How to add and complete a hotel factsheet?

✅ Add new hotels and manage their details, including rooms, restaurants, meeting spaces, and amenities.
✅ Configure hotel contracts, pricing structures, and cancellation/payment policies for efficient management.
✅ Upload high-quality images and translations to enhance visibility across multiple TO markets.
✅ Set up promotions, supplements, and special offers to drive bookings and optimize revenue.

🚀 Objective: Learn how to create, update, and fully optimize a hotel factsheet in KOOB to maximize bookings, improve TO engagement, and ensure accurate pricing & contract terms.

Adding a new hotel to KOOB

To add a new hotel:

Go to the Hotel Catalog in KOOB.
Click "Add Hotel" (top right).

Select "Create New Hotel" under Hotel not listed in the database.

Enter the main hotel details in the pop-up window.

Click "Create Hotel" to finalize.

📌 Note: The more complete the hotel profile, the easier it is for TOs to find and book the property.

Editing the Hotel section

Picture banner

Click "Import Image" to upload a high-quality banner.
Toggle "Share TO/TA name with the hotel" to control whether TOs' names appear on hotel bookings.

Hotel details

Hotel Name: Official name of the property.
City & Region: Defines the location (e.g., Bangkok, Thailand).
Address: The complete address for precise geolocation.

✅ Tip: Ensure hotel names and locations are correct to avoid confusion in search results.

Hotel contact information

Primary Contact: Enter the first and last name of the booking manager.
Phone Number: Add the main hotel contact number.
Email: Specify the hotel’s official booking email.
Email CC: Click "+CC" to add extra recipients.

💡 Tip: Keep contact details updated to ensure smooth communication with hotels.

General information section

This section allows you to add extra descriptions to enhance the hotel factsheet.

How to add information:

Click “New” to add a new text field.
Choose from predefined options or create a custom entry:
- Hotel Promise → Unique selling points (e.g., "Luxury beachfront resort with award-winning dining").
- Location → Additional details about the hotel’s surroundings.
- Description → A detailed overview of hotel services, unique experiences, and history.
- Number of Floors → Total number of hotel floors.
- Access → Accessibility information for guests (e.g., wheelchair access, lift availability).
- Opening Time → Seasonal or year-round availability.

✅ Tip: The more detailed and engaging the description, the higher the chance of attracting TO bookings.

Additional hotel information

Hotel capacity and pricing

Total Number of Rooms → Defines hotel capacity.
Price Level → Choose between Medium, High, or Luxury to help TOs gauge pricing.

Hotel IDs (for connectivity)

DMC Internal Reference :
KOOB ID (internal unique ID).
GIATA ID, Koedia ID, Rakuten ID (for live connectivity integrations).

Location & currency

Latitude & Longitude → Ensures accurate placement on maps.
Currency → Define the hotel’s pricing currency (e.g., THB).

Hotel classification

Star Rating → Official star ranking (e.g., 3-star, 4-star, etc.).
Typology → Define hotel specialization, such as:
- MICE (Meetings & Events)
- Family-Oriented
- Solo Travelers
- Corporate Business
- LGBTQ+ Friendly
Style → Urban, Resort, Boutique, etc.
Location Type → City Center, Beachfront, etc.

Sustainable level

Level engagement : the hotel's level of commitment to sustainability
Accreditations : hotel labels/certifications

💡 Tip: Accurately categorizing hotels ensures better searchability for TOs.

Services & facilities section

Hotels should list 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).

Internal information (for DMC use only)

Internal Notes → Add private details visible only to DMC users.
Hotel-Specific Conditions → Define specific sales conditions or partner agreements.

Click “Save” .

📌 Note: This section is hidden from TOs but helps streamline DMC operations.

Sustainable commitments

Hotels with strong sustainability efforts attract more bookings. List and detail eco-friendly initiatives such as:

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

💡 Tip: Hotels with sustainability initiatives are highlighted in search results and the hotel factsheet.

Gallery (photo upload section)

Showcase the property with high-quality images:
📸 Exterior views
🏨 Rooms & suites
🍽️ Restaurants & dining areas
🏊 Pool, spa, and wellness facilities
How to upload images:
- Drag and drop images into the upload box.
- Click "Import from Device" to manually select files.
- Click the Pencil Icon to rename an image or the Bin Icon to delete it.
- Click “Save”

💡 Tip: Add at least 3 high-quality images to optimize the factsheet on the TO side.

Adding rooms

General overview of the room management page

Displays a list of available room types in tabs at the top (e.g., “Superior Room”, “Deluxe Room”).
The "+ Add" button allows users to create a new room type.
Each room has detailed settings, including bed compositions, capacity, facilities, and descriptions.

