How to book Hotels on KOOB ?

✅ Search & book hotels with real-time availability
✅ Modify or update bookings when needed
✅ Cancel bookings easily and notify suppliers instantly
✅ Manage multiple bookings under a Client Folder

🚀 Objective: Ensure TOs can efficiently book, manage, and cancel reservations while maintaining clear communication with DMCs and hoteliers.

KOOB offers multiple ways to book hotels depending on your workflow.

In this article, we explain how to book a hotel from scratch or via a Client Folder (the recommended method for better organization and group management).

We also cover how to update or cancel a reservation, how to interpret the different booking statuses (Sent, Confirmed, Cancelled, etc.), and the notification emails automatically sent to hotels, DMCs, and TOs at each step of the process.

✔ Let's GO !

Booking a hotel from scratch

To make a new reservation, follow these steps:

🧭 Searching for a hotel

Navigate to "Hotels" in the left-hand menu.

Use the search bar to filter by:
- 📍 City, Region, or Country
- 🏨 Hotel Name
- 🧳 Hotel Typology (Resort, Boutique, Business…)
- ⭐ Star Ratings & ♻ Sustainability Levels
- 📁 Client Folder (for grouped bookings)

Enter the number of travelers and specify room details

- Number of rooms
- Allocation of adults and children per room

Select the number of adults and children.
When you select a child, you must enter the child's Date of Birth. If you do not have this but only the age, you can enter 01/01/YEAR. You can update this information later from your customer file.
The ‘+Add Room’ button allows you to add as many rooms as you wish.
If you wish to delete rooms, click on the cross.

Select the stay period, and available hotels will be displayed.

Look for symbols on the hotel thumbnail:
- Green Lightning Bolt = Some of all rooms are instantly confirmable
- 🏷 Green Tag = Promotions or supplements

More information : How to navigate the Hotel Catalog?

📌 Note : If a hotel is marked “Request Connection”, you must connect with the DMC before you can book or view pricing.

📄 Viewing hotel details before booking

Each hotel factsheet is divided into multiple sections:

🖼 Photo Gallery

"Show All Pictures" → Click to browse high-resolution images of rooms, facilities, restaurants, and the hotel surroundings.

🏨 Hotel Overview

Hotel Name → Official name of the property.
Star Rating → Official star ranking (e.g., "Hotel The World of Siam Bangkok ⭐⭐⭐⭐")
Hotel Typology→ Couples, Groups, Family....
Hotel Description → A detailed overview of hotel services, unique experiences, and history.

🏨 Hotel Style

Hotel Style → Urban, Guesthouse, Resort...

Contracting conditions

Hotel Promise (Engagements. ) → Unique selling points (e.g., "Luxury beachfront resort with award-winning dining").

📍 Location & Interactive Map

Location

Interactive Map → Displays the exact location of the hotel, nearby landmarks, and transport options.

🛎 Services & Facilities

Hotels 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).

🌱 Sustainability Commitments

Many hotels offer eco-friendly initiatives, including:

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

🍽 Restaurants & Dining Options

Children’s Menu
Breakfast Buffet / Express Breakfast
Brunch, Lunch, Dinner Options
Room Service Availability (24/7 or limited)
Special Dietary Menus (Vegan, Gluten-Free)
À La Carte vs Buffet

📌 Example of Restaurant Facilities:
✔ Cloud Pool Bar → Afternoon tea, snack bar, outdoor terrace.
✔ Green Chili Restaurant → Fine dining, starred restaurant, all-inclusive options.
✔ 24-hour Room Service → Available for guests requiring flexible meal times.

🏢 Meeting Rooms & Business Facilities

Hotels with corporate event spaces offer:

Conference Rooms (capacity, equipment)
Coworking Spaces
Business Centers (Printing, Fax, Wi-Fi)
Private Event Spaces

📌 Example:
"CM Suite - Fully air-conditioned, with free Wi-Fi, modular space, and a private meeting area."

Changing the display language in KOOB

KOOB allows Tour Operators to change the interface language for easier navigation.

Steps to change the display language:

Locate the Language Selector in the top-right corner of the page.
Click on the language selector dropdown
Choose your preferred language (EN, FR, ES, etc.)

The interface will update automatically

💡 Use this feature if you're working with multilingual teams or want to navigate KOOB in your native language.

🛏 Selecting a room & customizing the booking

Click Book Now

📌 The "Book Now" button is at the top right of the page or "Add to Basket" button to add this booking in your basket.

You can continue to navigate between the Hotels and Experiences marketplaces to add more elements to your basket. You can then book all services at once.

Choose a room based on:

- Room Name, description and facilities / services

💡 Click on "Show all pictures" to display the room pictures

- Bed configuration

💡 Select the room composition directly on the Room area.

💡 If a supplement extra bed is required, the total price will automatically be updated.

- Meal plan (e.g., Breakfast, Half-board, Room Only)

- Cancellation policy

- Price

Promotions (in purple) and mandatory supplements may be displayed if applicable.
Select extras if needed (e.g., airport transfer, early check-in).

