How to communicate with the TO regarding a booked trip in the Trip Designer?

✅ Use the Trip Chat to clarify operational details after booking
✅ Access the full conversation history at any time
✅ Upload or download documents via the “Documents” tab
✅ Keep all communication centralized in the Client Folder

🚀 Objective: Ensure smooth and efficient communication with the Tour Operator (TO) once a trip has been booked via the Trip Designer

Stay connected via the Trip Chat 💬

Once the TO confirms the booking, the existing conversation thread remains active inside the Client Folder. This ensures a continuous and documented flow of communication between both parties.

To access the chat:

Open the Client Folder from the “My Clients’ Trips” section

Click on the 💬 Chat tab in the top bar
View the full message history, including all exchanges before and after the booking

You can use the chat to:

Confirm arrival times, pick-up points, or special logistics
Request missing traveler details (e.g. rooming list, passport copies)
Share updates about supplier confirmations or service availability
Clarify specific instructions or expectations from the TO

💡 All messages are time-stamped and archived, providing full traceability for both sides.

Share and receive documents in one place 📎

Need to send a final program, rooming list, or confirmation letter? The Documents tab inside the Client Folder is the dedicated space for file exchange.

To upload a document:

Go to the 📎 Documents tab
Click Upload document
Select your file and give it a clear, recognizable name (e.g. “Final Itinerary - EN.pdf”)
The document will instantly appear in the shared folder, visible to both TO and DMC

You can also download any file the TO uploads, such as:

Traveler passport copies
Insurance details
Flight information
Signed waivers or release forms

📌 Uploaded files remain attached to the booking and are accessible at any time, even after the trip is completed.

Keep everything centralized in the Client Folder 🗂️

All communication — whether through chat or documents — stays in one place: the Client Folder.

From here, you can:

View trip details and the confirmed timeline
Revisit all exchanged messages
Access and manage all uploaded files
Maintain a clear record of all operational steps

💡 Using KOOB’s built-in tools means no need to switch to external platforms — everything stays organized, transparent, and linked to the booking.

🛠️ Modifying the confirmed trip on behalf of the Tour Operator

Full article : How to edit or update a confirmed trip?

Takeaways

✅ Use the Trip Chat to clarify all post-booking logistics with the TO
✅ Exchange documents like final programs, rooming lists, or traveler details in the Documents tab
✅ Avoid using external emails — keep everything in the Client Folder for better coordination
✅ Ensure nothing gets lost thanks to KOOB’s centralized and time-stamped communication system

FAQ

Q: Can I still chat with the TO after the trip is booked?
🟢 Yes — the Trip Chat remains open and is the recommended way to continue communicating.

Q: Where should I upload the final documents for the TO?
📎 Go to the “Documents” tab inside the Client Folder and upload them directly.

Q: Will the TO be notified when I upload a file or send a message?
🔔 Yes — KOOB sends in-app and email notifications when a new message or file is shared.

Q: Can I access older conversations and files later?
🗂️ Absolutely. All chat history and documents stay attached to the booking and can be viewed anytime.

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