📌 Note: A well-structured room section ensures clarity and improves booking efficiency.

Room information section

External supplier ID (if applicable)
Koedia Room ID → Internal system reference for the room.
Rakuten Room ID (or other external IDs) → Used for mapping with bedbanks or external suppliers.

✅ Note: Please consult KOOB support if you wish to set up room information for Live Inventory Channel Manager or Bedbank bookings.

Room type & number of rooms
- Room Type → Dropdown menu to classify the room (e.g., Superior Room, Deluxe Room, Suite).
- Room Name → Enter the official name of the room.
- Number of Rooms → Total available units of this room type in the hotel’s inventory.

💡 Tip: Ensure the room type matches the official hotel naming to maintain consistency across distribution channels.

Room composition & bed configuration

Each room can have multiple bed compositions to accommodate different traveler needs.

Room capacity
- Defines the maximum number of guests that can stay in the room (e.g., 2 Adults + 1 Child).

✅ Remark : Capacity is calculated automatically based on the bed compositions entered below.

✅ Example Configuration:

Composition 1: 1 Twin Bed + 1 Extra Bed (fits 1-3 adults or children).
Composition 2: 1 King Bed (fits 1-2 adults).
Composition 3: 1 Twin Bed (fits 1-2 adults).

💡 Tip: If a room has multiple possible bed arrangements, create separate compositions to reflect different layouts.

Adding more compositions
- Click “Add a Composition” to insert a new bed configuration.
- The system allows several compositions per room type to accommodate various guest preferences.

📌 Example: A hotel may offer a Deluxe Room that can be set up as:

Option 1: 1 King Bed
Option 2: 2 Twin Beds
Option 3: 1 King Bed + 1 Extra Bed

Room facilities section

Select specific amenities available in the room, such as:
- WiFi, Air Conditioning, Minibar, Balcony, TV
- Bathtub, Kitchen Facilities, Work Desk, Coffee Machine

💡 Tip: Highlight key amenities that differentiate the room from others in the hotel.

General room description & translation

A text box to provide a detailed description of the room.
Use formatting tools to structure content (e.g., bold, bullet points, paragraphs).
Translate the description into multiple languages for international TOs.

How to add translations?

KOOB allows you to add translations for room descriptions, ensuring accessibility for global TOs.

Click the flag icon in the top-right corner of the page.
Select the desired language from the dropdown menu.

Enter the translated version of the room details.
Click Save to confirm.

📌 Note: The default language is English, but you can add multiple translations as needed.

✅ Example Description:
"Our Superior Room offers a modern and comfortable design with large windows overlooking the city. Featuring a King Bed or Twin Beds, this room is ideal for both business and leisure travelers. Enjoy complimentary Wi-Fi, a flat-screen TV, and a minibar for added convenience."

💡Tip: Keep descriptions clear, engaging, and informative to help TOs understand what the room offers.

Room image gallery

Upload high-quality images to help TOs visualize the space.
The first uploaded image serves as the main display photo.
Click "Import from Device" to manually upload more photos.
Click the pencil icon to rename an image or the bin icon to delete it.

✅ Pro Tip: Include multiple angles for each room type:

Main room view → Bed, furniture layout.
Bathroom facilities → Shower, bathtub, vanity area.
Special features → Balcony, workspace, extra amenities.

Action buttons & finalizing the room setup

Save Changes → Confirms and updates the room details.
Cancel → Discards any unsaved modifications.
Duplicate → Creates a copy of the room with the same configurations (useful for similar room types).
Delete → Removes the room type from the catalog.

💡 Tip: Use "Duplicate" when setting up rooms with slight ariations (e.g., Deluxe Room City View vs. Deluxe Room Garden View).

Adding a new restaurant

General overview of the restaurant management page

Displays a list of available restaurants in tabs at the top (e.g., “The Square Restaurant”).
The "+ Add" button allows users to create a new restaurant entry.
Each restaurant includes details such as name, capacity, facilities, general description, images, and translations.

📌 Note: A well-structured restaurant section ensures clarity and improves the quality of the factsheet for the TO.

Restaurant information section

Restaurant Name

Enter the official name of the restaurant (e.g., The Square).
If the hotel has multiple restaurants, each should have a separate entry with its own details.

Capacity

Defines the maximum number of guests the restaurant can accommodate at one time.
Use the plus (+) and minus (-) buttons to adjust the seating capacity.

💡 Tip: This is important for TOs handling group bookings or events that require specific seating arrangements.

