How to communicate with the DMC regarding an Experience booking?

✅ Instantly message DMCs directly within booking details 💬
✅ Attach and share important documents easily 📎
✅ Receive immediate notifications when DMC responds 📩
✅ Maintain clear communication history for full transparency 📋

🚀 Objective: Streamline and enhance communication with DMCs, ensuring smooth coordination throughout the booking process.

📌 Quick Reference Table

Action	Steps
💬 Direct Messaging	Open booking → Click "Chat" tab → Send message clearly
📩 Send Special Requests	Clearly describe request in Chat → Send instantly
📎 Attach & Send Documents	Scroll to Documents → Upload File → Select and confirm attachment
📋 Check Communication History	Open booking → Select "History" tab → Review clearly

💬 Accessing the messaging system within bookings

To communicate with the DMC directly:

Click "Client Folders" from KOOB’s left-side menu.

Locate your client’s booking (use the search bar if needed).

Click the pencil icon ✏️ to open booking details.

Scroll down and select the "Chat" tab to message the DMC directly.

📌 Example:
Request additional services such as special dietary arrangements directly through the Chat tab.

💡 Tip:
The DMC receives real-time notifications to promptly address your messages.

📩 Sending special requests to the DMC

Utilize KOOB’s chat to efficiently convey special client requests:

Common requests include:

✅ Additional services (e.g., private guides, special meals)

✅ Changes to pickup/drop-off locations

✅ Urgent inquiries regarding availability or alternatives

How to send a special request:

Open booking details and scroll to the "Chat" section.
Type your specific request clearly and click "Send."

📌 Example:
Send a direct request for vegetarian meal options for a cultural tour.

💡 Tip:
Always confirm special requests as early as possible to ensure smooth execution.

📎 Attaching & sending documents to the DMC

KOOB allows easy attachment and sharing of essential documents:

In booking details, scroll down to the "Documents" section.
Click "Upload File" to attach relevant documents clearly (e.g., passports, special request forms).

📌 Example:
Attach a client's passport copy to request a visa invitation letter from the DMC.

💡 Tip:
Use PDF or JPEG formats for quicker document processing by DMCs.

Clearly label files (e.g., "Passport_JohnDoe.pdf") for easier DMC reference.

📧 Automatic Email notifications (Booking Updates)

KOOB automatically sends instant email notifications whenever the TO or DMC makes updates, ensuring transparent, real-time communication:

Email Notification Type	Triggered When:	Who Receives Notification?
📩 Booking Update: New Message	A new chat message is sent	TO & DMC (recipient is notified immediately)
📩 Booking Update: New Document	A new document is uploaded	TO & DMC (recipient notified instantly)
📩 Booking Update: Pax Information	Client details (names, passports, special requests) are updated	TO & DMC (both parties updated instantly)
📩 Important Booking Update	Booking dates, Extras, Pax participants, Hotels updated	DMC

📌 Example:
When the DMC responds in chat or uploads an itinerary PDF, the TO immediately receives an email titled "Booking Update: New Message" or "Booking Update: New Document".

💡 Tip:
Regularly monitor your email notifications to promptly address any updates or requests from the DMC.

📋 Tracking communication history & updates

KOOB transparently records all communication with DMCs:

In booking details, click the "History" tab.
View status updates (History) clearly logged.

📌 Example:
Confirm approval of a requested private guide via the History tab before updating your client.

💡 Tip:
Check communication history regularly to avoid sending duplicate requests.

📌 Disclaimer : We strongly recommend creating all new experience bookings directly from an existing Client Folder.
Doing so ensures:

✅ Automatic linking to the correct client itinerary.

✅ Pre-filled traveler information, saving you time and reducing errors.

✅ Centralized tracking, making management easier and more efficient.

Takeaways

✅ Easily message DMCs directly within bookings
✅ Quickly send special requests and attach essential documents
✅ Receive instant notifications to enhance coordination
✅ Transparently track all communications clearly in one place
✅ Enhance client satisfaction through efficient DMC interactions

FAQ

Q: How quickly will a DMC respond via the Chat system?
📩 DMCs receive instant notifications, typically ensuring prompt responses.

Q: Can I track previous communications clearly?
📋 Yes, all communications are clearly stored in the Chat tab.

Q: What types of documents can I attach?
📎 You can attach PDF or JPEG documents like passports or request forms.

Q: Can I send urgent requests through KOOB?
✅ Yes, clearly mark your message as urgent; DMCs receive immediate notifications.

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