How to add a hotel booking to an existing client folder?

✅ Book a hotel separately for a client without modifying the entire trip
✅ Add new accommodations to an existing client folder at any time
✅ Adjust room configurations based on the number of travelers
✅ Ensure all booking details are stored and linked for easy tracking

🚀 Objective: Learn how to add a hotel booking to an existing client folder and manage accommodation details efficiently.

Adding a hotel booking to an existing client folder 🏨

Access the client folder

Go to Client Folders in the left-hand menu

Use filters (name, reference, date) to find the right folder

Click on the arrow ➡️ to open the folder

🧭 Searching and booking from a Client Folder

Click on "Add an Hotel" button.

Use the search bar to filter by:
- 📍 City, Region, or Country
- 🏨 Hotel Name
- 🧳 Hotel Typology (Resort, Boutique, Business…)
- ⭐ Star Ratings & ♻ Sustainability Levels

📁 Client Folder :

When booking from a folder client, the reference and name of the folder client are added to the search by default. This allows you to be sure that the booking you are about to make will be correctly integrated into the Client Folder and that the customer information will be automatically retrieved at the time of booking (saving time).

Enter the number of travelers and specify room details
- Number of rooms
- Allocation of adults and children per room

Select the number of adults and children.
When you select a child, you must enter the child's Date of Birth. If you do not have this but only the age, you can enter 01/01/YEAR. You can update this information later from your customer file.
The ‘+Add Room’ button allows you to add as many rooms as you wish.
If you wish to delete rooms, click on the cross.

Select the stay period, and available hotels will be displayed.

Look for symbols on the hotel thumbnail:
- Green Lightning Bolt = Some of all rooms are instantly confirmable
- 🏷 Green Tag = Promotions or supplements

More information : How to navigate the Hotel Catalog?

📌 Note : If a hotel is marked “Request Connection”, you must connect with the DMC before you can book or view pricing.

📄 Viewing hotel details before booking from a client Folder

Each hotel factsheet is divided into multiple sections:

🖼 Photo Gallery

"Show All Pictures" → Click to browse high-resolution images of rooms, facilities, restaurants, and the hotel surroundings.

🏨 Hotel Overview

Hotel Name → Official name of the property.
Star Rating → Official star ranking (e.g., "Hotel The World of Siam Bangkok ⭐⭐⭐⭐")
Hotel Typology→ Couples, Groups, Family....
Hotel Description → A detailed overview of hotel services, unique experiences, and history.

🏨 Hotel Style

Hotel Style → Urban, Guesthouse, Resort...

Contracting conditions

Hotel Promise (Engagements. ) → Unique selling points (e.g., "Luxury beachfront resort with award-winning dining").

📍 Location & Interactive Map

Location

Interactive Map → Displays the exact location of the hotel, nearby landmarks, and transport options.

🛎 Services & Facilities

Hotels available services, including:

🎭 Entertainment → Live shows, karaoke, game rooms.
🎟️ Events → Conference rooms, wedding halls.
🌳 Outdoor Areas → Gardens, terraces, beachfronts.
🏊 Swimming Pool → Infinity pool, kids’ pool, heated pool.
💆 Wellness → Spa, sauna, gym, beauty treatments.

📌 Tip: Click the message icon next to a facility to add details (e.g., spa opening hours, pool rules).

🌱 Sustainability Commitments

Many hotels offer eco-friendly initiatives, including:

🌞 Energy Efficiency → Solar panels, LED lighting.
🌱 Eco-Certified Materials → Recycled furniture, organic bedding.
♻️ Waste Management → Plastic-free policies, recycling programs.
...

🍽 Restaurants & Dining Options

Children’s Menu
Breakfast Buffet / Express Breakfast
Brunch, Lunch, Dinner Options
Room Service Availability (24/7 or limited)
Special Dietary Menus (Vegan, Gluten-Free)
À La Carte vs Buffet

📌 Example of Restaurant Facilities:
✔ Cloud Pool Bar → Afternoon tea, snack bar, outdoor terrace.
✔ Green Chili Restaurant → Fine dining, starred restaurant, all-inclusive options.
✔ 24-hour Room Service → Available for guests requiring flexible meal times.

