How to book a trip using DMC templates?

✅ Start a trip using a DMC-prepared itinerary
✅ Customize experiences, hotels, and options according to your client’s needs
✅ Benefit from KOOB’s compatibility and pricing system
✅ Modify guest details, track versions, and finalize the trip
✅ Download the Travel Diary 📄 and pricing 💰 to share with your client

🚀 Objective: Learn how to book a trip based on a DMC template and adjust it using KOOB’s Trip Designer.

💡 What’s different when using a DMC Template?

The trip’s structure is already defined by the DMC
KOOB will highlight compatibility and suggest the best sequence
The trip will often include mandatory options set by the DMC
You are free to modify or replace components before finalizing

📂 Creating a new trip from a DMC template

Before designing a trip, you need to create a Client Folder. This folder is the base that links all trip versions, communications, documents, guest information, and bookings.

Go to Client Folders in the left-hand menu

Click ➕ Create a new client folder to open the creation window

Fill in the following fields:

Field	Description
📁 Folder name	The internal name to identify this Client Folder (e.g., "ALVAREZ IN THAILAND")
🔖Folder Reference	Reference code used for internal tracking
👤 Main traveler details	Add names, nationality, date of birth, passport information

Click Save Changes to create the folder

You’ll be redirected to the Client Folder page, where you can now launch the trip creation process

🎨 Design a Trip from a DMC template

Once the Client Folder is created, you can initiate the trip building process using KOOB’s Trip Designer.

Inside the Client Folder, click on 🟠 Design a trip (top-right of the screen)

In the pop-up window, select 📌 From DMC Template to start with the finalized template

You are redirected to the DMC Templates Library

This section shows all the templates created by your DMC partners and shared with your account.

🧾 Thumbnail icons

Icon	Functionality
Travel Diary	Preview the itinerary in PDF format (client-facing)
Design trip button	Use this template to start building a new itinerary

🔎 Filters above the list let you narrow results by:

Filter	Description
🔎 Search	Use the free text bar to type a trip or template name, city, keyword, or even DMC name. Ideal for quick access when you know what you're looking for.
📍 Location	Filter by city, country where the trip takes place. Example: Select "Bangkok" to view all programs in that area.
🕒 Duration	Choose a number of days to match your client's travel timeframe. Useful for filtering half-day, short or long itineraries.
🧭 DMC name	View only trips or templates from a specific Destination Management Company. Example: Show all templates from "Easia Travel Vietnam".
🧳 Experience themes	Filter by themes like Nature, Family, Hiking, Cycling, Honeymoon, Cruises... to match your client's interests.
🎯 Experience segments	Select segments such as Private, Join-in, Leisure, Active, Exclusive to target the right travel format.
🧍‍♂️ With/without guide	Display only itineraries that include a guide or are designed to be unguided/self-guided.
🧭 Departure / Return location	Narrow your search by specifying where the trip starts and ends. Example: Departure = Hanoi, Return = Ho Chi Minh.

💡 Tip: You can combine multiple filters to refine your search with precision. For example:
→ Search “Thailand” + Duration = 8 days + Without Guide + Theme = Culture
→ This will show only relevant cultural itineraries that match all these parameters.

When you've found the DMC Template you're looking for, click on “Design Trip” on the Thumbnail.

A configuration pop-up appears.

✅ This step allows KOOB to preload the trip with base parameters and retrieve relevant content (pricing, availability, etc.).

Field	Description
✏️ Trip Name	Give your trip a clear and recognizable name (e.g., “ALVAREZ IN THAILAND”)
🌍 Country	Select the country for this itinerary
🏙️ Start Location	First city on-site (do not include international flight departure)
🏁 End Location	Final city of the itinerary (excluding outbound flights)
📅 Departure Date	The day the trip starts on-site (KOOB uses this to trigger correct pricing validity)
📆 Duration	Total number of trip days (KOOB adjusts it automatically later if needed)
👥 Min & Max Pax	Minimum and maximum number of travelers (set same value if exact number is known, e.g., min 2 / max 2)

💡 Tip: The Departure Date is essential — it determines which period-specific prices are fetched from the TO contract. KOOB applies your DMC margin dynamically based on this date.

