How to retrieve booking details and status updates in the client folder?

✅ Find all booking details in one place (Hotels, Experiences, Trips, Drafts)
✅ Monitor the status of each booking (Confirmed, Pending, Canceled, etc.)
✅ Track all booking changes with transparency
✅ Communicate directly with hotels and DMCs

🚀 Objective: Retrieve, track, and manage all booking details efficiently within a client folder for seamless trip coordination.

Accessing the client folder

Click on "Client Folders" in the left-hand KOOB menu

Use filters or the search bar to locate a folder by:
- Folder name (e.g., Smith Family Trip)
- Traveler name
- Booking reference
- Travel dates

Click the folder to open and view all bookings

📌 The latest status of each folder is shown at a glance. To view individual booking statuses, open the full folder view.

💡 If a folder contains multiple bookings, use the filter options inside the folder to quickly find specific reservations.

Understanding the client folder sections

Each Client Folder is organized into four key sections:

Section	Includes
🏨 Hotels	All hotel bookings + booking status + edit/cancel options
🎟️ Experiences	Activities, programs, transfers with linked options and status updates
✈️ Trips	Overview of full itineraries created via Trip Designer
📝 Drafts	Saved trip versions created via Trip Designer before booking confirmation

📌 Example: If a TO wants to check the hotel reservation status, they navigate to the Hotels tab within the client folder.

💡 Tip: The drafts section allows you to access saved trips before finalizing them as bookings.

Checking hotel and experience booking statuses

🏨 Hotel status icons

Each hotel booking in a Client Folder is labeled with a status indicator, helping TOs track confirmation progress.

Status	Meaning
📩 Sent	Request sent, awaiting hotel confirmation
✅ Confirmed	Hotel confirmed the booking
❌ Refused	Hotel declined the booking On request
🟡 Pending	Hotel proposed an alternative (e.g., different room)
🔄 Replaced	Major change made (e.g., room type, dates, pax)
🔴 Canceled	Booking was canceled by the TO or the DMC

📌 Example: If a hotel booking shows "Pending", the TO needs to check the updated room proposal and confirm or decline it.

💡 If a hotel declines a request, use the "Add a hotel" button from the client folder to find an alternative hotel without creating a new client folder.

More information : How to book Hotels on KOOB ?

🎟️ Experience status icons

Like hotel bookings, experience reservations also display real-time status updates.

Status	Meaning
📩 Sent	The booking request was sent to the DMC and is awaiting confirmation.
✅ Confirmed	The DMC has confirmed the experience.
❌ Refused	The DMC has declined the booking request.
🔴 Canceled	The TO or DMC canceled the experience.

📌 Example: A client books a Bangkok cultural tour, but the DMC suggests an alternative time due to availability. The status updates to "Pending" until the TO approves the change.

💡 Tip: Use the chat function inside the booking details to communicate directly with the DMC about pending bookings.

Viewing detailed booking information

To access full booking details:

Open the Client Folder

Go to the Hotels or Experiences tab

Click the ✏️ pencil icon next to a booking to access full details

You’ll see:

✔ The status of the booking

✔ Tour Operator and Booking owner details

✔ Guest and traveler information

✔ Hotel/Experience name and description

✔ KOOB Booking ID

✔ Stay dates, duration, room type, options selected

✔ Applied promotions or supplements

✔ Total price of this booking

✔ Cancellation policy

✔ Notes section (for internal use)

✔ The Cancel button to cancel the reservation

✔ The Save modification button if you need to update the "Notes" and the "Guest details information (Name, Date of birth, Passport...)

📌 Example: A TO wants to check the cancellation policy for a Maldives resort booking. They open the booking details and review the hotel’s terms before confirming the cancellation.

💡 Tip: The "Notes" section allows TOs to add internal comments for team coordination.

Tracking booking modifications & history

KOOB keeps detailed logs of every modification made to a booking.

How to access booking history?

Click the History tab from the Booking Details view
Review key changes:
- 📅 Date and time of each update
- 👤 KOOB user who made the change
- 🔄 Booking status transitions (e.g., Confirmed → Replaced → Confirmed)
  💡 This transparent log ensures clarity across your team and with DMCs.

📌 Benefits:

Everything is traceable
Avoids confusion or double confirmations
Helps in case of disputes or changes

📌 Example: If a hotel room has been upgraded, the TO can track who made the change and when in the history log.

💡 Booking history ensures full transparency, preventing miscommunication between TOs, DMCs, and clients.

Communicating with DMCs from the client folder

KOOB allows direct communication with DMCs via the chat function inside booking details.

💬 Chat tab (inside each booking)

KOOB’s built-in Chat tab allows you to send messages directly from the booking.

Steps to send a message:

Click the Chat tab

Type your message
Add any attachments via the 📎 icon
Click Send

View full chat history per booking
The DMC receives an automatic email notification with a clickable link to the booking.

The DMC handles the communication directly with you for an Experience booking and with the hotel for a Hotel Booking and then replies via Chat or Document upload.

KOOB automatically notifies the TO of the new update with a Booking Update email.

Click on the link in the email to be redirect to the related booking / Chat section.

📌 Example: A TO needs to confirm if a hotel offers vegetarian meal options. They use the chat function to message the DMC directly.

📌 Important Notes

For experience bookings, communication is with the DMC
For hotel bookings, communication includes the TO and the DMC.
The DMC handles the communication with the hotel and then replies via Chat or Document upload.
The conversation history remains visible and traceable in the booking interface
You can upload PDF, Excel, Word or image files.
This process ensures TOs stay informed while letting DMCs manage operational communication with the hotel.

💡 Tip: All messages and replies are stored within the client folder for easy tracking.

💡 Tip: You can also attach documents directly in the Chat or under the “Documents” section.

Sending and receiving documents in KOOB 📎

You can easily upload or download documents related to a booking from the Documents tab.

To share a document:

Click on the Documents tab
Select Upload shared documents

Choose the file to attach

All uploaded files are accessible to the DMC and hotel

💡 Tip: All files are saved with the booking and remain accessible even after confirmation.

Key benefits of retrieving booking details in KOOB

✅ All booking details (Hotels, Experiences, Trips) are centralized
✅ Visual status indicators make tracking easy
✅ A complete history log is available for every booking
✅ Real-time chat keeps communication fluid
✅ Full transparency when working with your DMC or hotel partner

🚀 Next Step: Want to modify or cancel a booking? Read our step-by-step articles on how to update experience or hotel bookings!

Takeaways

✅ Retrieve all hotel, experience, and trip bookings from one place
✅ Check status icons to monitor confirmation and updates
✅ Use the Booking Details page to access cancellation rules, room info, and extras
✅ Communicate via Chat and Documents tabs with your partners
✅ Use the History tab to track who changed what and when

FAQ

Q: Can I view all bookings linked to one client?
🟢 Yes, open the Client Folder to see all Hotels, Experiences, Trips, and Drafts.

Q: What if I don’t understand a booking status like "Replaced"?
🔄 It means a major update was made — check the booking history for details.

Q: Can I communicate directly with hotels and DMCs inside KOOB?
💬 Yes, use the Chat tab inside each booking for seamless messaging.

Q: Will I be notified when a booking changes status?
📩 Yes, KOOB sends automated notifications when hotels or DMCs update statuses.

Q: Can I see who on my team made a change?
👤 Yes, the History tab lists every user action by name and timestamp.

For further assistance, visit the KOOB Knowledge Base or contact KOOB Support 🚀