How to link a hotel booking to a Client Folder?

✅ Associate hotel bookings with an existing Client Folder before booking
✅ Centralize multiple reservations under the same client reference
✅ Facilitate modifications & updates with all bookings in one place

🚀 Objective: Ensure that all related bookings remain structured and easy to access for seamless trip management.

Linking a hotel booking from the Hotel Marketplace

You can assign a booking to an existing Client Folder directly in the KOOB Hotel Marketplace before selecting a hotel.

Steps to link from the Hotel Marketplace:

Go to the Hotel Marketplace.

At the top of the page, locate the "Client Folder" filter.

Click the dropdown and select the correct Client Folder.
- Use the search bar to quickly find the folder by name or reference.

Once selected, proceed with your hotel search and booking.

The booking will automatically be linked to the selected Client Folder.

📌 Example:
A TO organizing a 10-day tour in Thailand selects the folder "Smith Family – Thailand 2025" before browsing hotels. All hotel bookings made during that session are auto-linked to that folder.

💡 Tip: This method only works for existing folders. Create the Client Folder first if needed.

Linking a hotel booking by starting from the Client Folder ✅ Recommended

The most reliable method is to start from the Client Folder, then initiate the hotel booking directly from within.

Steps to link from a Client Folder:

Go to Client Folders in the left-hand menu.

Open the Client Folder of your choice.

Click "Add a Hotel" – this redirects you to the Hotel Marketplace.

The folder name will appear pre-filled in the search bar.
Choose the hotel and complete the booking as usual.

More information : How to book Hotels on KOOB ?

📌 Example:
A TO preparing the folder "Vietnam Cultural Tour – April 2025" clicks "Add a Hotel". Every hotel booked is automatically associated with the folder.

💡 Tip: This approach guarantees that no booking gets disconnected from the trip plan.

Checking linked bookings in a Client Folder 🧾

Once bookings are linked, they’re visible and manageable directly from the Client Folder.

Steps to view linked bookings:

Go to Client Folders in KOOB.

Use the search bar to find the folder by name or reference.

Open the folder to view:

✅ All hotel bookings

✅ Experience bookings (if any)

✅ Guest and booking details

📌 Example:
A TO managing a business traveler with multiple city stops can view all reservations in one place from the traveler’s folder.

Key benefits of linking hotel bookings

✔ Efficient organization – Keep all bookings structured and accessible
✔ Streamlined modifications – Update bookings faster without cross-checking
✔ Multi-hotel trip management – Perfect for multi-stop or complex itineraries
✔ Simplified tracking – Everything stays grouped by client
✔ Improved collaboration – Share all booking data with your internal team

📌 Example:
You’re handling a small group tour with 3 hotel stops across Vietnam. Linking all bookings under one folder lets you track their status instantly and edit or cancel with ease.

Takeaways

✅ Prefer creation or select the right Client Folder before booking a hotel
✅ Use the "Add a Hotel" or "Add an Experience" button in the Client folder to ensure automatic linking
✅ Check linked bookings at any time from the Client Folder view
✅ Grouped bookings = smoother follow-up, fewer errors, better service

FAQ

How do I create a Client Folder before booking?
🗂️ Go to the “Client Folders” section and click “Add a new client folder” before accessing the Hotel Marketplace.

Can I link multiple hotel bookings and Experiences to the same folder?
🔁 Yes! You can link as many hotel and Experiences bookings as needed for the same trip or group.

What happens if I forget to link a booking?
⚠️ You’ll need to manage the booking separately and KOOB will create separated Client Folders – so, better always start from the Client Folder to avoid this.

Can I move a booking to a different folder after booking?
🔄 Not automatically. Contact KOOB Support if a booking was linked to the wrong folder.

For further assistance, visit the KOOB Knowledge Base or reach out to KOOB Support 🚀