How to add an extra guest to an existing client folder?

✅ Add extra guests to an existing client folder at any time
✅ Modify rooming & experience participation after adding a guest
✅ Ensure all guest details are correctly stored for the trip

🚀 Objective: Learn how to add an additional guest to an existing client folder and update bookings accordingly.

Adding an extra guest to an existing client folder 👥

To add another guest:

Go to Client Folders in the left-hand menu

Use the search bar or filters to find the relevant folder

Open the folder and click ➕ Add a guest

A pop-up will appear asking for guest details:

👤 Gender (dropdown selection)
📝 First name & Last name
📅 Birthdate (calendar selector)
🌍 Nationality
🛂 Passport number (optional)
📆 Passport expiration date (optional)

Click Save changes to confirm.
The new guest is now added to the client folder.

📌 Example
A TO initially planned a trip for 2 travelers. Later, the client adds their friend, so the agent updates the folder by clicking “➕ Add a guest”. Then the TO needs to update the existing bookings (if the existing ones are impacted) or proceed with new bookings for 3 pax.

Adjusting trip bookings after adding a guest 🏨🎟️

Once a guest is added, the trip elements may need to be modified:

Updating accommodations

Update rooming to reflect the new total pax
Example: Change from single room to double occupancy

Adjusting experience participation

Add the guest to experiences that were already booked
Example: Include the second guest on a private cooking class or city tour

Updating the trip draft in Trip Designer

If the trip is still in Draft status:
- Open the draft in Trip Designer

- Update the total pax

- Update the experiences configuration

- Update the rooms configuration

- Update the options configuration

💡 Tip: KOOB automatically notifies DMCs and hotels when a confirmed booking is modified.

Takeaways

✅ You can add extra guests at any time in an existing client folder
✅ All guest details are saved and linked to the folder
✅ Accommodation and experiences should be adjusted accordingly
✅ KOOB notifies the DMC and providers of any booking modifications

FAQ

Can I add a guest after finalizing the trip?
🔄 Yes, but you will need to manually update bookings. KOOB will notify the DMC and hotel automatically.

What happens if the new guest requires a different room type?
🏨 You must update the hotel selection or replace existing bookings to match the new configuration.

Do I need to notify the DMC after adding a guest?
💬 KOOB updates the pax count, but it’s recommended to send a chat message for clarity.

Can I remove a guest after adding them?
🗑️ No but before confirming the booking, you can select the guest that are booking the hotel or the experience.

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