How to manage hotel allotments ?

With KOOB, you can:

✅ Adjust allotments per room category for your organization and per Tour Operator (TO).
✅ Monitor real-time availability and prevent overbookings.
✅ Apply Stop Sales, Free Sales, or Shared Allotments with a few clicks.
✅ Automate cut-off dates to optimize inventory control.

🚀 Objective: Optimize room inventory management by ensuring that TOs always access accurate and updated availability.

Accessing the allotments section

To manage allotments:

Navigate to the Allotments section.

Use the hotel search bar to locate the property.

Select a hotel to open its availability calendar.
The calendar view will display room allotments, status, and shared availability.

📌 Note: The current month is displayed by default. Use the arrows at the top to navigate between months.

Understanding the availability calendar

The availability table provides a real-time overview of room status.

Interface breakdown:

1️⃣ Month navigation buttons – Move between months.

2️⃣ Selected month – Displays the currently active period.

3️⃣ Room categories – Lists available room types.

4️⃣ Date selection buttons – Select entire periods to modify availability.

5️⃣ Organization filter – Toggle between DMC and your TOs.

6️⃣ Show shared allotments – Displays shared allotments DMC and TOs.

7️⃣ Color indicators:

🟠 On request – Rooms available only upon request.
- To apply when a stop sales allotment is requested by the hotel or by default status if no allotments are set up in the contract.
🔵Free sales – Unlimited availability.
- To apply when there are unlimited allotments offered by the hotel.
🟢 Allotments – Available stock.
- Allotment available : it allows you to decrease and increase the number of allotments per night and per room for you as DMC (My organization) or per Tour operator.
🔴 Stop sales – No availability.
- To close the room for sales (allotment and on request)

💡 Tip: When you roll over the days in the calendar linked to the rooms, the orange mouseover reminds you of the cut-off date / date of automatic retrocession of the allotments configured in the contract.

On My Organization, if the button 6 (show shared allotments) is activated, the display 2 I 2 means that for this Room category you have 4 allotments in your contract and that you have shared 2 of them with your TOs (first come, first served).

Modifying allotments

Adjusting allotments for your organization

Select the date(s) and room category from the calendar.
Click on "Edit Selection" to open the settings panel.

Choose the applicable organizations:
- My Organization (DMC) → Apply changes to your own inventory.
- Specific Tour Operators → Assign allotments to selected TOs.

📌 Remark : By default, the selection will apply to your DMC organisation. You can keep this setting or deselect My organisation. If you also want it to apply to your tour operator, you can select them one by one or click on the Select all button to apply it to all the tour operators for which this hotel is distributed in the Distribution section of KOOB.

Select the availability status (Free Sales, Allotment, On Request, Stop Sales).

- 🟢 Allotment → Enter the number of rooms available.
- 🔵Free sales → Allow unlimited bookings.
- 🟠 On request → Requires manual confirmation.
- 🔴Stop sales → Closes bookings for the period.
Click Apply to X organizations → Save to confirm changes.

📌 Note: Adjustments apply to all selected rooms, dates and organizations.

Exemple : How to apply a stop sales ?

Here we are going to apply a stop sales on the Superior Room for a selection of days in March because the hotel has asked not to sell any more rooms at this time as the property is fully booked on this Room category.

Click on apply to X organisations.
Don’t forget to click Save to apply the changes.

📌The allotment table is updated with the change and the corresponding colour.

Exemple : How to modify the number of allocated allotments (DMC & TO) ?

If you need to change the number of allotments available (increase or decrease), follow the same procedure as above.

You can allocate allotments granted by your hotels to yourself (DMC My Organization), to one or more TOs. The choice is yours.

In the bottom settings :

Define the allotment status. If you need to change the number of allotments, click on ‘Allotments’ status and enter the number of allotments available in the cell on the right.
When you have completed your settings, click Apply to Organizations.
Click on the “Save”button at the right bottom of the screen.

📌 Note : The allotments you enter here will apply to all the selected organisations.

Example: the hotel gives you 3 allotments. Be careful to split them between you ‘DMC’ and your Tour Operators so as not to exceed the total number of allotments.

In this case, you will allocate one allotment to you DMC, 1 allotment to a TO and 1 allotment to another TO.

You can also view and customize allotment settings by Tour Operator. To do this, click on the drop-down menu and select the desired Tour Operator. Make the changes explained previously above for your Tour Operators. It's the same way.

Exemple : How to modify the number of shared allotments (TO) ?

A reminder of how shared allotments work: In your hotel contract, you have the option of defining shared allotments, which means ‘first come, first served’. In other words, you don't want to allocate allotments by name to each Tour Operator, but to share them between everyone.

Imagine you manage allotments for a hotel on KOOB. You have a Double Room WW at "Bangkok Hotel," and the hotel has agreed to add one extra allotment for the period April 1–10, 2025.

Before this update, the existing shared allotment setup was:

1 allotment assigned to your DMC (My Organization)
1 allotment shared among all connected TOs (displayed as 1 I 1 in KOOB)

Your goal is to add the new extra allotment to the shared pool so that all TOs can access it dynamically.

Step 1 : Select the Hotel and Room

Navigate to the Allotments section.