The green lightning symbol, informs you that the room has “Instant availability”, which means that it is instantly confirmable. If there is no symbol, it means that the booking will be on request, and that the hotelier will have to confirm the availability.

You can see in the results of the Live Inventory, the logo and name of your DMC. It means that this is the Inventory of the hotel granted to the DMC.

Connected rooms available for immediate confirmation are displayed.

📌 If different price plans are available for the same room, KOOB will group the results together for easier reading.

For each result, you will see the meal plan label (Room Only, Breakfast included...), the cancellation conditions label (Refundable, non-refundable), or the type of rate.

In this example, I click on the second tariff and I see the ‘NET Contract’ label. If I select the tariff above for the Deluxe King, I see the tariff available in BAR.

Click Confirm

📌 If the room has , booking is instantly confirmed. Otherwise, it will be On Request (hotel approval required).

📌 KOOB may group multiple price plans for easier reading (e.g., BAR vs. Net rates).

👤 Entering traveler information & confirming the booking

On the right you will find a summary of the room, the dates, the number of nights, the price and any promotions or supplements (if applicable).

Fill in required guest fields:
- First name, last name, gender, date of birth
Optional fields:
- Nationality, passport details, TO reference
- Notes for the hotel

📌 Enter your client’s information. The fields "gender", "name" and "first name", "date of birth" are mandatory. The fields "passport information" are optional. You will be able to complete it later in your booking dashboard.

📌For the children, you have the possibility to mention at this stage if the birth date is temporary or definitive. You can change this parameter later on, in the client folder.

The field "Note for the Hotel" is at your disposal if you wish to leave a message/request to the hotelier.

Before validating, do not forget to confirm the Hotel conditions and the cancellation policy which are in the grey part under the clients information.

Confirm cancellation policy (displayed under guest fields).

Click Confirm Booking

📌 The names and DOB are mandatory.

However, if you don't have the names of the guests at this stage, you can enter "First Name : GUEST, Last name : ONE" for example, or "Name TBC" and confirm the booking. You can also write a note to the hotel on the right, mentioning that you don't have the names yet, you'll then update the booking (guests information) later in your dashboard.

CONFIRMED : Instant Confirmation = Room with Live Inventory or Allotment
🕒 SENT : On Request = Hotel must approve

📌 If you don’t yet have names: Use GUEST / ONE or TBC and leave a note for the hotel.

Managing a hotel booking from a Client Folder

Using a Client Folder is the recommended way to manage hotel bookings in KOOB. It allows you to group all reservations, guest details, and modifications under a single reference, simplifying communication and updates throughout the trip planning process.

💡 Why use a Client Folder?

✅ Centralized view of all bookings (hotels, experiences, transfers, etc.)
✅ Auto-fill guest details to save time at booking
✅ Easier to update traveler names or requests later
✅ One unique reference for clear follow-up with the DMC
✅ Streamlined communication with suppliers and travelers

📌 We strongly recommend using Client Folders for all multi-booking itineraries, group reservations, or when managing a trip over several destinations.

📁 Creating a Client Folder

Click on "Clients folders" in the left menu

You will see a summary of the current "Client folders". It is possible to search for them with the search bar

Click Add New Client Folder

Add:
- Folder Name (e.g., "Smith Family Trip")
- Folder Reference
Click "Add a guest"

Click Save Changes

The Client folder has been created.

📌 Bookings made after this step will be auto-linked to this folder.

🧭 Searching and booking from a Client Folder

Click on "Add an Hotel" button.

Use the search bar to filter by:
- 📍 City, Region, or Country
- 🏨 Hotel Name
- 🧳 Hotel Typology (Resort, Boutique, Business…)
- ⭐ Star Ratings & ♻ Sustainability Levels

📁 Client Folder :

When booking from a folder client, the reference and name of the folder client are added to the search by default. This allows you to be sure that the booking you are about to make will be correctly integrated into the Client Folder and that the customer information will be automatically retrieved at the time of booking (saving time).

Enter the number of travelers and specify room details

- Number of rooms
- Allocation of adults and children per room

Select the number of adults and children.
When you select a child, you must enter the child's Date of Birth. If you do not have this but only the age, you can enter 01/01/YEAR. You can update this information later from your customer file.
The ‘+Add Room’ button allows you to add as many rooms as you wish.
If you wish to delete rooms, click on the cross.

Select the stay period, and available hotels will be displayed.

Look for symbols on the hotel thumbnail:
- Green Lightning Bolt = Some of all rooms are instantly confirmable
- 🏷 Green Tag = Promotions or supplements

More information : How to navigate the Hotel Catalog?

📌 Note : If a hotel is marked “Request Connection”, you must connect with the DMC before you can book or view pricing.

📄 Viewing hotel details before booking from a client Folder

Each hotel factsheet is divided into multiple sections:

🖼 Photo Gallery

"Show All Pictures" → Click to browse high-resolution images of rooms, facilities, restaurants, and the hotel surroundings.