Group Bookings

Stop creating individual trips and proposals for every traveler in a group. With Group Booking Mode, you create one shareable link and your travelers do the rest — picking their package, filling out forms, and confirming their spot. You see everything roll in on your dashboard in real time.

Perfect for: destination weddings, group cruises, family reunions, corporate retreats, church trips, bachelor/bachelorette parties, sports team travel, and any trip with multiple travelers who need to book independently.

How It Works

Quick Start (Recommended)

1. Go to Groups → New Group → enter a name → click Create with Booking Page
2. You'll land in the proposal editor — set up your packages (room types, pricing, inventory limits)
3. Attach any forms you need (passport info, dietary preferences, etc.)
4. Send or share the link — post it in your group chat, email it out, or put it on social media
5. Travelers book themselves through a guided 3-step wizard
6. Track everything from your Group Dashboard — spots booked, payments, forms, all in one place

Alternative: Add a Booking Page to an Existing Group

If you already have a group, open it and click Create Booking Page in the Group Booking section. This creates a trip and proposal linked to the group in one click.

Alternative: Manual Setup

You can also create a proposal on any trip, toggle Group Booking Mode on, and link it to a group from the proposal settings.

Setting Up a Group Booking

Step 1: Create a Proposal

Use Create with Booking Page from the Groups page (quickest), or go to any trip → Proposal tab → Create Proposal.

Fill in the basics that every traveler will see:

• Title — something descriptive like "Smith Wedding — Cancun 2026" or "Youth Group Alaska Cruise"
• Intro Message — a personal welcome note. This is your chance to build excitement and set expectations.
• Cover Photo — choose a stunning hero image. This is the first thing travelers see, so make it count.

Step 2: Enable Group Booking Mode

Open Proposal Settings (collapsed at the bottom of the builder) and toggle Group Booking Mode to ON. This does two things:

• Reveals the Group Booking Settings panel where you configure the group experience
• Changes the public proposal page from a standard accept/decline into a 3-step booking wizard

Tip: Hover over any ⓘ icon in the settings panel for a quick explanation of what each field does.

Step 3: Configure Group Settings

Booking Group — Link this proposal to a booking group so all travelers appear together on your dashboard. If you haven't created a group yet, go to Groups → New Group first, then come back and link it.

Max Travelers — Set a hard cap if you have limited supplier allocations (e.g., only 30 cabins available). Leave blank if there's no limit.

Group Dates — Set the Group Check-in and Group Check-out dates. These define the default travel window travelers see at booking. Enable Allow travelers to choose their own dates if different travelers can arrive or depart on different days within that window (useful for vacation rentals or extended trips — leave it off for cruises and resort packages where everyone travels together).

Attached Forms — Select the forms travelers need to complete during booking. Common choices:

• Passport/ID information
• Dietary restrictions and allergies
• Emergency contact details
• T-shirt size or other event-specific info

Forms show as pill chips in this section — click + Attach form to add one. Forms completion is tracked per traveler on your Group Dashboard after they book.

Required Traveler Info — Select which data fields travelers must fill in during the booking wizard (Step 2). Active fields appear in orange. Available fields include:

Field	When to use
Date of Birth	Cruises, international trips
Gender	International flights, cruises
Nationality / Citizenship	International travel
Passport Number	Any trip requiring a passport
Passport Expiry	International travel
Passport Country	International travel
Known Traveler Number	Domestic US trips, TSA PreCheck
Redress Number	Travelers on no-fly lists
Dietary Restrictions	Any trip with included meals
Emergency Contact Name	All group trips (recommended)
Emergency Contact Phone	All group trips (recommended)

Only enable what you actually need — fewer required fields means higher booking completion rates.

Payment Schedule — Define the payment milestones travelers will see after booking. Click Add Payment Milestone for each one:

• Example: "Deposit" — $500 (fixed) — due at booking
• Example: "Second Payment" — 50% (percentage) — due June 1, 2026
• Example: "Final Balance" — remaining — due August 1, 2026

Step 4: Set Up Packages

Each proposal option becomes a bookable package. Think of these as the choices travelers pick from:

• Room types: "Ocean View Suite," "Garden View Double," "Interior Cabin"
• Experience tiers: "Standard Package," "Premium All-Inclusive," "VIP Experience"
• Seating/groups: "Table of 8," "Reserved Section," "General Admission"

For each package:

1. Give it a clear, descriptive title and subtitle
2. Add a cover photo — travelers see this when choosing
3. Choose a Pricing Mode — Flat, Adult/Child, Nightly, or Room Blocks (see Pricing Tiers and Rate Cards below)
4. Set the price based on your chosen pricing mode
5. Set Available Spots to limit inventory (e.g., only 10 Ocean View rooms). When the last spot is taken, it automatically shows "Sold Out" and prevents overbooking.
6. Write a description and add highlights (bullet points travelers see on the card)

Add-ons work the same way — add excursions, upgrades, or extras that travelers can optionally select alongside their package. Add-ons can also have inventory limits.

