Skip to content
English
More support
Log in
  • There are no suggestions because the search field is empty.

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

As a DMC, you can proactively create a trip proposal and send it directly to your connected Tour Operators (TOs). This helps speed up the co-construction process, provide guidance, and promote your suggested itineraries.

✅ 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
  🗣️ Language   Select the language used to create and display this itinerary
🌍 Country

Choose the countries for this itinerary

 
🏙️ Start Location First city of the itinerary
🏁 End Location Last city of the itinerary
📅 Departure Date First day on-site (used to apply the correct pricing period; international departure date not included)
⏳ Trip Duration Total duration of the trip (updates automatically if longer modules are added)
👥 Adults Number of adults (18 years and older), at least 1 adult required
  👶 Children   Number of children (under 18 years)

📌 Note: 

Select the itinerary language before adding products.

After a program or hotel is added to the timeline, the language cannot be changed.

Only products available in the selected language will appear in product selection.

 

💡 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.

💡 Important Recommendation

When designing a trip, follow these steps:

  1. Add all programs
  2. Add all options (global, suggested, and secondary)
  3. Add all hotels
  4. Review and reselect room types (if needed)
  5. Save (as draft template / template / proposal)

 

🧩 Adding Programs

  • Click on the day slot where you want to add the program

  • Switch to the List or Map view (List view is recommended)

  • Search for the desired program

 

💡 Tips

  • Use the filter detailed in the previous section to facilitate your search

 

Filter Description
🔤 General search Search by title, region, city, highlights, or itinerary keywords
🏙️ Start/End Location Filter based on starting and ending city of the program
🌍 Countries

Countries selected in the “Design my template” pop-up

Cannot be modified
🎭 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.

 

  • Click “Select” to add it to your itinerary

  • You will be redirected to the timeline.

KOOB will:

  • Insert the program into the timeline
  • Automatically adjust the number of days if needed

📌 Example: You select a 5-day trek in Northern Vietnam but your timeline is set up on only 2 days duration. KOOB will auto-extend the itinerary by 3 more days if necessary.

  • A tooltip displaying the end location of the day appears when you hover over the small flag:

 

➕ 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”

 

  • Options are categorized by typology.
  • 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

  • Once you have selected a hotel, the lowest available price and its corresponding room type are displayed for each day in the itinerary.

 

  • You can change the room type by clicking the room name with the pencil icon:

  • A room selection pop-up will appear, allowing you to select another room type and confirm:

 

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:

  • Review the itinerary for accuracy

  • 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.

 

Related articles

 

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