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How to update a Hotel booking as a DMC?

KOOB allows DMCs to efficiently modify hotel bookings, whether for minor guest details or significant booking updates. Understanding the difference between light updates and important booking updates ensures smooth modifications without unnecessary cancellations.

✅ Light Updates → Modify guest details without impacting the booking conditions.
✅ Important Booking Updates → Modify stay duration, room type, or dates, requiring hotel re-confirmation.
✅ Seamless Tracking → All modifications are logged in the History tab for full transparency.

🚀 Objective: Ensure that modifications are processed correctly while maintaining hotel availability and avoiding unnecessary cancellations.

 

Light Updates (Non-critical modifications)

These updates do not impact availability, pricing, or room allocation and do not require re-confirmation by the hotel.

Editable fields without reconfirmation:

  • Guest names
  • Guest nationalities
  • Guest date of birth
  • Notes to the hotel

 

Steps to perform a light update

  • Go to "My Bookings" in the KOOB dashboard.

 

  • Find the hotel booking you want to update.

 

  • Click on the pencil icon to open the Booking Details page.

 

  • Edit the required fields in the guest details section.

 

  • Click Save modifications.

💡 Tip: An email notification is sent to the hotel for these updates, and KOOB automatically logs the changes in the History tab.

 

Important booking updates (Modifications impacting the stay)

These updates impact availability and pricing, requiring hotel confirmation.

Modifiable fields requiring reconfirmation

  • Check-in and Check-out dates
  • Duration of the stay
  • Number of guests (pax)
  • Room category or type
  • Supplements and promotions

Steps to perform an important booking update

    • Go to "My Bookings" in the KOOB dashboard.

 

    • Find the hotel booking you want to update.

 

    • Click on the pencil icon to open the Booking Details page.

 

    • Click on the "Update Booking" button (top right).


  • KOOB redirects you to the Hotel Booking Engine:
    • Modify stay dates, room type, or supplements.
    • Adjust the number of pax if necessary.

 

  • Process with the booking
    • Choose the room, optional supplement or Room information
    • Confirm rooms

 

    • Click Validate Booking to finalize the changes.

 

    • The Booking has been successfully sent to the Hotel.

📌 Note: The hotel cannot be changed as part of an Important Booking Update. If the client needs to stay at a different hotel, you must cancel the existing booking and create a new reservation in the desired hotel.

🔗 Go further:

 

Hotel reconfirmation process

Once submitted, the hotel receives an "IMPORTANT BOOKING UPDATE" email with the new request.

 

 

The system updates the status, and the hotel can:

✅ Accept → The updated booking is confirmed.
❌ Refuse→ The system marks the booking as Refused.
🔄 Counter-Proposal → The hotel suggests an alternative room type, requiring DMC validation.

📌 Note: If the hotel rejects the new request, the original booking is NOT reinstated. The DMC must make a new reservation.

💡 Tip: If a different hotel is needed, cancel the existing booking and create a new one.

 

Tracking booking modifications

Every update is recorded in the History tab of the booking for full transparency:

  • Go to "My Bookings" in the KOOB dashboard.

 

  • Find the hotel booking you want to update.

 

  • Click on the pencil icon to open the Booking Details page.

 

  • Click on the "History" tab.

📌 "Booking has been replaced" → Indicates a successful important booking update.
📌 "Booking has been updated” → Indicates a successful light booking update.
📌 “Booking has been confirmed” → Indicates a confirmation.

💡Tip : If an update is not possible, consider cancelling the booking and making a new reservation (covered in another article).

 

VIDEO TUTORIAL

 

 

Takeaways

✅ Light Updates do not require hotel confirmation and include guest details modifications.
✅ Important Booking Updates impact availability and pricing, requiring re-confirmation.
✅ The History tab logs all updates for transparency.
✅ If a hotel declines an update, the original booking is not reinstated.
✅ If a different hotel is needed, cancel and rebook.

 

FAQ

  • Can I update the guest details without hotel approval? ✅ Yes! Guest names, nationalities, and notes can be modified without hotel confirmation.
  • What happens if the hotel rejects my important booking update? ❌ If a hotel declines, the original booking is not reinstated, and you will need to make a new reservation.
  • Will the hotel receive a notification when I update a booking? ✅ Yes! Whether it’s a light or important update, the hotel receives an automatic email notification.
  • Where can I track booking modifications? ✅ All changes are logged in the History tab of the booking.

 

🔗 Related Articles

 

📌 Need help?

Visit our KOOB Knowledge Base or contact KOOB Support for assistance. 🚀