Restaurant facilities

A searchable dropdown allows users to add key facilities available at the restaurant.
The "OTHERS" field lets you manually enter additional facilities not listed in the dropdown.

✅ Example Facilities:

🍽️ Fine Dining – Premium à la carte experience.
🍹 Bar & Lounge – Cocktails, wines, and spirits available.
🍱 Buffet Service – Breakfast, lunch, and dinner buffet.
🌿 Vegetarian/Vegan Options – Special dietary menus.
🌍 International Cuisine – Multi-cuisine dining experience.

💡 Tip: Adding detailed facilities helps TOs quickly identify whether the restaurant matches their clients' dietary and dining preferences.

General information (restaurant description & translation)

A rich text editor allows you to enter a detailed restaurant description.
Use bold, bullet points, and formatting tools to structure the content clearly.
Translate the description into multiple languages to enhance accessibility for international TOs.

How to add translations ?

KOOB allows you to add translations for restaurant descriptions, ensuring accessibility for global TOs.

Click the flag icon in the top-right corner of the page.
Select the desired language from the dropdown menu.

Enter the translated version of the restaurant details.
Click Save to confirm.

📌 Note: The default language is English, but multiple translations can be added as needed.

Best practices for writing a description

Start with a unique selling point (e.g., theme, ambiance, location).
Highlight signature dishes or cuisines (e.g., Thai, Italian, Japanese).
Mention special dining experiences (e.g., rooftop dining, open-kitchen concept).
Specify opening hours, buffet options, or live entertainment if relevant.

✅ Example Description:
"Experience the vibrant atmosphere of Thai street markets at the newly revamped restaurant, The Square! With expansive street views of Siam Square, the contemporary and stylish surroundings will give you an insight into the energetic and lively local Thai culture. Located on the 2nd floor of Hotel Bangkok, The Square is known for a wide array of international delights. From Thai to Italian to Japanese, we offer the best food with excellent quality."

💡 Tip: A well-written description improves the chances of hotel selection by TOs who need dining details for their clients.

Restaurant image gallery

Upload high-quality images showcasing the restaurant’s ambiance, seating, and food presentation.
The first uploaded image will be the main display photo.
Click "Import from Device" to manually upload more images.
Click the pencil icon to rename an image or the bin icon to delete it.

Include multiple types of images for better visual appeal:

📸 Dining setup – Interior and exterior restaurant views.
🥗 Signature dishes – Popular meals, appetizers, and desserts.
🍷 Bar & Drinks Selection – Wine, cocktails, and beverages (if applicable).

💡 Tip: Hotels with strong visual presentation tend to perform better in TO selections.

Action buttons & finalizing the restaurant setup

Save Changes → Confirms and updates restaurant details.
Cancel → Discards any unsaved modifications.
Delete → Removes the restaurant from the catalog.

💡Tip: Ensure all restaurant details are accurate and images are high-quality before saving, as TOs rely on this information when selecting hotels.

Adding Meeting rooms

General overview of the meeting room management page

Displays the list of available meeting rooms in tabs at the top (e.g., CM Suite).
The "+ Add" button allows users to create a new meeting room entry.
Each meeting room includes details such as name, facilities, description, images, and translations.

📌 Note: A well-structured meeting room section ensures clarity and improves booking efficiency.

Meeting room information section

Meeting Room Name

Enter the official name of the meeting space (e.g., CM Suite).
If the hotel has multiple meeting rooms, each should have a separate entry with its own details.

Meeting Room Facilities

A searchable dropdown allows users to add key facilities available in the meeting room.
The system provides predefined options, but the "OTHERS" field lets you manually enter additional facilities not listed in the dropdown.

✅ Example Facilities:

📶 Free WiFi – Essential for business meetings.
📽️ Slide Projector & Screen – Ideal for presentations.
🏢 Coworking Space – Supports flexible work environments.
📠 Fax and/or Photocopier – Useful for document handling.
🔄 Modular Space – Can be reconfigured for different setups.
🔐 Private Accommodation – Exclusive booking option.

💡 Tip: Adding detailed facilities helps TOs quickly identify whether the meeting room matches their clients' corporate requirements.

General information (meeting room description & translation)

A rich text editor allows you to enter a detailed meeting room description.
Use bold, bullet points, and formatting tools to structure the content clearly.
Translate the description into multiple languages to enhance accessibility for international TOs.

How to add translations ?

KOOB allows you to add translations for meeting room descriptions, ensuring accessibility for global TOs.

Click the flag icon in the top-right corner of the page.
Select the desired language from the dropdown menu.

Enter the translated version of the meeting room details.
Click Save to confirm.

