How to manage a trip booked by a Tour Operator in the Trip Designer?

✅ Receive trip bookings directly from your TO in My Clients Trips
✅ Access booking details, guest information, and full itinerary
✅ Use the Chat tab to coordinate and clarify logistics
✅ Upload and download key documents
✅ Track all actions via the History and Version tabs

🚀 Objective: Understand how to efficiently manage a trip once it has been booked by the Tour Operator in KOOB’s Trip Designer

Accessing booked trips in the DMC interface 🧭

When a Tour Operator confirms a trip in the Trip Designer, the booking is automatically pushed to your DMC environment and appears under “My Clients Trips”.

To access the trip:

Go to “My Clients Trips” in the sidebar
Use filters to locate the relevant trip (by TO name, destination, or reference)
Click on the ➡️ arrow to open the Trip Details page

📌 Example: A TO confirms a Vietnam discovery trip. The DMC sees it appear in “Trips Booked” with the full summary ready to review.

💡 Tip: Use filters such as "Trip Status: Booked" or search by reference number to find bookings quickly.

Navigating and managing the Trip Details page 🧭

Once you open a trip from “My Clients Trips”, you land on the Trip Details page — this is your main hub for reviewing, managing, and communicating about the booking.

This page gives you access to:

A sidebar showing the total price paid by the TO and key trip information

All booked components: hotels, experiences, options, and guest info (inside booking details)

📊 Booking status overview for DMCs

🏨 Hotel Booking Status	🔎 Meaning	🛠️ DMC Action
📤 Sent	Booking request has been sent to the hotel Wait for hotel confirmation	No action needed
✅ Confirmed	Booking has been approved (automatically or manually by the hotel)	No action needed
❌ Refused	Hotel declined the booking	Contact the TO to propose alternatives
🚫 Canceled	Booking canceled by the TO or DMC	No action needed
⏳ Pending	Hotel proposed a modification (e.g. different room), TO needs to validate the suggestion	No action needed
🔄 Replaced	Booking was edited (e.g. new dates, room type)	No action needed

🏕️ Experience Booking Status	🔎 Meaning	🛠️ DMC Action
📤 Sent	Booking request received by the DMC	Confirm or Refuse manually
✅ Confirmed	Booking approved (by the DMC or via Free Sales)	Ensure service delivery is arranged
❌ Refused	Booking was rejected by the DMC	Inform TO and suggest alternatives
🚫 Canceled	Booking canceled by the TO or DMC	No action unless rebooking needed

💡 Tip: Always use the Chat tab to clarify unclear statuses or explain decisions to the TO (e.g. why an experience was refused or why a room needs to be replaced).

💡 You can also add a DMC Internal Reference at the top — this will apply to all components and help with your internal tracking.

Viewing and managing each component 🧩

From the Trip Details page, you can open each individual hotel or experience booking to view its status and take action if needed.

🏨 Hotel Bookings

Click on any hotel listed to access:

Full booking details (dates, room type, pax)
Cancellation option, if needed

You cannot confirm hotel bookings manually — these are either confirmed automatically (via Live Inventory or allotment) or require hotel-side approval.

📌 Example: A hotel booking marked “Pending” needs validation by the hotel — you can view the details and contact the TO or hotel if something’s unclear.

🏕️ Experience Bookings

Clicking on an experience opens a detailed view where you can:

Confirm or Decline experiences that were booked on request
Cancel experiences already confirmed manually or booked on free sale
View all attached options (main and cascading)

💡 When in doubt or if client needs are unclear, use the main Trip Chat tab to coordinate globally with the TO.

Coordinating with the TO via Trip Chat 💬

Communication doesn’t stop after booking. Use the Chat tab to coordinate final logistics or clarify missing details.

Click on the 💬 Chat tab in the top bar
View the full message history, including all exchanges before and after the booking

You can use the chat to:

Confirm arrival times, pick-up points, or special logistics
Request missing traveler details (e.g. rooming list, passport copies)
Share updates about supplier confirmations or service availability
Clarify specific instructions or expectations from the TO

💡 All messages are time-stamped and archived, providing full traceability for both sides.

Share and receive documents in one place 📎

Need to send a final program, rooming list, or confirmation letter? The Documents tab inside the Client Folder is the dedicated space for file exchange.

To upload a document:

Go to the 📎 Documents tab
Click Upload document
Select your file and give it a clear, recognizable name (e.g. “Final Itinerary - EN.pdf”)
The document will instantly appear in the shared folder, visible to both TO and DMC

You can also download any file the TO uploads, such as:

Traveler passport copies
Insurance details
Flight information
Signed waivers or release forms

📌 Uploaded files remain attached to the booking and are accessible at any time, even after the trip is completed.

Keep everything centralized in the Client Folder 🗂️

All communication — whether through chat or documents — stays in one place: the Client Folder.

From here, you can:

View trip details and the confirmed timeline
Revisit all exchanged messages
Access and manage all uploaded files
Maintain a clear record of all operational steps

💡 Using KOOB’s built-in tools means no need to switch to external platforms — everything stays organized, transparent, and linked to the booking.

🛠️ Modifying the confirmed trip on behalf of the Tour Operator

Full article : How to edit or update a confirmed trip?

Takeaways

✅ Trip bookings confirmed by the TO are automatically sent to My Clients Trips
✅ All trip details, experiences, and accommodations are accessible via Trip Details
✅ Use the Chat tab to clarify logistics or request guest information
✅ Documents can be shared via the Documents tab for smooth coordination
✅ Track every action through Version and History for full transparency
✅ Always check the Guest Info tab to prepare operations correctly

FAQ

Q: Where do I find a trip after the TO has confirmed it?
🧭 Go to “My Clients Trips” → “Trips Booked” and use filters to locate the trip.

Q: Can I still communicate with the TO after the trip is booked?
💬 Yes — use the Chat tab inside the Trip Details to ask questions or share updates.

Q: What should I do if guest information is missing?
🔍 Check the Guest Info tab, then contact the TO via chat to request the missing data.

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