How to analyze confirmed vs. canceled bookings?

✅ Measure the percentage of confirmed vs. canceled bookings
✅ Identify common reasons for cancellations
✅ Track DMCs, hotels, or destinations with high cancellation rates
✅ Improve booking conversion rates by addressing key issues

🚀 Objective: Learn how to track confirmed and canceled bookings in KOOB, analyze trends, and optimize booking success.

Access booking data for analysis 📦

To analyze confirmed vs. canceled bookings:

Go to Client Folders from the left-hand menu

Click on “Extract to CSV” (top right)
Use the Booking Period filter to select a specific date range

Open the file in Excel or Google Sheets

💡 Tip: Export data for at least 3 months to detect meaningful patterns.

Key fields for confirmation vs. cancellation tracking 🔍

Column	Description
📌 Status	Shows if a booking is Confirmed, Canceled, Refused, Pending, or On Request
📅 Booked On	Creation date of the booking
📆 Start At	Travel date – useful to detect last-minute cancellations
🏨 Hotel / Experience Name	Identify products with high cancellation rates
🌍 City	Spot trends by destination
🤝 Partner Name	Monitor DMC or supplier performance
💰 Total Price	Evaluate revenue loss from cancellations

📌 Example: A TO sees that 30% of bookings for a Bali hotel were canceled due to lack of Free Sales, pointing to supplier reliability issues.

💡 Compare “Booked On” and “Start At” to evaluate how close to travel date cancellations occur.

Measure booking conversion performance 📊

To calculate booking success rates, you can use simple ratios based on your filtered data.

Confirmation Rate:

Cancellation Rate:

📌 Example: A TO tracks Q1 2024 results:

150 total bookings
120 confirmed
30 canceled

Confirmation rate: (120 / 150) × 100 = 80%
Cancellation rate: (30 / 150) × 100 = 20%

💡 A high cancellation rate (>20%) may signal issues with pricing, unclear availability, or supplier response times.

Identify trends behind cancellations 📉

To understand where issues lie, sort or filter the export by:

Partner Name → Detect DMCs with frequent cancellations
Hotel / Experience Name → Spot unreliable products
City or Country → Track destination-specific issues
Booking Date vs. Cancellation Date → Understand when clients cancel

📌 Example: 70% of cancellations occur within 48 hours. This could mean TOs are testing prices or suppliers are too slow to confirm.

💡 Use this data to renegotiate SLAs or streamline booking flows.

Analyze cancellations by booking status 🧾

Status	Meaning	Insight
✅ Confirmed	Booking finalized	Ensures revenue
❌ Canceled	Canceled by TO or DMC	Investigate root causes
⏳ Pending	Awaiting supplier reply	Follow up for faster action
🔄 On Request	Supplier must confirm	Prefer Free Sales when possible
❌ Refused	Booking rejected	Look for alternatives

📌 Example: One supplier has 50% of bookings in “On Request” and a high cancellation rate – possibly a red flag.

💡 Promote products with Free Sales or Instant Inventory () to reduce risk.

Improve booking conversion rates ✅

Here are actions you can take to reduce cancellations and increase confirmations:

✅ Prefer products with Free Sales or Instant Availability (⚡)

✅ Evaluate DMC performance and optimize partnerships

✅ Educate TO teams on real-time inventory vs. On Request

✅ Address slow supplier responses

✅ Track cancellation patterns by month or region

📌 Example: Switching a top hotel to Free Sales reduced cancellations by 45% the next month.
💡 During low season, allow more flexibility to avoid last-minute dropouts.

Takeaways

✅ Extract booking data from Client Folders regularly
✅ Use the Status column to compare confirmation vs. cancellation rates
✅ Monitor key suppliers and destinations for recurring issues
✅ Analyze lead time and timing of cancellations
✅ Promote high-conversion products and reduce On Request reliance

FAQ

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

How do I calculate the cancellation rate?
🧮 Divide the number of canceled and refused bookings by total bookings, then multiply by 100.

Can I track revenue loss from canceled bookings?
💰 Yes. Sum the “Total Price” of canceled or refused bookings to estimate impact.

What if a booking is pending for too long?
💬 Use the KOOB chat to follow up with the DMC or supplier directly.

How do I detect risky suppliers (DMCs and Hotels)?
📉 Group bookings by Partner or Product and check for high cancel/refuse rates.

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