Step 5: Send It Out

Click Send to Client to email the link and mark the proposal as live. You can also click Copy Link to share it anywhere — group chats, social media, your website, wherever your travelers are.

What Travelers See

Your group booking link opens a polished, branded page with your hero image and trip details. Travelers are guided through three simple steps:

Step 1: Choose Package — Browse the available packages with photos, pricing, and spots remaining. Packages that are full show a "Sold Out" badge. Travelers select one package and optionally choose add-ons.

Step 2: Your Details — Enter their name, email, and phone number, plus fill out any forms you attached (passport info, dietary needs, etc.).

Step 3: Confirm & Pay — Review a summary of their package, add-ons, and total. See the payment schedule. Click Confirm Booking to lock in their spot.

After booking, travelers see a "You're Booked!" confirmation with their package details and payment schedule. You receive an email notification for every new booking.

Pricing Tiers (Adult/Child)

For groups with a mix of adults and children — family reunions, school trips, Disney groups — you can charge different rates based on traveler age without any manual math.

Pricing Modes

Each package has a Pricing Mode selector with three options:

Mode	Best For
Flat	Simple per-person pricing where everyone pays the same rate (optionally with occupancy tiers — see below)
Adult/Child	Groups with age-based pricing (e.g., adults $2,400, children $1,800)
Nightly	Accommodations or rentals where the total varies by length of stay
Room Blocks	Cruises and resorts where you've negotiated a held inventory of cabins or rooms and want to track pickup against the block

Setting Up Adult/Child Pricing

1. Open the package editor and set Pricing Mode to Adult/Child
2. Enter the Adult Price (per person)
3. Enter the Child Price (per person)
4. Set the Child Age Cutoff — travelers at or below this age are priced as children (e.g., enter 11 for "under 12")

Example: Adult Price $2,400 · Child Price $1,800 · Age Cutoff 11 A family of 2 adults + 1 child (age 8) would see: 2 × $2,400 + 1 × $1,800 = $6,600

How Travelers Enter Ages

During the booking wizard (Step 1: Choose Package), travelers enter the number of adults and children in their party. The page updates the total in real time as they adjust the counts. If a traveler enters ages that straddle the cutoff, the system automatically applies the correct rate to each person.

The Step 3: Confirm screen shows a clear breakdown before they commit:

2 Adults × $2,400   $4,800
1 Child × $1,800    $1,800
──────────────────────────
Total               $6,600

Tips for Adult/Child Pricing

• Match your supplier's cutoff exactly. If Royal Caribbean considers children to be under 13, set your cutoff to 12 (age 12 and under = child rate).
• Check if infants are free. If your supplier waives fees for lap infants, you can add a note in the package description — the system doesn't currently support a zero-cost infant tier separately.
• Use package highlights to clarify. Add a bullet like "Children 11 and under: $1,800 pp" so travelers know at a glance before clicking in.

Occupancy Tiers

Cruises and all-inclusive resorts often charge different per-person rates based on how many people share a cabin or room — double occupancy at one rate, triple at a lower rate, quad even lower. Without occupancy tiers, you'd need a separate package for each combination.

Occupancy tiers let you define multiple per-person rates on a single flat-priced package. One "Interior Cabin" package can offer Double, Triple, and Quad pricing. Travelers enter their party size and the system automatically applies the right rate — no manual math, no separate option cards.

Setting Up Occupancy Tiers

1. Open the package editor and confirm Pricing Mode is set to Flat
2. Click Add occupancy tiers (appears next to the Package Price field)
3. You'll see a tier table replace the single price input:

Guests	Price/person	Label
2	$1,299	Double
3	$999	Triple
4	$849	Quad

4. Edit each row:
   • Guests — number of people sharing the room/cabin
   • Price/person — per-person rate at that occupancy
   • Label — auto-filled based on guest count (Single, Double, Triple, Quad, or "5-person" etc.), but freely editable
5. Click + Add tier to add more rows. New tiers default to the next guest count after your current maximum.
6. To remove a tier, click the × on that row. Removing all tiers via Remove all tiers returns the package to single-price mode.

Tip: Labels are what travelers see — feel free to use your supplier's exact terminology like "Inside Stateroom — Double" or "Balcony — Triple Occupancy."

How the System Matches Party Size to a Tier

When a traveler enters their party size in the booking wizard, the system finds the best matching tier automatically:

1. Exact match — if a tier exists for exactly that party size, use it
2. Round up — if no exact match, use the smallest tier that fits (e.g., a party of 3 with tiers for 2 and 4 gets the 4-person rate)
3. Overflow — if the party is larger than any defined tier, the largest tier's rate applies silently (no error shown to the traveler)

Children count toward occupancy — a party of 2 adults + 1 child occupies 3 spots and gets the triple-occupancy rate.