Once all fields are filled in, click Continue to access the Trip Designer interface

The timeline and map will load automatically, the trip is already designed per your DMC

🧭 Editing and reviewing the itinerary

Once you’ve clicked “Continue” from the setup pop-up, the Trip Designer interface loads with your trip parameters already pre-filled.

You’ll now see two distinct zones:

Left panel (Timeline) → where you visualize your itinerary day by day
Right panel (Interactive Map) → where you visualize experiences and hotels geographically

Timeline interface (left panel)

Each day is automatically labeled with:

The date and day of the week
Fields displayed :
- Programs
- Accommodations
- Optional services

🧩 As it's a DMC template : Hotels, experiences, and options are already in place

🗺️ Map interface and filters (right panel)

On the right, the interactive map gives you access to:

Map-based exploration of experiences and hotels

💡 Tips MAP :

Zoom in to locate nearby experiences and points of interest
Click on the name of the Program to open the detailed factsheet in another window.

🔁 Replace or remove experiences

If you want to change a pre-filled experience from the template:

Click the ❌ cross icon on the experience block in the timeline
This removes the experience from the day

Note: hotels associated with days in the program itinerary are automatically deleted if you remove the program block.

🔍 Experience filters in the catalog and Map view

You can apply multiple filters to find the best program:

Filter	Description
🔤 General search	Search by city, region, title, or keywords from itinerary, highlights
🌍 Country	Country filter (default is set from trip setup)
🏙️ Start / End location	Filter based on starting and ending city of the program
🎭 Experience themes	Filter by themes (Adventure, Nature, Gastronomy…)
🎯 Segments	Target audience or format (Join-in, Leisure…)
⏳ Duration	Set min/max number of days
💰 Price range	Set min/max price range – calculates based on selected pax
👨‍🏫 With or without guide	Toggle to show only guided or unguided programs
🏢 DMC Name	(Locked) Displays the supplier/DMC linked to each product

💡 Tip: The results refresh in real-time with each new filter. The thumbnail of each experience shows the DMC, theme, segment, and duration.

➕ To replace a Program in the Trip timeline

Click on the day slot where you want the program to begin
Go to the List of Map view (List view recommended)

Search for the program in the list

💡 Tips

Use the filter detailed in the previous section to facilitate your search)
If you need to see what's included in the Program you are about to add, click on the name of the Program to open the detailed factsheet in another window.

Click “Select” on the desired program

You’ll be redirected to your timeline

KOOB will:

Insert the program in the timeline
Automatically adjust the number of days if needed

📌 Example: You select a 5-day trek in Northern Vietnam but your timeline is set up on only 2 days duration. KOOB will auto-extend the itinerary by 3 more days if necessary.

🧰 Managing options for each program

KOOB supports three types of experience options:

Type	Description
🧭 Global options	Apply to the whole program (e.g., English-speaking guide for the full trip)
📆 Day-by-day options	Apply to a specific day only (e.g., tuk-tuk ride on Day 3)
🌐 Cascading options	Dependent on a primary choice – if you select a base option, others appear (e.g., "Free afternoon in Chinatown" ➡️ "Tuk Tuk Chinatown tour")

To display and manage options:

📌 Global options

Click “Manage Global Options”

Click "Add option" on the desired option and "Save"

The tariff is automatically updated, and the indication (1) appears next to “Manage Global Options”, indicating that you have added a global option to the program making up this trip.

📌 Note: Global options are always displayed on day 1 of the programs you add to the timeline. In fact, they are linked to the program added and not to the day.

📌 Day options

Click “Manage Day X Options”

Select desired options and quantities in the pop-up
- To access the detailed factsheet of the option, click on "More information"

Click "Add option", select the amount of pax for this option (if the option is per PAX).
Click "Save"

Click "Save" again

The tariff is automatically updated, and the indication (1) appears next to “Manage Day X Options”, indicating that you have added a daily option to this day.

📌 Cascading options (required or suggested add-ons)

Some experiences include cascading options — these are secondary options that become available (or required) only if a primary option is selected. This ensures a smooth itinerary flow, especially when experiences involve flexible configurations or combinations.