📌 Note: The default language is English, but multiple translations can be added as needed.

Best practices for writing a description

Start with capacity & layout options (e.g., "Can host up to 400 people").
Highlight special features (e.g., "Located on the 4th floor with a private foyer").
Mention available services (e.g., "On-site catering, dedicated event coordinator").

✅ Example Description:
"Our modern and comfortable meeting space is located on the 4th floor. Comprising 4 rooms and a foyer, it can accommodate up to 400 people. The space is fully equipped with high-speed WiFi, a projector, sound system, and modular seating arrangements, making it perfect for conferences, workshops, and corporate events."

💡 Tip: A well-written description increases the chances of TOs selecting your hotel for MICE (Meetings, Incentives, Conferences, and Exhibitions) bookings.

Meeting room image gallery

Upload high-quality images showcasing the meeting room’s setup and features.
The first uploaded image will be the main display photo.
Click "Import from Device" to manually upload more images.
Click the pencil icon to rename an image or the bin icon to delete it.

✅ Include multiple types of images for better visual appeal:

🏢 Room Layouts – Boardroom, theater, classroom setups.
📽️ Equipment – Projectors, screens, microphones.
🍽️ Catering Services – Coffee breaks, buffet setups.

💡Tip: Hotels with strong visual presentation attract more event planners and corporate clients.

Action buttons & finalizing the meeting room setup

Save Changes → Confirms and updates meeting room details.
Cancel → Discards any unsaved modifications.
Delete → Removes the meeting room from the catalog.

💡 Tip: Ensure all meeting room details are accurate and images are high-quality before saving, as TOs rely on this information when selecting hotels for clients.

Add amenities

General overview of the amenities management page

Displays the list of available amenities as tabs at the top (e.g., Lunch Set, Dinner Set,Massage Thai 1h).
The "+ Add" button allows users to create a new amenity entry.
Each amenity includes details such as name, description, pricing, and images.

📌 Note: A well-structured amenities section improves the hotel's attractiveness and helps TOs promote the property effectively.

Amenity information section

Amenity Name

Enter the official name of the amenity (e.g., Lunch Set).
If the hotel offers multiple amenities, each should have a separate entry with its own details.

Description & translation

A rich text editor allows for a detailed description of the amenity.
Translate the description into multiple languages for international TOs.

How to add translations ?

KOOB allows you to add translations for amenities, ensuring accessibility for TOs worldwide.

Click the flag icon in the top-right corner of the page.
Select the desired language from the dropdown menu.

Enter the translated version of the amenity details.
Click Save to confirm.

📌 Note: The default language is English, but multiple translations can be added as needed.

Best practices for writing an amenity description

Highlight what the amenity includes (e.g., 3-course meal with a drink).
Mention where it is available (e.g., Poolside or Main Restaurant).
Specify operating hours or booking requirements (e.g., Available daily from 12:00 to 15:00).

✅ Example Description:
"Enjoy a delicious 3-course meal at The Square restaurant, featuring a selection of local and international dishes. This package includes an appetizer, a main course, and a dessert, along with a complimentary soft drink. Available from 12:00 to 15:00 daily."

💡 Tip: A well-written description helps TOs promote the amenity effectively to their clients.

Amenity pricing section

Price Field

Enter the price of the amenity in the hotel's default currency.

Price per option

Select whether the price applies per Room or per Person:
- Room → The amenity is included in the total room package.
- Person → The amenity is charged per individual guest.

Amenity image gallery

Upload high-quality images showcasing the amenity.
The first uploaded image will be the main display photo.
Click "Import from Device" to add more images.
Click the pencil icon to rename an image or the bin icon to delete it.

✅ Pro Tip: Include multiple types of images to visually enhance the amenity's appeal:

🍽️ Dining Sets – Picture of plated meals.
🍹 Drinks Packages – Sunset cocktails at the pool.
💆 Spa Services – Massage treatments in a tranquil setting.

💡Tip: High-quality visuals make the amenity more appealing to TOs and their clients.

Action buttons & finalizing the amenity setup

Save Changes → Confirms and updates the amenity details.
Cancel → Discards any unsaved modifications.

Add a contract

The "Add new contract" button (top-right) allows users to create a new contract.

Validity Periods

Contracts have defined start and end dates, which determine the period during which pricing and conditions apply.

Multiple periods can be added to account for different seasons, rates, or special conditions.

Use the "Duplicate" button for efficiency when periods are consistent across different room types.

💡Tip: If rates vary across seasons, create separate pricing periods for low, high, and peak seasons to ensure accuracy.

