How to modify or cancel an Experience Booking?

✅ Modify traveler details, dates, options, and accommodations 🔄
✅ Track booking changes transparently in history logs 📋
✅ Cancel bookings instantly within KOOB, notifying DMCs automatically 📩

🚀 Objective: Maintain flexibility and efficiency when adjusting or canceling experience bookings, reducing response time and improving communication with DMC partners.

📌 Quick Reference Table

Action	How-To Steps
🔄 Modify Booking	Open booking → Click "Update Booking" → Adjust details → Confirm
📋 View Booking History	Open booking → Select "History" tab → View modification log clearly
❌ Cancel Booking	Open booking → Click "Cancel Booking" → Confirm cancellation

🔄 Modifying an Experience Booking

Go to the Client Folder

Click on the “Experiences” tab

Use the 📝 pencil icon to edit or the 👁 eye icon to view details

Access the booking details

Click “Update Booking”

You can change:
- 👥 Pax count
  - Here, I add 3 pax instead of 2.

📅 Dates
- I change the dates from August to September

🏨 Hotel selection
- I change some hotels on specific days

➕ Options
- I change the options on specific days

Click Add to Basket

Select the Global option(s) if you wish and click on Save
If you do not wish to select Global Options, just click Save.

Click the 🛒 cart icon (top right), then Checkout

Restart the full process, selection Accommodation, options (global, daily, cascading)

Validate the cancellation policies by clicking on the tick box
Click on "Book" to finalize the updated booking.

⚠️ If there is a significant change in dates, number of pax, options/extra or even hotels and room types, the DMC and hotel(s) receive notification emails.

Please note that if you change hotels, the cancellation emails go to hotel A to send a request or confirmation (instant availability) to hotel B.

DMC notification BOOKING UPDATE email (Experience)

Hotel A notification CANCELLATION email

Hotel B notification BOOKING REQUEST email

⚠️ The TO and DMC also receive an email acknowledgement of hotel changes (cancellation, on request, confirmation), ensuring complete three-way transparency.

Go to the Client Folder

Click on the “Experiences” tab

Use the 📝 pencil icon to edit or the 👁 eye icon to view details

All modifications are saved in the History tab

❌ Canceling an Experience Booking

⚠️ Review cancellation policies first

Click “Cancel Booking” from the booking details

Enter a reason for the DMC, click on Continue

The booking is successfully cancelled.

KOOB notifies the DMC per mail

⚠️You have cancelled the booking Experience with the DMC.

In the Price Summary, the Experience line has automatically disappeared.
If any hotels were included in the cancelled program, don't forget to cancel them too in the hotel section of the Customer Folder.
- More information : How to cancel a Hotel booking?

Communicating with the DMC

Use KOOB’s built-in tools:

💬 Chat tab – Send direct messages to the DMC

📎 Documents tab – Upload PDFs, guest info, or preferences

💡 Tip: The DMC is instantly notified of any chat message or booking update.

More information : How to use the messaging system for hotels and experiences?

📋 Tracking Changes in the Booking History

KOOB transparently records all booking modifications:

Open Experience Booking Details within your Client Folder.
Click the "History" tab.
Clearly view past modifications, including timestamps, user actions, and booking statuses.

📌 Example:
If change for an Experience were made, the history clearly shows who made changes and when.

💡 Tip:
Tracking all booking changes centrally helps manage client requests efficiently and avoids duplicate work.

Key benefits of KOOB’s modification & cancellation system:

✔️ Efficient Updates: Quickly modify experience details.

✔️ Transparent Tracking: Clearly record and view changes.

✔️ Instant DMC Notifications: Real-time updates streamline coordination.

✔️ Flexible Booking Management: Easily adjust travelers, dates, hotels, and options.

📌 Disclaimer : We strongly recommend creating all new experience bookings directly from an existing Client Folder.
Doing so ensures:

✅ Automatic linking to the correct client itinerary.
✅ Pre-filled traveler information, saving you time and reducing errors.
✅ Centralized tracking, making management easier and more efficient.

Takeaways

✅ Easily adjust bookings with intuitive modification tools
✅ Transparently track all changes to avoid confusion
✅ Efficiently communicate modifications or cancellations with DMCs
✅ Review and confirm cancellation policies before proceeding
✅ Centralize management to simplify booking adjustments

FAQ

Q: What happens after I request a modification?
🟠 Major changes trigger an "On Request" status until the DMC confirms availability.

Q: Can I modify options after the initial booking confirmation?
✅ Yes, you can update options clearly through the modification process.

Q: Are modifications tracked ?
📋 Yes, changes appear in the booking’s History tab.

Q: How quickly is the DMC notified after canceling a booking?
📩 Instantly, ensuring real-time coordination and response.

Q: Can cancellations incur penalties?
⚠️ Yes, always check cancellation conditions clearly displayed before confirming.

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

How to modify or cancel an Experience Booking?

KOOB enables Tour Operators (TOs) to efficiently modify or cancel existing experience bookings. Easily adjust traveler numbers, hotel selections, or cancel reservations entirely—KOOB’s intuitive platform ensures smooth, transparent coordination with DMCs.