How to handle a co-construction request from a Tour Operator?

✅ Receive structured requests directly from your connected TOs
✅ Access trip drafts and edit the itinerary in the Trip Designer
✅ Chat with TOs and send documents for seamless collaboration
✅ Save modified drafts and notify the TO instantly
✅ Track versions and changes for a transparent process

🚀 Objective: Provide real-time support and itinerary updates to Tour Operators through KOOB’s collaborative tools.

🔔 Receiving a co-construction request

When a TO asks for help inside the Trip Designer:

The designated DMC user for that TO (based on your Organization Settings) receives a notification in the 🔔 notification bell.

Useful article : How to invite and manage User rights in my organization?

The trip is also visible in Trip Designer > Clients' Trips > Trips in Progress, marked with a notification icon.

How to access and assign the request

Filter or search for the trip by name or TO
Click on the character icon to assign a responsible user (optional)

Click the ✏️ pencil to open the Trip Details

Go to the Chat tab to read the TO’s request

📌 Tip: Assignment ensures the right person manages each market or TO.

💬 Communicating with the TO via Chat & Documents

KOOB provides a topic-based chat system to structure all exchanges between the DMC and TO.

Trip Conversation (Chat)

Click on the Chat tab inside the Trip Details
Read the TO’s message, which includes:
- 🧭 Trip context
- 📝 Special requests
- 📌 Client preferences
Respond directly in the same thread
KOOB timestamps and saves all messages for future reference

📌 Note: Only the TO can close a conversation. DMCs can reopen them by replying again.

💡 Tip: Organize your responses by conversation topic (e.g. "Hotels", "Transfers", "Formalities").

Sharing documents

You can send or receive documents directly in the Trip Details:

Accepted formats: PDF, Word, Excel, Images (JPG/PNG)
All files are stored in the Documents tab
Use this to:
- 📄 Share updated itineraries
- 🛂 Send permit or visa docs
- 🧾 Receive guest lists or travel specs

📌 Example: A TO shares a list of 6 travelers in Excel format. The DMC uploads a new PDF itinerary reflecting their request.

🛠️ Modifying the trip in the Trip Designer

Once you’ve read the request and are ready to help, click on Modify the Trip from the Trip Details.

Enter the Trip Designer

A pop-up opens showing the main trip data:
- 🏷️ Trip name
- 🌍 Country
- 🏙️ Start & End cities
- 📅 Departure date
- ⏳ Duration
- 👥 Min & Max PAX
Click Update to open the editable version

💡 Tip: You will enter the exact draft version the TO is working on.

Edit the itinerary

From the Trip Designer interface, you can:

Task	How
🧭 Add/remove experiences	Click on a day and add or delete experiences
🛏️ Change hotels	Click Select accommodation and search or replace
📆 Adjust timeline	Use the ➕ or ➖ buttons to add/remove days
⚙️ Edit options	Use Manage Global Options or Manage Day X Options
🧩 Add cascading options	KOOB will display required options automatically if needed

📌 Tip: KOOB Compatibility colors (🟢 / 🟠 / 🔴) guide you toward the best choices for continuity.

💾 Saving and sending the updated version

Once the trip is modified:

Click Save as Draft

KOOB automatically notifies the TO of the updated version

You can continue the conversation in the chat to explain what changed

Use the chat to highlight:

What experiences were replaced or added
Hotel alternatives or upgrades
Option adjustments (e.g., added flight, upgraded guide)
Budget changes, if applicable

📌 Example message:

“Hi! We replaced the group tour with a private Chiang Mai experience as requested, and adjusted the hotel to a beachfront property in Koh Samui. Please review and let us know if you’d like to proceed.”

🔄 Tracking changes and versions

KOOB tracks every saved version automatically.

To compare versions:

Click the Version button (top-right in the Trip Designer)
Select previous versions by date

View what changed, and revert if needed

📌 Tip: This is especially useful when a TO changes their mind mid-process and wants to go back to an earlier structure.

✅ Finalizing the trip

If the TO confirms the draft and proceeds to booking:

The TO clicks Book from their side

You receive a notification that the trip is now confirmed

Click on the notification or go to Trip Details > Bookings to:

- Review statuses
- Finalize DMC confirmations (Experiences) by clicking on the arrow
- Ensure all dates, rooms, and experiences are locked

📌 Notes

More information : How to manage Trips bookings made by Tour Operators ?

KOOB automatically updates or cancels bookings based on timeline changes and reconfirms experiences as needed.

VIDEO TUTORIAL

Takeaways

✅ DMCs receive co-construction requests directly from TOs via Trip Designer
✅ Conversations can be organized by topic for clarity
✅ You can modify the TO’s draft directly with real-time version tracking
✅ KOOB automates compatibility checks, updates, and pricing
✅ All communication and documents are stored within the trip
✅ Your updates notify TOs immediately, keeping collaboration fluid
✅ Final booking is processed with full transparency on both sides

FAQ

Q: Who gets notified when a TO requests help?
🔔 The DMC user assigned to the TO or market (via Organization Settings).

Q: Can multiple DMC users work on the same trip?
👥 Yes, but only the assigned user receives the initial request unless reassigned.

Q: Can I change hotel rooms or remove options?
🛏️ Yes. You can delete, replace, or add new services as long as the trip is still a draft.

Q: Can I view previous versions of a trip?
🔄 Yes. Use the Version button in the Trip Designer.

Q: Can the DMC close a conversation?
🚫 No. Only the TO can close a chat ticket.

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