There are two types of cascading options:

Type of cascading option	Description
🛑 Required secondary option	Must be selected to make the main option functional. Cannot be skipped.
💡 Suggested secondary option	Optional enhancements. Can be accepted or declined during customization.

🧪 Example: Free afternoon in Chinatown 🏙️

Let’s say your itinerary includes an afternoon at leisure in Bangkok, with the program “Free afternoon in Chinatown”.

This module can include optional enrichments, such as:

🛑 Required option: “Chinatown Walk” — a walking experience required for the timeline to be valid.
💡 Suggested option: “Tuk Tuk Chinatown ride” — a fun local transfer experience, which can be added optionally.
A pop-up will appear listing the cascading options.

Select the required option to be able to add this option.

Suggested ones can be accepted (✅) or skipped.

If you don’t want to select any of the suggested options:

Click "I do not want to book any of the above options".
Then click "Choose independently" to bypass the system’s suggestions.

💡 Tip: We strongly recommend following the DMC's pre-configuration, especially when it involves required transportation or operational logistics.

📌 Required options

In some cases, option(s) may be required to combine 2 programs.

If this is the case, the DMC will have configured this option, and when a subsequent module is added to your itinerary, a pop-up window will appear to inform you that a mandatory option is essential to the combination.

Example:

You want to add a Chiang Mai program after a Bangkok program.

⚠️ KOOB alerts you that transfers are required to ensure a smooth coordination of the trip you are designing.

A pop-up appears with a ⚠️ message and the relevant add-on (e.g., "Bangkok to Chiang Mai transfer").

Click "Add option" and "Save" to ensure smooth continuity.

⚠️ If you wish to book these services yourself, click on "Choose another option." By doing so, you take responsibility for the combination, and the DMC cannot be held liable for any errors.

🛏️ Replace or remove accommodations

If you need to change the suggested or included hotel:

Click the ❌ cross icon on the hotel block in the timeline
This removes the current hotel selection from that day

🏨 Adding accommodations to the itinerary

Each day in your itinerary can include one accommodation, which is selected and managed directly in the timeline. KOOB offers several types of accommodation configurations, based on how the DMC has set up the program.

🧾 Types of accommodation and their meanings

Accommodation Type	Description
✅ Hotel Included	A specific hotel is already included in the program and the total trip price.
❌ Hotel Excluded	No hotel included in the base rate, but suggestions are provided to maintain itinerary flow.
🚢 Night on board	The night is spent onboard (train, boat, cruise…). No need to add a hotel manually.
🚫 No accommodation	No overnight stay required (e.g., early transfer, night flight, or transport leg).
🆓 Free accommodation	The TO is free to select any hotel from the KOOB marketplace — the DMC has not suggested any.

📍 Selecting a suggested hotel (when proposed by the DMC)

If the DMC has configured suggested hotels:

Click 🏨 "Select accommodation" in the corresponding day in the timeline.

Click "Explore suggested hotels" to review details.

A pop-up appears showing the DMC’s pre-selected hotel(s).

The rate from is displayed in orange on the thumbnails; this is the rate for the cheapest room available on that date.
The “Instant availability” lightning bolt symbol is also displayed if the hotel offers instant reservations (DMC allotment or Live Inventory Channel Manager).

Click ✅ "Continue" to confirm the selection.

The price in the timeline is automatically updated.

📌 Note: Suggested hotels are aligned with the program’s logistics (location, check-in/out times) to avoid compatibility issues.

💡 Tip: The DMC may allow alternative hotels with no price difference. These will be shown with the 🟢 “Included” label. By clicking on "See alternative hotels", a pop up window opens, allowing you to access the Hotel factsheets by clicking on the name.

🔍 Exploring hotel alternatives

If you'd like to pick a different hotel than the one suggested by the DMC:

Choose the day and click on Select Accommodation
You can add hotels from the Map

or by clicking "Search hotels" (top right of the pop-up).
Use KOOB’s catalog to explore all compatible hotels in the destination.
Apply filters to refine your search.

Available filters include:

Filter	Description
📍 Start / End Location	Filter by hotel proximity to trip segments
⭐ Category	Filter by hotel rating (3★, 4★, 5★…)
💰 Price Range	Set minimum and maximum price per night
🧑‍🤝‍🧑 Rooming composition	Allocate travelers across rooms (single, double, triple…)
🌐 Language selector	Choose to view the hotel content in EN, FR, SP, DE, IT, NL, or PT

Click "Continue"

The price in the timeline is automatically updated.

