How to communicate with the DMC or Hotel regarding a Hotel Booking?

✅ Use the Chat feature to message DMCs and hotels directly
✅ Share and receive documents via the booking's Document tab
✅ Track all conversations and updates in the History tab
✅ Receive notifications for every message or booking update

🚀 Objective: Maintain seamless communication with DMCs and hotels to ensure fast response times and optimal booking management.

Accessing the communication tools in KOOB 💬

All communication is centralized within the Booking Details section of a hotel reservation.

To start communicating:

Go to Client Folders in the left-hand menu

Open the relevant folder

Under Hotels, locate the specific booking

Use the Chat tab for messaging

and the Documents tab for file sharing

💡 Notes

KOOB automatically timestamps every message, so you always know when and by whom a message was sent.
The hotel (for hotel bookings) and the DMC will be instantly notified of any updates, messages, or document uploads.

Using the chat feature to communicate with DMCs 🗨️

KOOB’s built-in Chat tab allows you to send messages directly from the booking.

Steps to send a message:

Click the Chat tab
Type your message
Add any attachments via the 📎 icon
Click Send

The DMC receives an automatic email notification with a clickable link to the booking.

The DMC handles the communication with the hotel and then replies via Chat or Document upload.

KOOB automatically notifies the TO of the new update with a Booking Update email.

Click on the link in the email to be redirect to the related booking / Chat section.

📌 Important Notes

For experience bookings, communication is with the DMC
For hotel bookings, communication includes the TO and the DMC.
The DMC handles the communication with the hotel and then replies via Chat or Document upload.
The conversation history remains visible and traceable in the booking interface
You can upload PDF, Excel, Word or image files.
This process ensures TOs stay informed while letting DMCs manage operational communication with the hotel.

📌 Example
Need to request a late check-out? Just send a note in the chat and your DMC will receive it instantly.

💡 Tip: Use chat proactively if a hotel has not responded to an On Request booking.

Sending and receiving documents in KOOB 📎

You can easily upload or download documents related to a booking from the Documents tab.

To share a document:

Click on the Documents tab
Select Upload shared documents

Choose the file to attach

All uploaded files are accessible to the DMC and hotel

💡 Tip: All files are saved with the booking and remain accessible even after confirmation.

Tracking communication history 📜

KOOB automatically logs all interactions in the History tab, making it easy to review past exchanges.

To access the history:

Click the History tab inside the booking
Review:
- Chat messages
- Status updates
- Document uploads
- Booking modifications

📌 Benefits:

Everything is traceable
Avoids confusion or double confirmations
Helps in case of disputes or changes

💡 Tip: Use this tab as a timeline to understand how a booking evolved.

Receiving notifications for booking updates 🔔

You’ll never miss an update with KOOB’s automated alerts.

KOOB notifies you via:

📧 Email notifications titled "Booking Update" (with reference number)

💡 Tip: Always keep an eye on your inbox and KOOB chat panel to stay synced with DMC and hotel updates.

Key benefits of KOOB’s communication system

✔️ Instant messaging – No more external emails, all within KOOB
✔️ Shared documents – Send and receive files directly in the booking
✔️ Notifications – Real-time alerts for new messages
✔️ History tracking – A complete timeline of all actions
✔️ Efficient collaboration – TO, DMC, and hotel work together in one space

Takeaways

✅ Use the Chat tab to communicate directly with hotels and DMCs
✅ Upload files using the Documents tab for fast sharing
✅ Review the History tab to track booking updates and messages
✅ Rely on automatic notifications to stay informed
✅ Centralize all communication in one place for clarity and efficiency

FAQ

How do I send a special request to the hotel?
📬 Use the Chat tab inside the booking to message the hotel directly.

Can I upload a client’s passport or preferences?
📎 Yes! Use the Documents tab to upload any relevant files.

Where can I see if my message was received?
🕓 All chat messages are timestamped and visible in the History tab.

What if the hotel doesn’t respond quickly?
⏳ Use the Chat to follow up. Both the hotel and DMC receive notifications.

For further assistance, visit the KOOB Knowledge Base or contact KOOB Support 🚀