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How to create a new client folder ?

Managing client folders efficiently is key to organizing bookings, tracking modifications, and ensuring smooth trip management. A client folder in KOOB centralizes all Trips, Drafts, Bookings, Hotels, and Experiences related to a specific client.

✅ Store and manage all bookings related to a client in one place
✅ Edit and update client and guest details as needed
✅ Track trip status from draft to confirmed bookings
✅ Communicate with DMCs and manage trip modifications

🚀 Objective: Learn how to create and manage a new client folder, including adding guest details, to organize trip information efficiently.

 

Creating a new client folder 🗂️

To create a client folder:

  • Go to Client Folders in the left-hand menu

 

  • Click ➕ Add New Folder (top right)

 

  • Fill in the required information in the pop-up window

 

Details to provide:

  • 📁 Folder name – Assign a recognizable title (e.g., "Smith Family - Japan 2025")

  • 🔢 Folder reference – Internal code for tracking

 

 

  • 👥 Add guest information – Click “Add a guest” and complete:

    • Gender (dropdown)

    • First name & Last name

    • 📅 Birthdate

    • 🌍 Nationality

    • 🛂 Passport number (optional)

    • 📆 Passport expiration date (optional)

 

 

  • Click Save changes to confirm the folder creation.

  • The Client folder has been created.

📌 Example

  • A TO is organizing a business trip for 6 executives. They create a folder called "Global Corp – Asia Tour 2025" and input guest details for each traveler.
  • Bookings made after this step will be auto-linked to this folder.

 



Managing client folders 🧾

Once created, the client folder becomes the central hub for all trip-related components.

 

Editing folder and guest details

  • Use the ✏️ pencil icon to rename or change the folder reference

 

 

  • Click ✏️ pencil icon to edit guest details to update traveler info before bookings

 

 

Key sections inside a client folder:

Section Content
🏨 Hotels All hotel bookings linked to this client
🎟️ Experiences Tours, activities, and optional services booked
✈️ Trips Full itineraries created for the client
📝 Drafts Saved versions before final confirmation

 

 

📌 Example:
For a honeymoon package to Thailand:

  • Hotels: Novotel Bangkok, Mandarin Oriental Chiang Mai, and Radisson Krabi

  • Experiences: Bangkok 3 days, Cooking class, private island tour

  • Trips: Full itinerary (confirmed)

  • Drafts: An alternate/previous version of the itinerary if not confirmed as a Trip

 


Searching and accessing client folders 🔍

To find or manage existing folders:

  • Use the search bar – by name, reference.

  • Apply Sort by – trip status, creation date, or TO user



  • Click on a folder to manage bookings, add services, or contact the DMC

💡 Tip: Use filters to quickly find active, canceled, or pending client folders.

 

Next steps after creating a folder 🚀

Once your folder is created, you can begin planning the trip:

✅ Click Design a trip to build a personalized itinerary
✅ Add hotels and experiences directly from the folder
✅ Modify bookings or update guest details anytime
✅ Use the chat tab to communicate with the DMC and Hotels

 

Takeaways

✅ A client folder centralizes all trip elements for one client
✅ It includes tabs for Hotels, Experiences, Trips, and Drafts
✅ Guest and folder information can be edited anytime
✅ Passport info is optional but useful for international travel
✅ All communication and updates are stored inside the folder

 

FAQ

Can I rename a client folder after creation?
✏️ Yes, click the pencil icon at the top of the folder to rename or update the reference.

Can I create multiple trips in one client folder?
🗺️ Yes! A folder can store several itineraries, each with its own bookings and drafts.

Can I edit guest details after the folder is created?
👤 Yes, guest information is editable until the trip is confirmed.

Is it mandatory to enter passport details?
🛂 No, but it’s recommended, especially for trips involving international travel or visas.

Can I see the status of each booking?
📋 Yes, all bookings inside the folder display statuses like Confirmed, Pending, or Canceled.

 

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