Room pricing

Pricing is set per night and per room category.
The "Prices for Extra Beds" toggle allows users to charge additional fees based on the age group.
Pricing for different age groups (e.g., child rates, extra beds) can be customized, such as:
- < 3 years old → Free or discounted rate.
- 3 - 12 years old → Child rate.
- > 12 years old → Full adult rate.

The "Prices for Groups (GIT)" toggle enables bulk booking rates for group bookings with a minimum room requirement.

💡Tip: Make sure pricing reflects taxes and service charges to prevent discrepancies.

Configuring age groups for pricing

KOOB allows DMCs to define custom age groups for flexible pricing for children and adults.
Users can create new age groups and set the age limits.
Age groups can be applied individually to each room category.

How to set age groups for extra beds?

Click on the Age Group Dropdown.
Select predefined groups or add a new age group.
Define the age limits using the "Below" and "Above" options.
Apply age-based pricing for each room type.

✅ Example Configuration:

Below 3 years old → Free.
3 - 12 years old → Discounted rate (50 USD).
Above 12 years old → Full adult rate (100 USD).

💡Tip: Accurately defining age groups helps avoid pricing disputes with TOs and ensures compliance with hotel policies.

Managing allotments and availability

Allotment types

Allotments are guaranteed rooms set aside for the DMC.
Shared Allotments are rooms available on a first-come, first-served basis for the TO.
Free Sales allows both the DMC and TOs to book rooms if availability exists, without stop sales.

Allotment release period

This defines how many days before check-in unsold allotments are returned to general inventory (On request).

Each room type and contract period can have different release periods (e.g., 30 or 60 days).

💡Tip: Enter an allotment release period globally or by room and period.

Setting stay requirements and meal plans

Minimum stay requirements

Define minimum night stays per period and room type (e.g., peak seasons may require a 3-night minimum).

💡Tip: Enter a minimum stay for the entire contract or by room and period.

Meal plan selection

Assign a meal plan per room type, such as:
- Room Only
- Breakfast Included
- Breakfast and Lunch
- Breakfast, Lunch, and Dinner

✅ Tip: If the hotel offers multiple meal plan options, duplicate the room type and configure different pricing for each plan.

Contract publishing, duplication, and renewal

Draft vs. published contracts

Draft Contracts can be saved and edited until finalized.

Published Contracts are active and can be used by the DMC and TOs. Once published, contracts cannot be directly modified.

Contract renewal

To update an active contract, use the "Renew" function, which duplicates the existing contract and allows adjustments before re-publishing.

✅ Tip: Always renew contracts before expiration to avoid service interruptions and maintain availability for TOs.

Add Promotions and Supplements

Understanding the two access levels

The Promotions & Supplements page is divided into two key sections, based on access levels and applicability.

My Promo & Sup (DMC-Level promotions & supplements)

Exclusive to the DMC – These apply to the DMC’s direct bookings only.
Controls discount conditions, validity periods, and mandatory supplements for each hotel.
Allows internal flexibility in managing hotel contracts.

My Clients’ Promo & Sup (TO-Specific promotions & supplements)

Promotions and supplements assigned to specific TOs.
These offers can be tailored for preferred TO partners, allowing for personalized pricing strategies.
The DMC can modify, limit, or extend certain promotions to specific TOs.

✅ Example:
A DMC may offer a "Stay 3 Pay 2" promotion exclusively to a VIP TO, while other TOs only receive a 10% discount.

Understanding Promotion & Supplement statuses

KOOB categorizes promotions and supplements into three statuses:

Operational (Active)
- Currently valid and available for bookings.
- Automatically applied to eligible DMC and/or TO reservations.
Draft
- Pre-configured promotions that are not yet active.
- Allows DMCs to plan offers before making them available.
Archived (Expired)
- Promotions that have ended or been deactivated.
- Can be duplicated or reactivated for future use.

✅ Tip: Duplicating past promotions/supplements is an efficient way to prepare recurring seasonal offers.

Setting up Promotions

KOOB supports multiple types of promotions to provide flexible pricing strategies.

Types of Promotions Available

💰 Discount Promotions → Fixed amount or percentage discounts.
🛏 Free Night Offers → Example: Stay 4, Pay 3.
🎁 Upgrade Room Offers → Free upgrade to a higher room category.
⏳ Early Booking Deals → Example: 20% off if booked 60 days in advance.
⚡ Last Minute Deals → Example: 15% off if booked less than 7 days before check-in.
✅ Amenities-Based Promotions → Free spa, airport transfer, or complimentary meal.

How to create a new Promotion ?