📎 Viewing hotel factsheets

From the list view:

Click "See more" on a hotel title to open its full factsheet.

You’ll find photos, description, sustainability commitments, and more.

📋 Booking a hotel externally ("Book on my own")

If you prefer to manage the accommodation outside of KOOB:

Click "Book on my own" for the selected day.

The itinerary will still show a placeholder for that night.

The DMC will not be responsible for logistics or issues related to external booking.

⚠️ This may affect compatibility or operations (e.g., transfers, timings).

Contact your DMC via the Chat to inform about your bookings (out of KOOB) to maintain a Trip smooth coordination for your clients.

📥 Copying and pasting accommodations

If your travelers are staying multiple nights at the same hotel, save time by duplicating it:

Select the next day in the itinerary to paste the same hotel by clicking on "Select Accommodation"
Click the 📋 copy/paste icon on the hotel tile in the timeline.

💡 Tip: Perfect for extended stays or multi-night packages in resorts or lodges.

🌐 Switching the language of experiences and hotels

KOOB lets you display experiences and hotels in multiple languages, so you can build and review trips in the language that best suits your clients.

You’ll find the language selector in the catalog/list view, located in the top banner of the screen — just next to the filter and display icons.

Available languages include:

🇬🇧 EN (English – default)
🇫🇷 FR (French)
🇪🇸 SP (Spanish)
🇩🇪 DE (German)
🇮🇹 IT (Italian)
🇳🇱 NL (Dutch)
🇵🇹 PT (Portuguese)

How does it work ?

Click the 🌍 language dropdown and choose your preferred language.

KOOB will display the content (titles, descriptions, highlights) in that language if it’s available.

If a translation does not exist for a product, KOOB automatically displays the English version, which is the platform's default base language.

💡 Tip: You can switch the language at any time — this does not impact the TO's interface or the final Travel Diary, which will follow the TO's default language.

📌 Note: This same feature is also available when searching for hotels in the catalog.

💰 Price banner and real-time updates

KOOB dynamically calculates and displays the total trip price per person in the top banner as you add experiences, hotels, and options.

This “Price From” banner is based on:

🏨 The cheapest room category selected for each hotel
🧭 The experiences and their associated options
⚙️ Any mandatory or optional modules added to the trip

💡 Tips

This price helps you immediately understand the minimum cost for the selected configuration.
The final price may increase if the TO selects higher room categories or adds extra services at checkout.

🧠 KOOB Compatibility system

As you build the itinerary, KOOB automatically assesses whether the experiences, hotels, and days are logistically compatible. This avoids operational errors and ensures the trip is realistic.

Compatibility color codes:

Color	Meaning
🟢 Green	Best choice — strongly recommended by DMC and fully compatible
🟠 Orange	Compatible but not optimal (e.g., longer transfer time, or required options)
🔴 Red	Incompatible — cannot be selected due to location or time conflicts

💡 Tip: If you see a 🔴 module, try adjusting the itinerary (e.g., add an extra day or modify the previous experience) to unlock availability.

🧭 Using the Trip Viewer tools

Click the 🧭 compass icon in the top-right of the Trip Designer to access visual tools:

Three viewing levels are available:

View	What it shows
🌍 Itinerary Overview	A full route map, with start/end locations and program modules
📅 Day-by-day view	A chronological view of experiences and accommodations per day
📍 Points of Interest	Key landmarks, sites, and hotel locations included in the trip

🌍 Itinerary Overview (Level 1) allows you to view the route as a whole, with the starting point, the finishing point, and the programs that constitute the trip.

To display the hotels on the map, click on "show hotels".

📅 Day-by-day view (Level 2) allows you to view the route day by day. Here, for example, are days 10 and 11 of the program. By clicking on it, the name of the day is displayed.

When you see a coloured circle with a number, this means that you have several different information points grouped together. To display them, simply click on them.

📍 Points of Interest (Level 3) displays the points of interest that compose a day in the program.

