Skip to content
English
More support
Log in
  • There are no suggestions because the search field is empty.

How to configure a Hotel contract in KOOB ?

The Hotel Contract Module in KOOB allows DMCs to efficiently manage pricing, allotments, and sales conditions for contracted hotels. This ensures that both DMCs and Tour Operators (TOs) can access accurate rates, availability, and restrictions, while streamlining the booking process.

✅ Set room rates based on contract periods.
✅ Define allotments and release conditions to optimize availability.
✅ Configure pricing for different age groups, extra beds, and group bookings.
✅ Set minimum stay requirements and meal plans per period.
✅ Duplicate and add unlimited pricing periods for maximum flexibility.

🚀 Objective: Learn how to configure a hotel contract to ensure accurate pricing, controlled availability, and seamless bookings for TOs.

 

Setting contract validity and pricing

The "Add new contract" button (top-right) allows users to create a new contract.

 

Validity Periods

  • Contracts have defined start and end dates, which determine the period during which pricing and conditions apply.

 

  • Multiple periods can be added to account for different seasons, rates, or special conditions.

  • Use the "Duplicate" button for efficiency when periods are consistent across different room types.

💡Tip: If rates vary across seasons, create separate pricing periods for low, high, and peak seasons to ensure accuracy.

 

Room pricing

  • Pricing is set per night and per room category.
  • The "Prices for Extra Beds" toggle allows users to charge additional fees based on the age group.
  • Pricing for different age groups (e.g., child rates, extra beds) can be customized, such as:
    • < 3 years old → Free or discounted rate.
    • 3 - 12 years old → Child rate.
    • > 12 years old → Full adult rate.

 

  • The "Prices for Groups (GIT)" toggle enables bulk booking rates for group bookings with a minimum room requirement.

💡Tip: Make sure pricing reflects taxes and service charges to prevent discrepancies.

 

Configuring age groups for pricing

  • KOOB allows DMCs to define custom age groups for flexible pricing for children and adults.
  • Users can create new age groups and set the age limits.
  • Age groups can be applied individually to each room category.

How to set age groups for extra beds?

  • Click on the Age Group Dropdown.
  • Select predefined groups or add a new age group.
  • Define the age limits using the "Below" and "Above" options.
  • Apply age-based pricing for each room type.

✅ Example Configuration:

  • Below 3 years old → Free.
  • 3 - 12 years old → Discounted rate (50 USD).
  • Above 12 years old → Full adult rate (100 USD).

💡Tip: Accurately defining age groups helps avoid pricing disputes with TOs and ensures compliance with hotel policies.

 

Managing allotments and availability

Allotment types

  • Allotments are guaranteed rooms set aside for the DMC.
  • Shared Allotments are rooms available on a first-come, first-served basis for the TO.
  • Free Sales allows both the DMC and TOs to book rooms if availability exists, without stop sales.

Allotment release period

This defines how many days before check-in unsold allotments are returned to general inventory (On request).

  • Each room type and contract period can have different release periods (e.g., 30 or 60 days).

💡Tip: Enter an allotment release period globally or by room and period.

 

Setting stay requirements and meal plans

Minimum stay requirements

Define minimum night stays per period and room type (e.g., peak seasons may require a 3-night minimum).

💡Tip: Enter a minimum stay for the entire contract or by room and period.

Meal plan selection

  • Assign a meal plan per room type, such as:
    • Room Only
    • Breakfast Included
    • Breakfast and Lunch
    • Breakfast, Lunch, and Dinner

✅ Tip: If the hotel offers multiple meal plan options, duplicate the room type and configure different pricing for each plan.

 

Contract publishing, duplication, and renewal

Draft vs. published contracts

  • Draft Contracts can be saved and edited until finalized.

 

  • Published Contracts are active and can be used by the DMC and TOs. Once published, contracts cannot be directly modified.

 

Contract renewal

  • To update an active contract, use the "Renew" function, which duplicates the existing contract and allows adjustments before re-publishing.

✅ Tip: Always renew contracts before expiration to avoid service interruptions and maintain availability for TOs.

Key Takeaways

✅ Set clear validity periods to reflect different seasons, rates, and conditions.
✅ Configure age group pricing and extra bed rates for accurate pricing.
✅ Define allotments and release periods to optimize availability for TOs.
✅ Set minimum stay requirements and meal plans per period to reflect hotel policies.
✅ Renew contracts ahead of time to maintain continuous hotel availability.

FAQs

Q: Can I modify a contract after publishing?
No, but you can renew it to create an updated version.

Q: What happens if my contract expires?
📍 It moves to the Expired Contracts tab, and both you and the TOs will no longer see hotel availability. It serves for historical consultation only.

Q: How do I ensure continuous availability?
✅ Renew contracts ahead of time to ensure there is no gap in availability for bookings.

 

Related Articles

📌 Need more help? Visit the KOOB Knowledge Base or contact KOOB Support for assistance. 🚀