Click "+ Add New Promotion" in the Promotions & Supplements section.

Enter a Promotion Name (e.g., Stay 3 Pay 2 Offer).

Select the promotion type (percentage discount, free night, upgrade, etc.).

Define Booking & Stay Periods:
- Booking Period(s)→ Timeframe during which the promotion can be booked.
- Stay Period(s) → Timeframe when the discount applies to stays.

Set minimum requirements (e.g., Minimum 3 nights stay for free night offers).

Select the type of promotion

Type of Promo	Description
Amenities	A service included in the price, selected from the amenities tab.
Amount	A fixed discount or surcharge applied to selected room types, periods, or days of the week.
Percentage (%) Discount	A percentage-based discount or supplement applied to rooms for a specific period or days.
Free Night	A deal where guests receive free nights based on stay duration. Example: Stay 4, Pay 3.
Upgrade Room	A free upgrade from one room type to another. Example: Free upgrade from Deluxe to Suite.

✅ Tip: Configuring promotions correctly ensures accurate pricing, optimized booking strategies, and seamless application of deals for both DMC and TO bookings.

Promotion application and Extra beds

Apply Per Room or Per Pax	Defines whether the promotion/supplement applies per room or per guest.
Valid for Extra Beds	Determines if the promotion or supplement is also applicable to extra beds.

Define applicable Room types : specifies which room types the promotion applies to.

Determines if this promotion is compatible with other promotions.
✅ Note: If Promotion A is compatible with Promotion B, Promotion B will also automatically be compatible with Promotion A.

Contracting conditions : If the contracting conditions of the contract do not apply or are different for the promotion, you can manually write it by clicking on the button "These conditions are NOT applicable". It will then open a text editor.

Before clicking on “Save”, scroll up and select “Operational” to activate the promotion, then Save it.

✅ Tip: If multiple promotions apply, KOOB allows the selection of the preferred promotion at the booking stage.

How to create a supplement ?

Click "+ Add New Supplement" in the Promotions & Supplements section.

Enter a Supplement Name (e.g., New Year's Eve Dinner Fee).

Define Validity Period (Booking Period & Stay Period).
- Booking Period(s) → Timeframe during which the supplement applies.

- Stay Period(s) → Timeframe when the supplement applies to stays.

Set minimum requirements (e.g., Minimum 1 night stay).

Select the type of Supplement → In value or in percentage %

Enter the amount to add in value or in percentage %

Supplement parameters	Description
Apply Per Room or Per Pax	Defines whether the promotion/supplement applies per room or per guest.
Valid for Extra Beds	Determines if the promotion or supplement is also applicable to extra beds.
Unit (For Supplements Only)	Defines if the supplement applies per unit (per person or per room once), or per night (charged every night of stay). ⚠ Note: If selecting per unit, disable valid per room & extra bed selectors.
Applicable on Rooms	Specifies which room types the promotion/supplement applies to.
Mandatory Supplement	Defines whether the supplement is optional at booking or compulsory by default.

Define applicable Room types : specifies which room types the supplement applies to.

Defines whether the supplement is optional at booking or compulsory by default.

Contracting conditions : If the contracting conditions of the contract do not apply or are different for the promotion, you can manually write it by clicking on the button "These conditions are NOT applicable". It will then open a text editor.

Before clicking on “Save”, scroll up and select “Operational” to activate the supplement, then Save it.

✅ Note : Mandatory supplements apply automatically to eligible bookings when published.

Assigning Promotions / Supplements to TOs

How to copy a Promotion/Supplement to a TO ?

Identify an existing promotion/supplement in "My Promo/Sup".
Select "Duplicate for clients".

Modify conditions, pricing, or validity for TO-specific offers.

Assign the promotion to one or multiple TO partners.

Contracting conditions : If the contracting conditions of the contract do not apply or are different for the promotion, you can manually write it by clicking on the button "These conditions are NOT applicable". It will then open a text editor.

Before clicking on “Save”, scroll up and select “Operational” to activate the promotion, then Save it.

✅ Find all assigned promotions under "My Clients’ Promo & Sup".

Add Cancellation and Contracting Conditions

Where to configure contracting conditions?

Cancellation and contracting conditions are managed in the "Contracting Conditions" tab within a hotel contract.

There are two sections:

My Contracting Conditions → Defines the DMC’s cancellation policy with the hotel.
Client Contracting Conditions → Defines the DMC’s cancellation policy for TOs.

Steps to access contracting conditions:

Go to "My Catalog" and select the hotel.

Click on the "Contracting Conditions" tab.
Choose either:
- "My Contracting Conditions" → Rules for DMC-hotel contracts.
- "Client Contracting Conditions" → Rules for TOs.