💡 Tip: This is ideal for presenting a professional summary to your client or for internal itinerary review.

💬 Co-design: request assistance from your DMC via chat

At any stage of your trip creation, you can request assistance from your DMC using KOOB’s integrated chat and document-sharing system. This collaborative space enables seamless co-construction, clarifications, and adjustments — all without leaving the Trip Designer.

💡 When to use the Co-Design feature ?

You’re unsure whether two modules are logistically compatible
You want help connecting cities or regions with correct transfers
You’d like the DMC to review or adjust accommodations
You need advice on upgrades, pricing, or local recommendations
You need help completing an itinerary with missing services

💬 How to start a conversation with the DMC ?

Click the 💬 chat bubble icon in the top-right corner of the Trip Designer
Click ➕ New Conversation

Enter a clear and specific title (e.g. “Romantic Chiang Mai add-on after Bangkok”)

Type your message with context and specific questions
You can attach documents (PDF, Word, Excel, JPEG/PNG) if needed
→ Example: guest list, flight schedules, special request notes

Click Send to notify the DMC — they’ll receive an instant alert

📁 Example message (Bangkok + Chiang Mai itinerary)

“Hi! I’m building a 9-day honeymoon trip for a couple: 4 days in Bangkok, 4 in Chiang Mai. KOOB suggests a required flight and transfer, but my client is interested in a scenic train ride or private transfer. Could you confirm the best option, and advise on availability? I’ve attached their draft rooming list below. Thank you!”

🧵 Organize conversations by topic

There is no limit to the number of chat threads you can create. To stay organized, it’s recommended to group conversations by theme. For example:

Conversation Title	Purpose
🏨 Hotel options in Phuket	Questions about alternatives or upgrades
🗺️ Chiang Mai module timing	Clarify dates, durations, or activity overlaps
✈️ Bangkok transfer assistance	Help with required flight or night train
📑 Visa & entry requirements	Confirm documentation needed
📷 Activities for photographers	Curate thematic experiences based on interest

💡 Tip: This makes it easier for both you and the DMC to track and respond efficiently.

🔄 Chat conversation statuses

KOOB automatically tracks conversation progress with status indicators visible in the conversation dropdown:

Status	Meaning
🆕 New	You’ve started a new conversation
⏳ Pending DMC	Message sent, waiting for the DMC’s reply
⏳ Pending TO	DMC replied, awaiting your response
✅ Closed	Conversation closed by the TO after resolution

📌 Note: Only the Tour Operator can close a conversation. Click “Close Conversation” to archive once your issue is solved.

💡 Tip: A closed conversation can be reopened anytime by sending a new message in the same thread.

📥 Sharing documents with the DMC

To share files related to your trip (e.g., names, passport scans, dietary needs), you can upload them directly inside the conversation pop-up.

Supported formats:

📄 PDF, DOCX, XLSX
🖼️ JPG, PNG

📌 Example: For a family trip with children, you may send:

A special rooming configuration table
Scans of passports for visa pre-processing
Dietary requirement notes (vegetarian/gluten-free)

💡 Tip: This centralizes all communication and documentation for the trip in one organized space.

✅ Finalizing your trip

Once your itinerary is complete and all components are added:

You can choose one of three actions in the top-right of the Trip Designer:

Action	When to use it
💾 Save as Draft	Store your trip version in the Client Folder or Draft Library. Ideal if you need to refine it later.
🧩 Save as Template	Reuse this itinerary structure for other clients in the future. Add a name and upload a visual image to store in My Templates.
✅ Finalize Trip	Proceed to booking, confirm hotel rooms, guest info, and send the booking to the DMC.

📌 Note: You can rename the trip, assign an image (for template), and validate pax info before booking.

🟠 Finalizing your Trip

Click on Finalize My Trip from the Trip Designer.

If your trip was not started from a Client Folder, a pop-up window appears to create one now.
- Fill in the client folder fields:
- 📁 Folder name
- 🔖 Reference
- 👤 Guest information (names, nationality, etc.)

Click Continue to move to the final confirmation screen.

What you'll see on this screen ?

🧍‍♂️ Booking owner → Information about the main contact for the trip.

🗺️ Tour summary and options → Itinerary recap, including day-by-day details.

