How to select hotels and options while booking an experience?

✅ 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.

🏨 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."

Choosing accommodations (for Programs)

After selecting an experience, follow these easy steps to choose accommodations:

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, showing you the other hotels suggested by the DMC for that day.
- If you wish to change it, click on “Choose this hotel”.

Free Accommodation

if the DMC hasn't suggested or included any hotel for that day, click “Select from Marketplace” to browse KOOB’s entire hotel database

After clicking on ‘Select from Marketplace’, a pop-up window will open showing the location of the day (end date), so you don't make any mistakes.
- You can use the filters at your disposal to change the hotel.
- The rate from is displayed in orange on the thumbnails; this is the rate for the cheapest room available on that date.
- The “Instant availability” lightning bolt symbol is also displayed if the hotel offers instant reservations (DMC allotment or Live Inventory Channel Manager).

Click on "Choose this Hotel".

Book on my Own Accommodation

You may also select “Book on My Own” if booking outside KOOB (⚠️ The DMC won’t be liable in this case)
- If you click on Book on my own, you take over responsibility for booking the hotel outside KOOB.

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 the hotel in the program and the rate, you will see the information ‘included’ in green color.

DMC may also have set up alternative or equivalent hotels that do not change the rate.

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.

Choosing Options (Transfers, Activities, Programs)

Enhance the booking with customizable options:

Option Type	Description
🏙️ Daily Options	Add-ons for specific itinerary days (tours, meals, treatments)
🌍 Global Options	Extras covering the entire experience (Guide, private transfers)
🔄 Cascading Options	Primary options with mandatory or suggested secondary options

Adding options to the experience

🏙️ Daily Options (SIMPLE) -> as add-ons like lunch, transfers, or local activities applicable to a specific day.
- If any daily option is available for this experience, click on “Add an option do your Day X”

A popup will appear, allowing you to select the Option you can add.
Click "Add option"

Select the number of participants and click on Save.

The option is added to the basket

🔄 Daily Options (Cascading)

If any daily option is available for this experience, click on “Add an option do your Day X”

Select the number of participants and click on Save.

After selecting a primary option, KOOB displays secondary options in a second pop-up:
- Required option → Must be selected
- Suggested option → Recommended but optional

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

Required: Chinatown Walk
Suggested: Chinatown (Tuk Tuk)

If you do not want to select any secondary options:

Click Other Option → “I do not want to book any of the above…”
Confirm by clicking Choose independently

📌 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

🌍 Global Options: These options apply to the entire experience, not just the day. (e.g., private guide, Wi-Fi router, VIP access)
- When you have finished selecting the day-by-day and hotel options, you can click on Add to basket.

If global options are available, a Pop Up window will appear allowing you to add it to your basket before confirming.

Select the options and click on Save.
If you do not wish to select Global Options, just click Save.

📌 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.

Adding the experience to the cart and checkout

Click Add to Basket once you've finalized the selection

If global options are available, a Pop Up window will appear allowing you to add it to your basket before confirming.

Select the options and click on Save.
If you do not wish to select Global Options, just click Save.

Proceeding to checkout

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

Once all options and hotels are selected, you’ll reach the final summary page before confirming the experience 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.

If you have chosen hotels, you will be invited to book the rooms to finalize the booking.

Select the room and the type of bed. If any supplement is available, you can choose it under “Select preferred supplement”.
Then click on Confirm to validate the room.

As you select rooms, the Recap updates in the top right-hand corner.

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

✅ Cancellation conditions → Clickable links to review specific conditions for hotels, experiences, and options.

📌 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 (auto-retrieved from the client folder)
- 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: 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 clicking on the tick box

Click Book to finalize

🚀 Booking Confirmed! 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

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

📌 Quick Reference Table

Step	Action
🏨 Hotel Selection	Review and choose suggested or alternative accommodations
➕ Adding Options	Select daily, global, or cascading options
🛒 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."

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