📌 Note: Setting the correct time zone ensures accurate penalty calculations.

Configuring cancellation policies

KOOB allows you to set dynamic cancellation policies by defining penalties based on how many days before check-in the booking is canceled.

Steps to set a cancellation conditions:

Click "Add Condition" to create a cancellation policy.

Choose whether the penalty is a percentage (%) or a fixed amount by clicking "Use percentage".

Select the period for the cancellation policies
Choose whether the penalty applies to all nights or only the first X nights.
- Example: If the rule applies to only the first 2 nights, enter "2".
- If the cancellation applies to the entire stay, enter "0".

Define the cancellation period by entering the time range:
- Example: "From 3 to 7 days before check-in".

Define the penalty charge:
- Example: 50% charge for the first 2 nights if canceled 3-7 days before check-in.

✅ Example Cancellation Setup:

Days Before Check-in	Cancellation Penalty
30+ days before	No charge
15-29 days before	25% of total stay
7-14 days before	50% of total stay
0-6 days before	100% charge

Managing seasonal cancellation policies

Many hotels apply different cancellation rules for peak and off-peak seasons. KOOB allows multiple policies for different periods to accommodate these variations.

Example Seasonal Setup:

Condition 1: Summer Period (May 1 - Sep 30)

Cancellation 7+ days before check-in → No penalty.
Cancellation 3-6 days before check-in → 50% charge for the first night.
Cancellation 0-2 days before check-in → 100% charge for the full stay.

Condition 2: Winter Period (Oct 1 - Apr 30)

Cancellation 14+ days before check-in → No penalty.
Cancellation 7-13 days before check-in → 25% of the total stay.
Cancellation 0-6 days before check-in → 100% penalty.

✅ Tip: If different seasonal policies apply, set up separate conditions for each period.

Adding written conditions

In addition to dynamic cancellation conditions, KOOB allows you to add custom written conditions for contractual agreements. These typically include terms such as:

Allotments → The hotel reserves the right to request the return of unsold rooms.
Overbooking → The hotel reserves the right to relocate guests, offering alternative accommodation without compensation.
Amendments → The agreement is valid only if signed by both parties, with waivers granted at the hotel’s discretion.

📌 Tip: Use the rich-text editor to format conditions clearly for easy reference.

📌 Reminder: These conditions appear in the booking details and help ensure smooth operations between DMCs, hotels, and TOs.

Translating contracting conditions

KOOB supports multiple languages, allowing you to translate contracting conditions for better clarity with international TOs.

Click on the language selector (flag icon) in the top right corner.
Select the desired language from the dropdown.

Translate the field : Written contracting conditions.
Save the translation.

📌 Reminder : The default language remains English, but translations help facilitate clear communication between DMCs, hotels, and TOs.

Configuring TO-specific contracting conditions

Under "Client Contracting Conditions", DMCs can define different cancellation rules for each Tour Operator partner.

How to set TO-specific rules:

Click “Client Contracting Conditions” in the tab.
Click "Add Condition" to configure a custom TO cancellation policy.

Follow the same process as previously see above to set up TO contracting conditions.
Save the changes once TO conditions are configured.

📌 Tip: You can choose whether TOs see the hotel's contract conditions or your customized DMC-TO conditions under the “Distribution Parameters” settings.

📌 Reminder: Cancellation policies are displayed automatically during the booking process, ensuring transparency for TOs.

Translate a factsheet in multiple languages

Understanding language support in KOOB

By default, all hotel factsheets must be entered in English, as it is the mandatory system language. If translations are unavailable, KOOB will display the English version to TOs on the marketplace.

🌍 KOOB’s Supported Hotel translation languages:

English (mandatory)
French
German
Spanish
Italian
Dutch
Portuguese

📌 Tip: If your TOs operate in a non-English-speaking market, translating key hotel factsheets boosts engagement and conversion rates.

How to add a new language to a hotel factsheet ?

To add translations for a hotel factsheet, follow these steps:

Enter and save the hotel details in English first.

Click on the language flag at the top right and select the desired language to switch input mode.

Edit translatable sections, including:

General Information → Hotel description & unique selling points.

✅ Example Translation:
EN: "This luxury beachfront hotel offers breathtaking ocean views and world-class hospitality."
FR: "Cet hôtel de luxe en bord de mer offre une vue imprenable sur l'océan et un service d’hospitalité de classe internationale."

Sustainable Commitments → Durability-related details.

Information for Internal Use → Internal notes for DMC operations.

