How do I initiate the creation of a Trip and send it to the Tour Operator?

✅ Create a trip from scratch or from a DMC Template
✅ Save your trip as a proposal for a specific TO
✅ Generate a new client folder linked to the proposal
✅ Send the proposal directly, with automated notifications to the TO
✅ Track all proposals in the “Trips in Progress” section

🚀 Objective: Learn how to build and send a custom trip proposal to a Tour Operator, and manage it efficiently through KOOB's client collaboration flow.

📂 Starting a new trip proposal

To begin, go to the Trip Designer and click:

Click on 📂 Trip Designer (left-hand menu)
Click 🟠 "Design a Trip" to start a new template

In the initial pop-up, fill out:

🧾 Field	📌 Description
🏷️ Template Name	Give your itinerary a clear and recognizable name
🌍 Program Country	Choose the country for this itinerary
🏙️ Start Location	First city of the itinerary
🏁 End Location	Last city of the itinerary
📅 Departure Day	First day on-site (KOOB uses this to trigger correct pricing period) (excluding international departure)
⏳ Number of Days	Duration of the trip (KOOB adjusts automatically if you add longer modules)
👥 Min & Max Pax	Minimum and maximum number of travelers accepted

💡 The Trip Designer interface will load with your parameters pre-set.

💡The "Departure Date" is used by KOOB to retrieve correct hotel and experience prices based on TO validity periods and automatically apply your DMC margin.

🧭 Understanding the Trip Designer Interface

Left panel: the day-by-day timeline where you build the itinerary
Right panel: an interactive map view and access to experiences

Within the timeline, you’ll see:

Daily structure with weekday and date
Zones for adding programs and accommodations
KOOB auto-adjusts the timeline if you add a module that exceeds the initial trip length

💡 You can always click on a component’s title in the timeline to open its DMC factsheet.

💡 You can add extra days before, after, or between programs by clicking the ➕ buttons. KOOB will update the structure and dates automatically.

🧩 Adding Programs

To add an experience:

Click “Add Program” in the desired day section
Click on a city from the map, or switch to list view

🔍 Program Filters

Use the filters to narrow your search

Filter	Description
🔤 General search	Search by title, region, city, highlights, or itinerary keywords
🏙️ Start/End Location	Filter by experience departure/arrival city
🌍 Countries	Filter by country
🎭 Experience themes	Nature, Culture, Gastronomy, Adventure, etc.
🎯 Segments	Private, Join-in, Leisure, Exclusive, Active, etc.
⏳ Duration	Define min/max duration in days
💰 Price range	Define min/max price range
👤 With/Without guide	Display guided or non-guided experiences

💡 Results update instantly. Each thumbnail shows themes, segment, duration, location, and DMC.

When you find the related program, click "Select":
KOOB auto-fills the itinerary with the correct number of days

You choose which day slot to insert the program

You can then configure available options and accommodations

➕ Managing experience options

KOOB supports three types of options to customize your trip:

Type	Description
🧭 Global options	Applied to the entire trip (e.g., private guide for the full program)
📅 Day-specific options	Applied to a specific day (e.g., massage on Day 3, cooking class on Day 4)
🌐 Cascading options	Secondary options that depend on a primary option being selected (e.g., select "City Tour" → then choose between “Bike” or “Walking”)

To add or manage options:

Click “Manage Global Options”

Click "Add option" on the desired option and "Save"

To add Day Options, click “Manage Day X Options” in the timeline

A pop-up opens to select:

Available options

- Quantity (e.g., 2 seats, 4 massages)

Click Save to confirm

🏨 Adding accommodations

Types of accommodations in a program

Accommodation Type	Description
✅ Hotel Included	The accommodation is included by default in the program and its price. The TO cannot deselect it.
❌ Hotel Excluded	The program does not include the hotel, but the DMC can still suggest default hotels to guide the TO.
🚢 Night on Board	The accommodation is onboard a transport (e.g., sleeper train, cruise, boat cabin) and auto-filled.
🚫 No Accommodation	No accommodation is needed or possible on this day (e.g., overnight transport, or early airport transfer).
🆓 Free Accommodation	The TO is free to choose any hotel from the KOOB Marketplace. No default hotel is set by the DMC.

