How to update or renew a hotel contract in KOOB ?

✅ Track and manage hotel contracts efficiently in KOOB.
✅ Renew or modify existing contracts to prevent availability issues.
✅ Filter and organize contracts based on status and expiration date.
✅ Ensure continuous access to valid contract rates for TOs.

🚀 Objective: Learn how to update, renew, and manage hotel contracts to maintain seamless operations.

General overview of the contracts management page

Displays a list of available contracts, categorized as:
- Draft → Not yet finalized or published.
- Published → Active for your DMC bookings and TO bookings (if opened).
- Expired Contracts → Past contracts no longer in effect.
The "Add new contract" button (top-right) allows users to create a new contract.

✅ Tip: It is recommended to review all expiring contracts at least 6 month in advance to avoid last-minute disruptions.

Contract status & filtering options

At the top of the Contracts list, users can filter by:

All → Shows both published and draft contracts.
Published → Displays only active contracts.
Draft → Lists contracts that have been created but are not yet published.

Each contract entry includes:

📅 Contract validity period → Start and End dates.
🏷️ Status Label → Draft or Published.
✏️ Last edited date → Helps track recent modifications.
👤 Assigned user → Shows who created or last modified the contract.

Managing contract lifecycles

Each contract includes action buttons for lifecycle management:

Draft contracts → Can be edited before publication.
Published contracts → Show a "Renew" button for easy extension.
Expired contracts → Move to the "Expired Contracts" tab and must be renewed or replaced.

💡 Tip: Renew contracts before expiration to avoid service interruptions and ensure continuous hotel availability.

Contract editing & renewal

How to update a published contract

Open the Contracts section.
Locate the published contract you need to update.

Click on it to modify contract details, such as:
- Minimum stay
- Meal plan
- Allotment release
- Extra information

Click "Save" to update the contract.

📌 Important: Editing a published contract immediately updates the conditions for new bookings.

How to renew an expired contract

Open the Contracts section in KOOB.
Go to the Expired Contracts tab.
Click on it to modify contract details, such as:
- Room rates
- Periods
- Extra bed
- Minimum stay
- Meal plan
- ...

Click "Save" and "Publish" to make it active again.

✅ Tip: If rates or conditions change significantly, it's recommended to create a new contract instead of simply renewing.

Takeaways

✅ Keep hotel contracts updated to ensure accurate rates and availability.
✅ Use filters to quickly find and manage contracts based on status.
✅ Renew contracts before expiration to avoid disruptions in bookings.
✅ Edit contracts directly if minor adjustments are needed.
✅ Create a new contract when major changes in pricing or conditions occur.

FAQ

Can I edit an active contract?
✅ Yes! You can modify minor contract details (e.g., minimum stay, meal plans, allotment release) without renewing the contract.

What happens if I don’t renew an expired contract?
⚠️ Expired contracts will no longer be available for bookings, potentially disrupting hotel availability for you and your TOs.

Should I renew or create a new contract?
✅ If only small changes are needed (e.g., slight price adjustments), renewing is best. If significant updates (e.g., major rate changes or policy revisions) are required, creating a new contract is recommended.

🔹 Can I track who modified a contract last?
✅ Yes! Each contract entry shows the last edited date and the assigned user responsible for the modifications.

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