👥 Number of participants → Based on the room and experience composition.

🛏️ Booking hotel rooms

At this stage, KOOB prompts you to confirm your room selections:

Click Choose a Room on each hotel in the timeline.

Select your desired room category (e.g., deluxe, standard).

The 💰 price updates instantly in the top-right banner.

The 💰 price updates instantly in the top-right banner.

✅ Cancellation conditions → Clickable links to review specific conditions for hotels, experiences, and options.

📌 Example:
You may see:

“Free cancellation until 10 days before arrival. 50% penalty between 9 and 3 days. 100% after.”

💡 Tips

Clear visibility on cancellation terms avoids surprises for both you and the client.
Carefully check all selected services and pricing before proceeding. Use the scrollable recap on the right to verify totals.

Import the guests for Experiences and Hotels

Confirm guest information (auto-retrieved from the client folder)
- Fields required:
  - Gender (dropdown)
  - First Name & Last Name
  - Date of Birth 📅

- Optional (but recommended) fields:

- - 🛂 Passport number
  - 📆 Passport expiration date
  - 🌍 Nationality

📌 Note: If the booking is launched from a Client Folder, most guest data will be automatically retrieved and pre-filled from the folder.

💡 Tip: Always double-check the guest list when booking for multiple travelers, especially for visa-sensitive destinations or family groups with minors.

Before booking, you must review and accept the cancellation conditions for every component:

Each hotel, experience, or option displays its cancellation policy below its section.

Carefully read and check the corresponding box ✅ to validate.

Click Book to finalize

Once all conditions are accepted:

Click Book to send your confirmed booking to the DMC.
KOOB automatically generates and dispatches booking requests for:
- 🏨 Hotels
- 🧭 Experiences
- 🧩 Trip options

The DMC and Hotels will now handle confirmations and you can track updates directly in KOOB.

📁 Tracking your booking in the Client Folder

Once the booking is placed, everything is centralized in your Client Folder:

📌 How to access:

Go to Client Folders from the KOOB menu (left-hand panel).

Use the filters or search bar to locate the folder by:
- ✏️ Name
- 🔖 Reference code
- 📅 Booking period

Click on the arrow icon to open the folder.

🗂️ What's inside the Client Folder?

Section	Content
👥 Client details	Traveler names, information
🛏️ Hotel bookings	List of booked accommodations, with status
🧭 Experience bookings	All confirmed activities and options
💬 Trip conversation	Messages exchanged with the DMC (chat threads)
📄 Travel Diary	Itinerary in a structured visual format (can be downloaded)

Hotel bookings

Experiences bookings

Useful articles - Booking Management :

Trip details

Other icons recap in the Trip section

Icon	Function	Description
👁️ Eye	View and download the Travel Diary	Opens the client-facing itinerary. You can review the full day-by-day breakdown and download the PDF version of the Travel Diary to share with your client.
💬 Trip Conversation	Access trip conversations and documents	Opens the Trip-level Chat interface, where you can message the DMC about this trip. You can also attach and retrieve documents (e.g., passport copies, rooming lists, flight schedules) shared with the DMC.
💲 Dollar	View and download the pricing sheet	Opens the detailed pricing breakdown for the full trip. This includes all hotels, experiences, and options — allowing you to review the total cost before generating a quote.

💡 Tip: This folder becomes the hub for managing the full life cycle of your client's trip — from draft to booking to post-trip review.

VIDEO TUTORIAL

Takeaways

✅ Use DMC templates for faster trip creation
✅ Customize the itinerary while keeping the DMC structure
✅ KOOB automatically ensures itinerary compatibility
✅ Mandatory and cascading options are suggested by your DMC
✅ Finalize, download, and send the trip to your client

FAQ

Q: Can I change a DMC template after loading it into the Trip Designer?
🛠️ Yes! You can remove, replace, or add components freely before booking.

Q: What if the DMC template includes experiences I don’t need?
🧩 You can delete them or use the "+" button to insert alternative modules.

Q: Can I still chat with the DMC when using a template?
💬 Yes, you can start a conversation at any time via the top-right chat icon.

Q: Is it possible to save my edited DMC template as a new version?
💾 Yes, click “Save as Template” once your edits are done.

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