How to create a new Client Folder as a DMC ?

📋 What you can do

✅ Create a Client Folder with the information you already have
✅ Set up the trip language and room composition
✅ Add travellers and assign them to rooms
✅ Add traveller details progressively
✅ Save the Client Folder even when some traveller information is still missing
✅ Complete or update traveller information later

🚀 Objective: Learn how to create a Client Folder with the information available at the time of creation, so you can start managing your client, making hotel bookings, or designing their trip.

 

🗂️ Create a new Client Folder

To create a new Client Folder:

• Go to My Bookings from the menu.
• Select the By Clients' Folders view.
• Click the New client folder button.

• A pop-up window appears, allowing you to create a new Client Folder.

• In the creation form, mandatory information is clearly indicated.

• You can enter the information available to you

 

📁 Folder Information

In the Folder Information section, enter the basic information used to identify and manage the Client Folder.

• Client Folder Name – 🔴 Mandatory
  Enter a name to identify the Client Folder.
• Internal Client Reference – 🔴 Mandatory
  Enter an internal code used to track and identify the client or Client Folder within your organisation.

 

📝 Additional Details

The Additional Details section contains optional information that can be used to provide more context about the Client Folder.

• Tour Operator – ⚪ Optional
  Select the Tour Operator associated with the Client Folder, if applicable.
• Trip language – 🔴 Mandatory
  Select the default language for the trip. This language will be used when the DMC designs a trip from this Client Folder.
• Network name – ⚪ Optional
  Select the network associated with the Client Folder, if applicable.
• Notes – ⚪ Optional
  Add any additional information or comments that may be useful when managing the Client Folder.

 

👥 Travellers

The Travellers section allows you to define the group size and add the travellers included in the Client Folder.

👨‍👩‍👧‍👦 Group size

• Group size is 🔴 mandatory.

• By default, the group contains:

  • 2 adults
  • 0 children

• You can adjust the number of adults and children according to the group.

💡 The number of travellers can be adjusted as needed, with the following minimum values:

• Adults: at least 1
• Children: 0 or more

👶 Children

• When you add children to the group, you need to provide their age information.

• For each child, you need to provide either their exact birth date or their age.

• You can switch between the two options by clicking the I only know the age / Use exact birthdate button:

  • 📅 Use exact birthdate – Enter the child's exact birth date.
  • 🎂 I only know the age – Enter the child's age.

⚠️ This information is required for children before you can save the Client Folder.

 

🛏️ Room Composition

Room Composition is ⚪ optional.

By default, all travellers added to the Client Folder are assigned to one room.

You can:

• ➕ Add additional rooms.
• ➖ Remove rooms.
• 👤 Assign or reassign travellers to different rooms.

The room composition should match the Group size defined above.

⚠️ If the room composition does not match the number of adults and children in the group, KOOB displays a warning:

This doesn't match the X adult / Y children travellers on this trip — assign them all to rooms.

👉 Adjust the room composition and assign all travellers to the appropriate rooms to resolve the warning.

 

👤 Traveller details

The Traveller details section is ⚪ optional.

You can complete the traveller information when creating the Client Folder, or add the information later when you receive it.

💡 KOOB recommends completing the traveller information whenever you have it, especially before booking or designing a trip:

Fill them in whenever you have them — doing it before you book saves time at confirmation.

 

📊 Track completed traveller information

At the top-right corner of the Traveller details section, you can see the number of travellers whose mandatory information has been completed, out of the total number of travellers in the group.

For example:

1 / 3 travellers completed

This allows you to quickly see how many travellers still need their information to be completed.

 

✏️ Add traveller details

• For each traveller, when the required information has not yet been completed, the status is displayed as To complete.

• Click Add details to open the traveller details section and enter the information for that traveller.

• There are 4 mandatory fields:

  • Gender
  • First name
  • Last name
  • Birth date

• There are also 3 optional fields:

  • Nationality
  • Passport number
  • Passport expiration

✅ A traveller is considered completed once all 4 mandatory fields have been filled in.

The traveller's status then changes from To complete to Completed.

💡 You do not need to complete the optional information to change the traveller's status to Completed. You can add or update this information later when it becomes available.

 

💾 Save the Client Folder

At the bottom of the pop-up, you can find two options:

• Cancel – Click Cancel if you want to cancel the creation of the Client Folder and close the pop-up.
• Save – Click Save to create the Client Folder.

🔒 The Save button is enabled only when all mandatory fields, marked with a red asterisk (*), have been completed in the sections above.

Once all mandatory information has been provided, click Save to officially create the Client Folder.

💡 Remember that Traveller details are optional. You can save the Client Folder without completing all traveller information and update these details later.

🎉 Client Folder created

• Once you click Save, a confirmation message appears:

Your client folder has been created

• Click Continue to return to the By Clients' Folders view, where you can see the newly created Client Folder in the list.

 

✏️ Managing your Client Folder

Once a Client Folder has been created, you can access it from the By Clients' Folders view and update the folder and traveller information when needed.

To access a Client Folder:

1. Click My Bookings in the menu.
2. Select the By Clients' Folders view.
3. From the Client Folder list, click the ✏️ pencil icon to open the Client Folder you want to manage.

Once you open the Client Folder, you can access three sections:

• Details
• Guests
• Bookings

 

📁 Edit the Client Folder details

In the Details section, click the ✏️ pencil icon in the top-right corner of the block to edit the Client Folder information.

You can update the following fields:

• Folder Ref
• Folder name

🔒 The other fields in the Details section cannot be edited.

Once you have made your changes, click the Save changes button to save them.

 

👤 Edit traveller information

In the Guests section, each traveller is displayed in an individual card.

To edit or add information for a traveller:

1. Click the ✏️ pencil icon in the top-right corner of the traveller's card.
2. Add or update the traveller's information.
3. Click Save changes to save the updated information.

If you do not want to keep your changes, click Cancel to discard them.

 

You can also add a new traveller to the Client Folder:

1. Click the + button in the Guests section.
2. Enter the required traveller information, following the same process described above.
3. Click Save changes to add the new traveller.

💡 The same traveller information requirements apply when adding a new traveller.

✅ Once the changes are saved, the updated traveller information is displayed immediately on the traveller's card.

 

🔎 Searching and accessing Client Folders

From the By Clients' Folders view, you can search for a specific Client Folder using the search box or narrow down the results by booking period.

 

🔍 Search by keyword

In the search box, you can search for a Client Folder using:

• Creator's name
• Client Folder name
• Client Folder reference
• Guest name

Enter the relevant information in the search box to display matching Client Folders.

 

📅 Narrow the search by booking period

You can also use Select a booking period to narrow down the Client Folder list.

Select the relevant booking period to display Client Folders matching the selected period.

💡 You can combine the search box and booking period filter to narrow down your results further.

 

📂 Access a Client Folder

Once you have found the Client Folder you want to access, click the ✏️ pencil icon to open it.