You can add a hotel by:

Clicking “Select accommodation” in the daily timeline

The system shows default hotel suggestions from the experience settings (pop up)

Click "Yes, Continue" to confirm the suggestion from the Map

To select a different hotel:

Click "Search hotels" in the top-right of the banner

Or click "Yes, Continue" to confirm the suggestion from the List

💡 You can copy/paste a hotel into the next day using the copy icon in the timeline — useful for multi-night stays.

🔄 KOOB Compatibility Technology

KOOB automatically highlights the best experience combinations based on your previous selections:

Color	Meaning
🟢 Green	Best matches – highly recommended for operational flow
🟠 Orange	Compatible – works, but not optimal (Required options may apply)
🔴 Red	Incompatible – blocked due to time/location conflicts

💡 Compatibility updates in real-time as you build, helping you make the best choices for flow and logistics.

💰 Reviewing pricing

KOOB calculates trip pricing dynamically:

Element	Description
💸 Experience total	Sum of all experience modules added
🏨 Hotel total	Sum of all accommodations selected
📊 Final price per pax	Auto-calculated based on base category rooms and applied margins

📌 Displayed in the top-right of the Trip Designer ("Price From") based on the lowest room category. The final price may vary depending on TO room selections during booking.

💾 Saving and sending as a proposal

Once your trip is ready, click:

Save as Proposal

A two-step process begins

Select your Tour Operator

A second pop-up appears:

Select the TO from the dropdown (only connected TOs appear)

Click Share

Create the Client Folder

A pop-up opens where you must enter:

🆔 Client Folder information

🧑‍💼 Guest(s) informations
- Click "Add"

Click Continue

✅ A green confirmation appears: "Your proposal has been sent to the Tour Operator!"

📌 If you don't have the TO's guests details, enter “Guest ONE” with a date of birth of 01/01/2000. The Tour Operator will be able to edit this information on its own when the client folder is opened.

📩 What happens next?

🟢 On the Tour Operator side

The TO receives:
- An in-app notification: “You have received a new proposal”
- An automatic email with a direct link to the proposal

The proposal appears in their Client Folder, under the DRAFT tab

💡 The TO can now open your proposal, modify, ask questions, and start the co-construction process if needed.

📁 On the DMC side: Tracking proposals

To find all proposals you've sent:

Go to My Client’s Trips
Click "Trips in Progress" above the table
Use the Proposal filter to display only proposals

Combine it with other filters (TO, date, destination…)

Takeaways

✅ Use “Save as Proposal” to initiate a proactive sales flow with TOs
✅ Create a client folder and assign the trip to a connected TO in just a few clicks
✅ The proposal appears in the TO's app as a draft – ready to review and adjust
✅ You can track all proposals in “Trips in Progress” and filter by status
✅ The History tab gives you a full audit of every draft version and action taken
✅ Co-construction features (chat, versioning, documents) are fully enabled after sending

FAQ

Q: Can I send a proposal to any TO?
📤 Only to Tour Operators you are already connected with on KOOB.

Q: Can I retrieve and edit a sent proposal?
✏️ Yes, you can reopen and modify the draft at any time. The TO sees every update.

Q: Where do I find my sent proposals?
📁 Go to "My Client's Trips > Trips in Progress", and use the Proposal filter.

Q: What if my proposal includes options?
🧩 TOs will see all pre-selected options and can keep, remove or change them as needed.

Q: Will TOs get notified?
🔔 Yes – they receive both an in-app message and an automatic email with your proposal.

📌 Need help? Visit the KOOB Knowledge Base or contact KOOB Support 🚀