How to cancel a hotel booking made by a Tour Operator?

✅ Cancel confirmed bookings directly from your dashboard
✅ KOOB automatically notifies the hotel and TO
✅ All cancellations are tracked in the system

🚀 Objective: Cancel bookings efficiently while keeping all stakeholders informed.

Accessing the cancellation option

To cancel a hotel booking:

Go to “Clients’ Bookings” in the KOOB dashboard

Use filters to locate the TO’s booking

Click the ✏️ pencil icon to open the Booking Details

Click the red “Cancel Booking” button

Enter the reason (mandatory) and click on "Yes, Continue" button

💡 Tip: If the TO requested the cancellation, notify them in advance via the Chat or internal message.

Hotel notification & system update

Once cancelled, KOOB triggers a real-time update:

Action	Result
✅ Booking is marked "Cancelled"	Status is updated in the system immediately
✅ Emails sent to stakeholders	Notifications go to the hotel, DMC, and TO
📂 History is updated	“Cancelled” status is logged in the booking’s History tab

📌 Recipients of cancellation email:

🏨 The Hotel
💼 The DMC main reception (booking reception email)
🧳 The Tour Operator

Understanding cancellation scenarios

Scenario	Action	Outcome
Booking was confirmed and needs to be cancelled	Click “Cancel Booking”	Hotel receives a cancellation email
Important Booking Update was rejected by hotel	Manually cancel the original file	Booking marked as “Cancelled”, new request needed

💡 Tip: If the cancellation is client-driven, leave a note in the Chat to inform the hotel and explain the context.

Tracking cancellations in My Bookings

You can monitor the status of cancelled bookings in your My Bookings section.

Status	Meaning
❌ Cancelled	Booking was cancelled by either the DMC or the TO
🚫 Refused	The hotel declined an On Request booking
🔁 Replaced	The booking was replaced by an updated version (updated booking)

📌 Tip: You can rebook a new stay immediately if the cancellation was done in error.

Takeaways

✅ Cancel bookings directly from the Booking Details page
✅ KOOB notifies all parties (Hotel, DMC, TO) by email automatically
✅ All cancellations are logged in the booking’s history tab
✅ Manual action is required if a hotel declines a booking update
✅ Past cancellations remain visible in My Bookings for tracking

FAQ

Q: Will the hotel be notified when I cancel a booking?
📧 Yes, KOOB sends an automatic cancellation email to the hotel.

Q: Can I undo a cancelled booking?
❌ No. You’ll need to create a new booking if cancellation was done by mistake.

Q: What happens if the hotel rejected a booking update?
🛑 You must manually cancel the original file and create a new request.

Q: Who else gets notified when a booking is cancelled?
✅ The TO and your DMC’s main reception email also receive a notification.

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