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How to select hotels and options while booking an experience?

Choosing the right hotels and customizing experiences with suitable options are key to crafting personalized itineraries in KOOB. KOOB makes it simple by allowing Tour Operators (TOs) to easily select accommodations and additional services directly during the booking process.

✅ Personalize experiences with recommended or alternative accommodations 🏨
✅ Select daily, cascading, and global options to enhance trips ➕
✅ Easily identify instantly bookable hotels and options ⚡️
✅ Modify your selections at any time before final confirmation 🔄

🚀 Objective: Efficiently select accommodations and additional options, tailoring bookings precisely to your client’s preferences.

 

💡 Important Recommendation

When booking an experience, follow these steps:

  1. Add day options (suggested and secondary)
  2. Add all hotels
  3. Review and update room types (if needed)
  4. Add global options when adding the experience to the basket
  5. Finalize the booking

 

Choosing Options (Transfers, Activities, Programs)

 

Adding options to the experience

  • Day Options (SIMPLE)

    • These are add-ons such as lunch, transfers, or local activities that apply to a specific day.
    • If daily options are available for an experience:
      • Click “Add an option to your Day X”

 

      • A pop-up will open, allowing you to select the desired option. Options are grouped by typology.
      • Click “Add option” for the selected item, then click “Save” to confirm.

 

      • The option is added to the basket

 

  • Cascading Options

    • If any day option is available for this experience:

      • Click “Add an option to your Day X”

      • Add a desired option:

      • Select the number of participants, then click “Save”

 

    • After selecting a primary option, KOOB may display secondary options in a second pop-up:

      • Required option → Must be selected to proceed

      • Suggested option → Recommended but optional

    • Select the required option to continue

    • You can choose to accept (✅) or skip the suggested options.

 

    • 📌 Example: For “Free afternoon in Chinatown”, KOOB shows:

      • Required: Chinatown (Walk Option)

      • Suggested: Chinatown (Tuk Tuk option)

    • If you don’t want to select any of the suggested options:

      • Tick the checkbox "I do not want to book any of the above options".

      • Then click "Choose independently" to bypass the system’s suggestions.

 

📌 You must select the Required option to be able to add the suggested option

  • 💡 We strongly recommend following DMC suggestions to ensure a smooth experience for your clients

 

Choosing accommodations (for Programs)

In the Experience sheet, you can see different types of accommodation.

 

🏨 Understanding Accommodation Types

KOOB provides five clear accommodation options during experience bookings:

Accommodation Type Description
🏨 Suggested Accommodation Default hotel recommended by the DMC
🏨 Other Suggested Hotels Additional hotels pre-selected by the DMC
✅ Hotel Included Accommodation already included in the experience price
🔄 Alternative Hotels Select a different hotel at no extra cost
🚫 Book on My Own Book accommodation externally (outside KOOB)

📌 Example:
A cultural Hanoi tour suggests "Hanoi Heritage Hotel" but also offers alternative hotels for selection.

💡 Tip: An included hotel clearly displays the green label "Included."

 

Suggested Accommodation

🏨 A hotel is suggested by the DMC (label: “Suggested by your DMC”)

Your DMC has indicated a suggested hotel, the World of Siam Hotel in Bangkok, but you can also access other suggested hotels on this day (in this example, 4 suggestions).

  • To do so, click "Select from marketplace"

 

  • A pop-up window will open, displaying other hotels suggested by the DMC for that day.
    • For each hotel, you will see the lowest available price along with the corresponding room type.
    • To select a hotel, click “Choose this hotel”

  • Once you have selected a hotel, the lowest available price and its corresponding room type are displayed for each day in the itinerary.

  • You can change the room type by clicking the room name with the pencil icon:

  • A room selection pop-up will appear, allowing you to select another room type and confirm:

 

Free Accommodation

  • If the DMC has not suggested or included any hotel for that day, click “Select from Marketplace” to browse KOOB’s full hotel database.

 

  • After clicking “Select from Marketplace”, a pop-up window opens with the day’s end location automatically prefilled, helping you avoid selecting hotels in the wrong destination. 
    • You can use the available filters to refine your search and find the most suitable hotel.
    • The “From” rate, displayed in orange on each thumbnail, corresponds to the cheapest available room for the selected date.
    • The “Instant availability” icon  indicates that the hotel can be booked instantly (via DMC allotment or Live Inventory Channel Manager).

 

  • Click “Choose this hotel” to select it

 

Book on my own Accommodation

  • You can also select “Book on My Own” if you plan to arrange the accommodation outside KOOB
    ⚠️ In this case, the DMC will not be liable

    If you choose this option:

    • You take full responsibility for booking the hotel outside KOOB

     
    • The itinerary will still display a placeholder for that night
    • The DMC will not be responsible for any logistics or issues related to this external booking.

 

  • At any time, if you want to modify the hotel selection, you can click on “Reset hotel selection”

 

Included and Alternative Accommodation

  • If the DMC has included a hotel in the program and its rate, it will be marked as “Included” in green.

 

  • The DMC may also define alternative (equivalent) hotels that do not affect the price. 

 

"The hotels listed below are alternative hotels that your DMC may book if the initially chosen hotel is unavailable. You may not select them; they are only displayed for informational purposes."