🌍 Automatic Translations: Some structured fields are automatically translated by KOOB.

Services & Facilities

Hotel typology, location, styles

📌 Reminder: If a translation is incomplete or missing, KOOB will default to English for that section.

📌 Note: Internal-use information does not always require translation, as it is mainly for DMC operations.

Translating other hotel factsheet sections

Besides the main hotel description, KOOB allows translations for various key sections that provide essential details for TOs.

✔ Rooms

Translate room names (e.g., "Deluxe Suite" → "Suite Deluxe").

Provide a detailed description of the room, including:
- Size and layout (square meters, separate living areas, balconies).
- Bed configurations (King, Twin, Sofa Bed, Extra Bed option).
- Room amenities (e.g., minibar, safe, air conditioning, coffee machine).
- View descriptions (Garden View, Ocean View, City View).
- Unique room features (e.g., Jacuzzi, Walk-in Shower, Smart TV).

📌 Tip: Ensure the translations maintain a consistent structure across all room types for clarity.

✔ Note : Room facilities are automatically translated by KOOB.

✔ Restaurants

Translate restaurant names and indicate cuisine types (e.g., "The Olive Garden – Mediterranean Cuisine").

Include key details:
- Opening hours (Breakfast, Lunch, Dinner).
- Buffet or à la carte service.
- Special dietary options (Vegetarian, Vegan, Gluten-Free).
- Ambiance and setting (e.g., Rooftop dining, Beachfront seating, Live Music).
- Signature dishes or specialties (e.g., "Authentic Italian Pizza, Fresh Seafood Platter").

📌 Tip: Highlight popular dishes and unique experiences to make the dining experience more appealing.

✔ Note : Restaurant facilities are automatically translated by KOOB.

✔ Meeting Rooms

Translate meeting room names (e.g., "Grand Ballroom" → "Salle de Bal Royale").

Provide key specifications:
- Capacity per setup (Theater, Classroom, U-shape, Banquet).
- Room size (in square meters).
- Available facilities (Projector, Sound System, Whiteboard, Microphones).
- Additional services (Catering, Event Planning, Technical Support).
- Corporate amenities (High-speed Wi-Fi, Video Conferencing, Breakout Rooms).

📌 Tip: Make sure technical terms (e.g., "AV Equipment", "Wireless Microphones") are correctly translated.

✔ Note : Meeting Room facilities are automatically translated by KOOB.

✔ Amenities → Additional hotel services.

Translate common amenities:
- Wellness & Spa (Sauna, Massage Services, Fitness Center).
- Entertainment & Recreation (Kids Club, Water Sports, Evening Shows).
- Business Facilities (Co-Working Spaces, Executive Lounge).
- Concierge & Transport Services (Airport Transfers, Car Rental, City Tours).

📌 Tip: Ensure consistent terminology for amenities across all hotels to avoid confusion.

✔ Cancellation Policies

Translate all policy-related text, including:
- No-Show Penalties (e.g., "100% charge applies for no-shows").
- Refundable vs. Non-Refundable rates.
- Exceptions and blackout dates (e.g., "Holiday periods may have stricter policies").
- Booking amendments conditions.

📌 Tip: Use clear and precise wording to avoid misinterpretation of cancellation terms.

Saving & verifying translations

Once all sections are translated:

Double-check each language version to ensure accuracy.
Switch between languages using the flag icon to verify translations.

📌 Reminder: If TOs report missing or incorrect translations, revisit the language selector and update the relevant sections.

Takeaways

✅Ensure complete and accurate hotel profiles to improve visibility and searchability in KOOB.
✅Categorize hotels correctly by type, style, and sustainability efforts for better matching with TOs.
✅Upload high-quality images and detailed descriptions to enhance hotel appeal and increase booking potential.
✅Manage services and facilities efficiently to provide TOs with essential booking information.
✅Regularly update hotel details, contracts, and pricing to maintain up-to-date and competitive offerings.

FAQ

Q: Can I edit a hotel’s information after adding it?
✅ Yes! You can modify hotel details at any time by opening the Hotel Factsheet and updating the necessary fields.

Q: Can I upload multiple images for a hotel?
✅ Yes! You can upload multiple high-quality images to showcase different areas of the hotel, such as rooms, restaurants, and pools.

Q: What happens if I don’t complete all hotel details?
⚠️ An incomplete hotel profile may have reduced visibility in the KOOB Marketplace, making it harder for TOs to find and book it.

Q: Can I assign different hotel categories, like MICE or Family-Oriented?
✅ Yes! You can define Typology, Style, and Location Type to properly categorize the hotel for TO searches.

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