clean.
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A Booking is the actual work happening on a day — one of your team, at the project, for a set amount of time.
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Sign-off closes the loop — the operative captures photos and a client signature on their phone when the work's done.
If you understand that loop, you understand Xota.
The main menu
Down the left side of the app you'll find everything you need day-to-day:
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Dashboard — your command centre. Today's bookings, active projects, open issues, time-off requests.
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Companies — your client list.
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Projects — every job you're working on, grouped by Active, Not Started, and Completed.
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Schedule — the calendar where the day-to-day action happens. Drag bookings around, create new ones, see everyone's week at a glance.
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HR — your team members, teams, and absences.
At the bottom of the menu you'll find Messages for team chat inside Xota, and Settings for everything you configure once: branding, terminology, integrations, roles.
Where to get help
If you hit something you're not sure about, every section of the help site has guides tied to the same four tracks: Getting Started (this one), Feature Deep Dives, Day-to-Day Workflows, and Admin & Power User.
Next up
Ready to start? Head to Setting up your organisation to configure your account — name, branding, terminology, and which modules you want switched on.