 

Adding the experience to the cart and checkout

  • Once you have completed selecting your day-by-day options and accommodation, click “Add to basket”.

  • Global Options: These options apply to the entire experience, not just a specific day (e.g., private guide, Wi-Fi router, VIP access).

📌 Example:  Options can be per pax and options can be applied to the Global trip. For example here, the guide is per group, the private transfer is per pax. 

💡 Options help tailor experiences to your clients and increase booking value.

 

  • If global options are available, a pop-up window will appear, allowing you to add them to your basket before confirming.

 

  • Select the desired options and click “Save.”
  • If you do not wish to add any global options, simply click “Save” to continue.

 

Proceeding to checkout

  • Click the 🛒 cart icon (top right)

  • Review all selected services (programs, options, hotels) in your basket:

  • Click “Checkout”

Once all options and hotels are selected, you will reach the final summary page before confirming the booking.

 

What you'll see on this screen:

  • 🧍‍♂️ Booking owner → Information about the main contact for the trip.

 

  • 🗺️ Tour summary and options → Itinerary recap, including day-by-day details.

     

    • 📅 Dates Experiences → Start and end date of the experience.

     

    • 📅 Dates Hotels → Start and end date of the hotel stay(s).

     

    • 👥 Number of participants → Based on the room and experience composition.

     

    • At this stage, you can review and adjust your room selections:
      • Click a room name to open the selection pop-up

     

      • Choose your preferred room category

      • Then click on Confirm to validate the room.

     

    • The 💰 price updates instantly in the Recap.

     

     

    • 💶 Total price / Recap  → Includes Experiences, selected options and hotels.

     

    • ✅ Access cancellation conditions via clickable links for each service

     

     

    • 📌 Top-right price recap → Always visible, automatically updated when you change rooms, add options, or apply discounts.

     

    💡 Tip: Carefully check all selected services and pricing before proceeding. Use the scrollable recap on the right to verify totals.

     

    • Confirm guest information

      • Fields required:
        • Gender (dropdown)
        • First Name & Last Name
        • Date of Birth 📅

     

      • Optional (but recommended) fields:

        • 🛂 Passport number

        • 📆 Passport expiration date

        • 🌍 Nationality

     

    📌 Note: If the booking is launched from a Client Folder, most guest data will be automatically retrieved and pre-filled from the folder.

    💡 Tip:

    • If you are not starting from a Client Folder, you can use “Save PAX information” and “Import PAX information” to save time and avoid manual entry:
      • On the summary page, start with the first service
      • Hover over the (i) icon to see the tooltip: "The PAX information will be automatically save in a new client folder. You can then user the Import PAX information menu to avoid manual entry."
      • After entering the mandatory details for each PAX, the “Save PAX information” button becomes available.
      • Click “Save PAX information” to store the data
      • ⚠️ Important:
        • Save only once per PAX to avoid duplicate entries
        • Once saved, KOOB will display a confirmation message
      • For the next services (e.g., hotels) on the summary page:
        • Use the “Import PAX information” dropdown
        • Select the saved PAX instead of re-entering details manually

    • Always double-check the guest list when booking for multiple travelers, especially for visa-sensitive destinations or family groups with minors.

    • Validate the cancellation policies by ticking the checkbox

    • Click Book to finalize
    • You will see this page to review the status of all your bookings:

     

    The experience is now listed under the Experiences tab of the client folder:

     

    📋 Managing Hotels & Options After Booking

    Monitor booking statuses easily after submission:

    Status Meaning
    ✅ Confirmed Hotel or DMC validated selections
    🟠 Pending Modifications or confirmations pending
    ❌ Refused Hotel or options unavailable
    🔴 Canceled Booking canceled by TO or DMC

    Viewing the booking

    • Go to the Client Folder

     

    • Open the Hotels or Experiences tab to see all bookings and their status:

     

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

     

    💡 Tip: Communicate directly via KOOB’s integrated Chat feature for adjustments or alternatives.

     

    📌 Quick Reference Table

    Step Action

    ➕ Adding Options

    Review and choose suggested or alternative accommodations

    Select daily, global, or cascading options
    🏨 Hotel Selection

    Review and choose suggested or alternative accommodations
    🛒 Checkout & Confirm Finalize hotel, room, and option selections
    📋 Manage Selections Monitor availability and communicate clearly with DMC

     

    📌 Disclaimer : We recommend always booking experiences directly from a Client Folder to:

    ✅ Automatically link all bookings centrally

    ✅ Auto-fill guest details accurately

    ✅ Streamline booking and management processes

     

    VIDEO TUTORIAL

     

    Takeaways

    ✅ Clearly differentiate between hotel types and selection options
    ✅ Quickly customize bookings with daily and global enhancements
    ✅ Use cascading options for deeper customization
    ✅ Benefit from real-time availability statuses
    ✅ Easily manage and adjust bookings post-confirmation

     

    FAQ

    Q: Can I select a different hotel than the one suggested?
    🟢 Yes, simply choose "Select from Marketplace" to explore alternatives.

    Q: What does "Book on My Own" mean?
    🚫 You will handle accommodations externally, outside of KOOB management.

    Q: How can I quickly identify instantly bookable options?
    🟢 Instant confirmations are clearly marked as "Free Sales."

     

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