🏢 Meeting Rooms & Business Facilities

Hotels with corporate event spaces offer:

Conference Rooms (capacity, equipment)
Coworking Spaces
Business Centers (Printing, Fax, Wi-Fi)
Private Event Spaces

📌 Example:
"CM Suite - Fully air-conditioned, with free Wi-Fi, modular space, and a private meeting area."

Changing the display language in KOOB

KOOB allows Tour Operators to change the interface language for easier navigation.

Steps to change the display language:

Locate the Language Selector in the top-right corner of the page.
Click on the language selector dropdown
Choose your preferred language (EN, FR, ES, etc.)

The interface will update automatically

💡 Use this feature if you're working with multilingual teams or want to navigate KOOB in your native language.

🛏 Selecting a room & customizing the booking

Click Book Now

📌 The "Book Now" button is at the top right of the page or "Add to Basket" button to add this booking in your basket.

You can continue to navigate between the Hotels and Experiences marketplaces to add more elements to your basket. You can then book all services at once.

Choose a room based on:

Room Name, description and facilities / services

💡 Click on "Show all pictures" to display the room pictures

Bed configuration

💡 Select the room composition directly on the Room area.

💡 If a supplement extra bed is required, the total price will automatically be updated.

Meal plan (e.g., Breakfast, Half-board, Room Only)
Cancellation policy

Price

Promotions (in purple) and mandatory supplements may be displayed if applicable.
Select extras if needed (e.g., airport transfer, early check-in).

The green lightning symbol, informs you that the room has “Instant availability”, which means that it is instantly confirmable. If there is no symbol, it means that the booking will be on request, and that the hotelier will have to confirm the availability.

You can see in the results of the Live Inventory, the logo and name of your DMC. It means that this is the Inventory of the hotel granted to the DMC.

Connected rooms available for immediate confirmation are displayed.

📌 If different price plans are available for the same room, KOOB will group the results together for easier reading.

For each result, you will see the meal plan label (Room Only, Breakfast included...), the cancellation conditions label (Refundable, non-refundable), or the type of rate.

In this example, I click on the second tariff and I see the ‘NET Contract’ label. If I select the tariff above for the Deluxe King, I see the tariff available in BAR.

Click Confirm

📌 If the room has , booking is instantly confirmed. Otherwise, it will be On Request (hotel approval required).

📌 KOOB may group multiple price plans for easier reading (e.g., BAR vs. Net rates).

👤 Entering traveler information & confirming the booking

On the right you will find a summary of the room, the dates, the number of nights, the price and any promotions or supplements (if applicable).

The difference with the Hotel From scratch booking seen in the first part of this article is that with a booking from a Client Folder, the client information is already ready to be imported into this confirmation page.

The field "Note for the Hotel" is at your disposal if you wish to leave a message/request to the hotelier.

Before validating, do not forget to confirm the Hotel conditions and the cancellation policy which are in the grey part under the clients information.

Confirm cancellation policy (displayed under guest fields).

Click Confirm Booking

CONFIRMED : Instant Confirmation = Room with Live Inventory or Allotment
🕒 SENT : On Request = Hotel must approve

Updating a hotel booking as a TO

If a booking has already been confirmed or sent, you can update it directly from the Client Folder.

✏ Light updates (Client Folder)

Go to "Client Folders" and select the folder containing the booking.

Click on the "Hotels" section.

Find the booking and click the pencil icon ✏ to modify:

The light updates types are :
- Guest names & details
- Notes to the hotel

- Message (Chat)

- Documents

💡 The hotel (for hotel bookings) and the DMC will be instantly notified of any updates, messages, or document uploads.

🔁 Important updates (Booking engine)

Enter your Client Folder and select the booking.

Click on "Update Booking" (top-right corner).

You will be redirected to the booking engine, where you can:
- Modify stay dates, number of pax, or room type.

