How to extract booking reports and data?

✅ Export complete reports in CSV format
✅ Analyze bookings for both hotels and experiences
✅ Monitor status, guest volume, destination trends, and more

🚀 Objective: Help TOs track and analyze all types of bookings to support commercial and operational decisions.

Accessing the booking report export 📦

You can extract data for both hotels and experiences directly from the Client Folders view.

Steps to extract your booking report:

Go to Client Folders in the left menu

Click on “Extract to CSV” in the top-right corner

Open the file in Excel or Google Sheets

📌 Example: Need to analyze Q1 performance for Southeast Asia? Use the “Booked on” filter to select January–March and focus on countries like Thailand or Vietnam.

💡 Tip: Extract reports every month and name them clearly (e.g., Hotel_Bookings_Feb2025.csv) to track progress over time.

Key data fields in the report 🔍

KOOB’s exported CSV includes comprehensive booking fields for both hotels and experiences. Here's what you’ll find:

Data Field	Description
📅 Created By	The TO user who created the booking
📂 Folder Name	Name of the Client Folder linked to the booking
🔖 Folder Reference	Custom reference used to group bookings under the same client folder
📌 Status	Sent, Confirmed, Refused, Canceled, Pending
📆 Start Date (Folder)	Start date of the trip
📆 End Date (Folder)	End date of the trip
👤 Main Guest Name	Lead traveler name
🏨 Provider	DMC or bedbank handling the booking
👥 Number of Guests	Total number of travelers
🔢 Number of Bookings	Count of individual bookings within a Client Folder
🔄 Updated At	Most recent update timestamp
👶 Number of Children	Number of children in the booking
🧑 Number of Adults	Number of adults in the booking
🏨 Hotel/Experience Name	Product name (hotel or activity)
🌍 City	Destination city of the product
📅 Booked On	Date the booking was created
📅 Start At	Check-in / Experience start date
📅 End At	Check-out / Experience end date
🤝 Partner Name	DMC partner managing the booking
🔍 Internal Reference	KOOB system reference
🔖 Reference Code	External supplier reference code
🛏 Room Name(s)	Hotel room category (if hotel)
🛌 Room Information	Bed type, setup or configuration
🏷 Promotions / Supplements	Extra services, discounts, or required supplements
🏢 Tour Operator Name	Your TO account name
🌐 Network Name	Division within your TO company
📝 Notes	Internal notes or special client requests
🎟 Allotments	Whether booking used a contracted allotment
💰 Total Price	Final selling price (including extras, taxes)

📌 Example: Sort by 🌍 City and 🏨 Hotel/Experience Name to see which products are top sellers in each destination.

💡 Tip: Add color codes in Excel to highlight high-margin products or filter by 👥 Number of Guests to analyze group trends.

How to use the data effectively 📊

Here’s what TOs typically analyze after extracting their report:

Sales Performance
- Volume of bookings per product or city
- Average booking value
- Most sold experiences or hotel categories
Operational Analysis
- Booking statuses: Confirmed vs. Canceled vs. Refused
- Seasonality by travel dates
- Partner (DMC) performance
Client Behavior
- Group vs. FIT ratios
- Travel durations and check-in patterns
- Add-on preferences (meals, transfers, etc.)

📌 Example: You notice that “Deluxe Pool Villa” in Ubud is your best-seller in summer — a good opportunity for upselling or early contracting.

💡 Tip: Use pivot tables to group bookings by DMC, product, or check-in month for easy visual dashboards.

Advantages of KOOB’s booking export tool 💼

✔ One-click download with CSV format
✔ Works for both hotels and experiences
✔ Supports all booking statuses and partner data
✔ Fully compatible with Excel, Google Sheets, and BI dashboards
✔ Helps track client, supplier, and destination activity over time

Takeaways

✅ Use Client Folders > Extract to CSV to export your bookings
✅ The same export works for both hotel and experience bookings
✅ Focus on fields like Status, City, Product Name, and Provider
✅ Use Excel or Sheets to sort, group, and analyze the data
✅ Track performance trends to optimize your future bookings

FAQ

How often should I extract my bookings report?
📅 Monthly exports are ideal to track trends and partner activity.

Can I filter by destination before exporting?
🌍 No, but you can filter by destination in Excel once the report is extracted.

What if I want only hotel or only experience bookings?
🎯 Filter by “Typology” in KOOB before extracting.

Is the “Total Price” field the final price charged to the client?
💰 Yes, it includes supplements and is useful for margin tracking.

Can I track booking creation date vs. travel date?
📆 Yes. Use “Booked On” vs. “Start At” to measure lead times.

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