How to update a hotel booking made by a Tour Operator ?

✅ Light updates → No impact on availability, no hotel reconfirmation
✅ Important updates → Affect the stay; hotel reconfirmation may be required
✅ Automatic notifications → Hotels and TOs are informed in real-time

🚀 Objective: Ensure accurate and traceable hotel booking updates with clear communication across all stakeholders.

Light updates (non-critical modifications)

These changes do not affect hotel availability or pricing, and do not require hotel reconfirmation.

Editable fields without reconfirmation:
- Guest names
- Guest nationalities
- Guest date of birth
- Notes to the hotel
Steps:
- Go to “Clients Bookings” in KOOB

- Use filters to find the TO’s booking

- Click the ✏️ pencil icon to access the Booking Details

- Update the necessary guest fields
- Click "Save modifications"

💡 Tip: KOOB automatically sends a notification email to the hotel for traceability.

Important booking updates (modifications impacting the stay)

These changes affect hotel availability and pricing, and must go through hotel reconfirmation.

Fields requiring reconfirmation:
- Check-in / Check-out dates
- Stay duration
- Number of guests
- Room category/type
- Supplements or promotions

Example : The TO asks you to make a major change to one of its bookings.

Steps:

Click on the button "Access to the details" in the email received.

You are redirected to the related Booking.

Click the "Chat" section

In this example TO is asking :

Hello,
Our clients would like to change their room type and date.
Can you change the Deluxe room to a Superior?
Also, guests will no longer be arriving on 10 April but on 12 April.
Thank you

📌 You can't do the Important booking update for the TOs, but you can answer their questions and guide them through the process.

You can answer that:

Hello and thank you for your request for modifications.

As this is a major change, I can't make it from my DMC interface.
However, I can guide you.

Here's the complete guide you need to follow to easily and quickly update your booking to your liking. https://support.koob.tech/en/how-to-modify-a-hotel-booking-as-a-to

I'll be happy to help if you need me.

🏨 Hotel reconfirmation process

Status	Description
✅ Accept	The hotel confirms the new booking details
❌ Decline	The update is refused – booking must be recreated manually
🔄 Counter-Propose	The hotel suggests a modification – DMC must validate it

📌 If the hotel declines, the original booking is not reinstated. You must manually make a new reservation if needed.

💡 Tip: If the TO requests a hotel change, cancel the booking and create a new one in KOOB.

Tracking booking modifications

You can view the update history in the “History” tab of each booking.

Message	Meaning
“Booking has been updated”	A light update (e.g. guest name) was made
“Booking has been replaced”	An important change was made and confirmed
“Booking has been confirmed”	The booking has been successfully confirmed

🚀 Next Step: If changes are not accepted by the hotel, cancel the existing booking and initiate a new one.

Takeaways

✅ Light updates (guest info) can be made without hotel reconfirmation
✅ Important updates (dates, pax, rooms) require hotel approval
✅ KOOB notifies the hotel automatically for any updates
✅ Original bookings are not preserved after declined updates
✅ All changes are tracked in the booking’s history tab

FAQ

Q: Will the hotel see updates immediately?
✅ Yes. KOOB sends real-time notifications to the hotel for both light and critical updates.

Q: Can I undo a declined booking update?
❌ No. You must cancel and create a new booking if the hotel declines your update.

Q: Will the TO be notified of the changes?
📧 Yes. The Tour Operator receives notifications for all critical changes.

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