How to analyze confirmed vs. canceled bookings?

✅ Measure booking conversion rates across different sources
✅ Identify high-cancellation TOs, hotels, or experiences
✅ Understand where and when most cancellations occur
✅ Optimize allotments, pricing, and supplier relationships

🚀 Objective: Use KOOB data to analyze booking outcomes, understand cancellation reasons, and improve your confirmation rates.

Export booking data from KOOB 📦

You can analyze both DMC and TO bookings from two key exports:

Option A – My Bookings

Go to Bookings > My Bookings

Filter by Booking Date or Check-in Date
Select typology: Hotels, Experiences, or both

Click "Extract to CSV"

Option B – Clients' Bookings

Go to Bookings > Clients' Bookings

Filter by TO name, Status, Date range, or Product type

Click "Extract to CSV"

📌 Tip: Use My Bookings for internal hotel control and invoicing. Use Clients' Bookings for partner performance and distribution analysis.

Key fields to analyze booking outcomes 🔍

Once opened in Excel or Google Sheets, focus on these key columns:

Column	Description
Status	Tracks the booking result: Confirmed, Canceled, Refused, Pending, Sent
Booking Date	Shows when the booking was created
Product Name	Identifies specific hotels or experiences
City / Country	Helps spot destination-based cancellation trends
TO Name	Detects which partners cancel or confirm more
Selling Price TO / Price DMC	Shows potential or lost revenue
Margin DMC	Helps quantify lost profit on canceled bookings

💡If 50% of canceled bookings in Vietnam came from one TO, it may indicate an issue with lead times or unrealistic expectations.

Analyze confirmation vs. cancellation volume 📊

To evaluate booking performance:

Filter by Status (Confirmed, Canceled, Refused)
Count the number of bookings per status
Calculate cancellation rate:

📌 Cancellation rate = (Canceled + Refused) ÷ Total Bookings

📉 If your confirmation rate drops below 75%, explore causes like poor supplier response, lack of Free Sales, or unrealistic TO expectations.

Identify cancellation trends by product or TO 🧭

Sort and filter your data to find trends:

Hotel/Experience Name → Spot low-reliability suppliers
TO Name → Monitor partners with poor booking consistency
City or Country → Identify high-risk destinations
Booking vs. Check-in Date → Analyze lead time and cancellation timing

📌 Example: An activity in Cambodia has 60% of bookings canceled within 1 week after booking. This may signal unclear availability or an incomplete factsheet that is not reassuring the TO.

Analyze booking timing and lead times ⏱

To identify when cancellations happen:

Sort bookings by Booking Date and filter by Status
Look for patterns in:
- Cancellations within 48h of creation
- Cancellations 1 week before check-in
- Last-minute cancellations (same week)

📌 If most cancellations happen shortly after booking, it may be due to TOs testing availability. Improve product details and confirmation speed to reduce this behavior.

Improve booking conversion performance ✅

Once trends are identified, take action:

✅ Switch products to Free Sales ( Instant Inventory)
✅ Improve hotel response times to On Request bookings
✅ Educate TOs on real availability and lead times
✅ Prioritize products with high confirmation history
✅ Monitor TOs with frequent cancellations and follow up

📌 Example: After offering Free Sales on a key hotel or an experience, cancellation rates dropped by 45% within a month.

Takeaways

✅ Use KOOB exports to monitor confirmed, canceled, and refused bookings
✅ Focus on key data fields like status, date, product, and provider
✅ Identify revenue lost due to cancellations and refusals
✅ Segment by TO or hotel to detect recurring issues
✅ Use your insights to negotiate better contracts or improve processes

FAQ

Q: How can I compare confirmed vs. canceled bookings?
📊 Filter your export by "Status" and count the number of bookings per category.

Q: How do I calculate cancellation rate?
🧮 Divide the number of canceled and refused bookings by the total number of bookings.

Q: Can I track revenue loss from canceled bookings?
💸 Yes. Sum the “Selling Price TO” of canceled or refused bookings to measure lost revenue.

Q: What if a booking is pending for too long?
💬 Use the chat in KOOB to follow up or escalate to the hotel via your DMC channel.

Q: How do I detect risky suppliers?
🚩 Group bookings by Provider or Product and check for high cancellation or refusal counts.

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