Use the hotel search bar to locate the property.

Select a hotel to open its availability calendar.

Select the Double Room WW category.
In the allotment calendar, locate the period April 1–10, 2025.

Click Edit Selection to modify the availability settings.

📌 Reminder: The current shared allotment is 1 I 1 (1 for DMC, 1 for shared TOs).

Step 2: Allocate the Additional Allotment

In the pop-up window, go to the Shared allotments tab.
Locate the field labeled "Shared allotments".
Increase the value from 1 to 2, since you are adding the newly granted allotment to the shared pool.

Click Apply to confirm the change.

💡 New shared allotment setup: 1 I 2 (1 for DMC, 2 for shared TOs)

Step 3: Save and Update the Allotment Table

After applying the new allotment, review the updated availability in the table.

Click Save to finalize the changes.
You will see that the shared TO allotments have increased from 1 to 2.

🚀 Outcome:

Tour operators will access instant availability for 2 rooms.
These can be booked on a first-come, first-served basis.
Once both shared allotments are booked, the availability will automatically switch to "On Request".

Exemple : How to configure a stop sales Allotment to On request ?

In this example, the hotel has informed you that there are no more available allotments for the Double Room WW between April 11–15, 2025. However, instead of fully closing the sales (stop sales), the hotel allows bookings on request.

Current Setup Before the Change:

You (DMC) have 1 allotment.
Shared allotments among TOs also have 1 allotment (1 I 1 in KOOB).
The hotel has no more guaranteed rooms but still allows requests.

🚀 Objective: Change the allotment status from confirmed allotments to On Request while ensuring that no automatic shared allotments remain available.

Step 1: Select the Hotel and Room

Navigate to the Allotments section.

Use the hotel search bar to locate the property.

Select a hotel to open its availability calendar.
Select the Double Room WW category.
In the allotment calendar, locate the period April 11–15, 2025.
Click Edit Selection to modify availability.

📌 Reminder: The current allotment status is 1 I 1 (1 for DMC, 1 shared for TOs).

Step 2: Change the status to "On Request"

Click Select All to modify all TO and DMC allotments for the selected period.
In the status dropdown, select On Request.

A warning message appears:

📌 "Shared allotments still available: Some of your selected rooms have shared allotments, your Tour Operators will still be able to instantly book them. Set them to 0 in the Shared Allotment tab if needed."
Click Apply to X organizations to confirm the change.

💡 Result:

The allotments for both your DMC and specific TOs are now on request.
The color indicator in the calendar turns orange, signaling "On Request" status.
However, the shared allotments still allow instant bookings (must be adjusted next).

Step 3: Remove shared Allotments to prevent confirmed bookings

Even after setting the DMC and TO-specific allotments to On Request, the shared allotments (first-come, first-served) are still active. This means that Tour Operators (TOs) can still make instant bookings, bypassing the intended restriction.

To fully restrict availability, you must remove shared allotments by setting them to 0.

1. Select the Period and Room Category

Ensure you are still working with April 11–15, 2025.
Select the Double Room WW category.
Click Edit Selection again.

2. Warning Message appears

Before making any changes, you will see a system alert on the pop up:

📌 "Shared allotments still available: Some of your selected rooms have shared allotments, your Tour Operators will still be able to instantly book them. Set them to 0 in the Shared Allotment tab if needed."

What does this mean?

Even though your allotments are now set to On Request, the shared allotment pool is still active, allowing TOs to book automatically.
You need to manually set the shared allotments to 0 to fully restrict availability.

3. Adjust Shared Allotments to 0

Go to the Shared Allotments tab.
In the Shared allotments field, enter 0.
Click Apply to confirm.

Click Save to finalize the change.

🚀 Final Results:

✅ All shared allotments are now removed (0), preventing instant TO bookings.
✅ The room category for April 11–15, 2025, is now entirely on request.
✅ KOOB now blocks all instant reservations, ensuring hotel compliance.

💡 Reminder: If the hotel later releases new allotments, you can always adjust the availability accordingly to allow instant bookings again.

Takeways

KOOB ensures smooth allotment management with automated updates and flexible controls for DMCs.

✅ Real-time updates: KOOB automatically adjusts allotments based on confirmed bookings, preventing overbooking.

✅ Cut-off date enforcement: Allotments expire based on the contract’s cut-off policy, ensuring availability aligns with hotel agreements.

✅ Manual adjustments: DMCs can modify, increase, or reset any allotment type (DMC, TO-specific, or shared) at any time.

✅ Priority & fairness: Shared allotments follow a first-come, first-served rule, while allocated allotments are reserved for specific TOs.

📌 Why this matters: Automating allotment tracking reduces manual work, prevents errors, and gives DMCs full control over their inventory.

FAQs

Q: What happens when shared allotments reach 0?
✅ TOs can no longer book instantly and must submit a booking request (On Request status).

Q: Can I mix shared allotments and fixed allotments?
✅ Yes. You can allocate part of your stock as shared allotments and assign fixed allotments to specific TOs.

Q: Can TOs see how many shared allotments are left?
✅ No. TOs only see whether availability exists but not the exact number of remaining rooms.

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