Access the factsheet and click on Book Now.

Select the room and bed composition and click "Confirm"

Import the Guest details, validate the cancellation policy and click on "Confirm Booking"

As the updated booking is under "Instant availability ", the booking is Confirmed.

📌 Reminder

The hotel and the DMC are instantly informed by email.

Return to the Client Folder

Localise the booking and click on the pencil symbol to open it

Click on "History" tab to access the history of the reservation.

📌 Important

If the update involves a significant change (e.g., different dates or room types), it will trigger an On Request status (if no Instant availability while rebooking), requiring the hotel to confirm, refuse, or propose an alternative.
You cannot change hotel because you are requesting a modification for this hotel.

Canceling a Booking from the Client Folder

If you need to cancel a booking, follow these steps:

Go to "Client Folders" and locate the booking.
Click the pencil icon ✏ to open booking details.

Check the Cancellation conditions before cancelling to be aware of the possible fees.
Click "Cancel Booking" at the bottom of the page.

Enter the Cancellation reasons
Confirm the cancellation by clicking on "Continue".

The booking is now under "Canceled" status on the booking detail and in the Booking dashboard.

The Hotel and the DMC receive the the cancellation notification per mail.

💡 Result: The hotel or DMC will receive an instant notification, and the booking will change to "Canceled" status.

📌 Cancellation policy at the time of booking determines penalty.

Understanding booking statuses, email notifications & special requests

KOOB ensures every hotel reservation is tracked, updated and communicated through clear statuses and automatic notifications. This guarantees transparency between the TO, the DMC, and the hotel.

📊 Booking status & corresponding email notifications

Status	What it means	Email sent to	Email subject
Sent	A booking on request was sent to the hotel.	Hotel + DMC	Booking Request
Confirmed	Hotel confirmed the booking.	TO + Hotel + DMC	Booking Confirmation
Confirmed	TO confirms the booking after a hotel’s proposal was accepted.	Hotel + DMC	Booking Confirmation
Pending	Hotel proposes another room → waiting for TO action.	TO	Booking Update
Refused	Hotel rejected the on-request booking.	TO + DMC	Booking Refused
Cancelled	Booking was cancelled by TO or by the DMC (following TO request via Chat).	Hotel + DMC + TO	Booking Cancelled
Replaced	Booking was updated with a major change (dates, pax, room type, etc.).	Hotel + DMC + TO	Booking Updated

📌 Each email includes a direct link to the booking and relevant communication tab (If a new Chat or Documents for example).

💬 Using the Chat & Documents tabs for special requests

KOOB enables seamless collaboration through the Chat tab and the Documents tab in each hotel booking.

How it works:

The TO sends a special request or file (e.g. rooming list) via Chat or Documents.

The DMC receives an automatic email notification with a clickable link to the booking.

The DMC handles the communication with the hotel and then replies via Chat or Document upload.

KOOB automatically notifies the TO of the new update with a Booking Update email.

Click on the link in the email to be redirect to the related booking / Chat section.

✅ You can upload PDF, Excel, Word or image files.
✅ The conversation history remains visible and traceable in the booking interface.

💡 This process ensures TOs stay informed while letting DMCs manage operational communication with the hotel.

Takeaways

✅ You can add hotel bookings to an existing client folder at any time
✅ Modify rooming and add extras during or after booking
✅ Booking status indicates if confirmation is pending or complete
✅ KOOB alerts the hotel and DMC of all key changes

FAQ

Can I add multiple hotel bookings to one client folder?
🏨 Yes! You can book different hotels for various parts of the same trip.

What if the hotel rejects my booking?
📆 KOOB lets you adjust dates, room type, or choose another hotel.

Can I modify a hotel booking after confirmation?
✏️ Yes, but important changes may trigger a new On Request process if no Instant availability.

How do I notify the hotel of special requests?
💬 Use the "Notes for the hotel" section inside the booking details.

For further help, visit the KOOB Knowledge Base or contact KOOB Support 🚀