What Travelers See

The pricing summary updates as travelers enter their party size:

Interior Cabin · Double occupancy · $1,299/person
2 guests × $1,299 = $2,598

The option card on the package selection screen shows the full range at a glance: $849–$1,299/person.

When to Use Occupancy Tiers vs. Separate Packages

Use occupancy tiers when…	Use separate packages when…
Same room type, different occupancy levels	Genuinely different room types (balcony vs. interior)
Agent wants one option card with multiple price points	Travelers should see and compare options side by side
Cruise/resort charges per-person rates by headcount	Different inclusions at each level (e.g., VIP adds spa access)

Note: Occupancy tiers are only available on Flat pricing mode. Adult/Child and Nightly pricing modes have their own per-person rate structures.

Rate Cards & Flexible Dates

For accommodations, vacation rentals, or any booking where the total depends on the number of nights, use Nightly pricing. You can define different rates for different date ranges (e.g., peak season vs. shoulder season), and optionally let travelers pick their own check-in/check-out dates within a window you control.

Setting Up a Rate Card

1. Set the package Pricing Mode to Nightly
2. Click Add Rate to create your first date range
3. For each rate entry, set:
   • Start Date and End Date for the range this rate applies to
   • Nightly Rate (per person or per room — be consistent and label it in the description)
4. Add additional rate entries for different date ranges — they stack in order and the system applies the correct rate for each night automatically

Example rate card for a beach house package:

• May 1–May 22: $180/night
• May 23–May 26 (Memorial Day weekend): $240/night
• May 27–June 14: $180/night

The system calculates the correct total by multiplying each night by the rate that applies to that date.

Setting the Group Date Window

In the proposal settings under Group Dates, set the Group Check-in and Group Check-out dates. This is the default window travelers see when the proposal loads.

Enabling Flexible Dates

If you want travelers to arrive or depart on different days (e.g., some people stay 5 nights, others stay 7), toggle Allow travelers to choose their own dates on. When enabled:

• Travelers see a date picker in the booking wizard to choose their own check-in and check-out
• Their selected dates must fall within the group's overall date window
• The nightly total is calculated automatically based on their specific stay length and the applicable rates

Tip: Use flexible dates for vacation rental or villa bookings where not every family arrives on the same day. For a group cruise or resort package where everyone checks in together, leave flexible dates off — it keeps the booking flow simpler.

How the Nightly Breakdown Appears to Travelers

On the booking confirmation screen (Step 3), travelers see a line-by-line breakdown:

May 1–22 (22 nights × $180)    $3,960
May 23–26 (4 nights × $240)      $960
May 27–Jun 3 (8 nights × $180)  $1,440
──────────────────────────────────────
Total (34 nights)               $6,360

This transparency helps travelers feel confident they're getting exactly what they discussed with you.

Which Pricing Mode Should I Use?

Situation	Recommended Mode
Everyone pays the same flat rate per person	Flat
Same room type, different rates by occupancy (cruise cabins, resort rooms)	Flat with occupancy tiers
You have different adult and child rates	Adult/Child
Total price depends on number of nights stayed	Nightly
Nightly rates vary by season or date range	Nightly with multiple rate entries
Mix of age tiers AND variable nights	Use Adult/Child + set nightly rate per age tier

Managing Your Group

Group Booking Dashboard

Navigate to Groups in the sidebar → select your group. The Group Booking section shows four summary cards:

Card	What It Shows
Spots Booked	Filled spots vs. your max (e.g., "24 of 60")
Collected / Recorded	Payments collected or agent-recorded vs. total expected revenue
Forms	Per-form completion progress with a bar for each attached form (e.g., "Emergency Contact 5/12")
Quick Actions	Payment Reminder and Form Reminder buttons — one click sends a reminder to every traveler who is behind

Bookings Table

Below the summary cards, each booking appears as a row:

• Traveler — name and package chosen
• Party — party size (e.g., "2A, 1C" = 2 adults, 1 child)
• Dates — "Full stay" or custom check-in/check-out if flexible dates are on
• Total — package total and amount paid so far
• Status — payment badge (Paid in Full, Partial, Deposit, Pending) + booking status (Booked, Cancelled)
• Actions — ✓ update payment/booking status · ✏️ edit the booking · 🧾 view or create an invoice

Use "Have bookings outside this page? Link them here →" to connect trip bookings that were created manually (outside the self-service flow) to this group for unified tracking.

Roster

The Roster shows every traveler added to the group — both self-booked and manually added — with:

• Payment status badge (Paid, Deposit, Pending)
• Logistics icons showing travel document readiness: passport info, transfers, flights, and forms
• Export CSV to download the full roster for your records or to share with a supplier
• Add Member to manually add a traveler who didn't book through the self-service link

Rooms

If you're assigning travelers to specific rooms or cabins, the Rooms table maps each room to its members and shows the headcount. Assign travelers to rooms from the Roster view.

Waitlist

When all spots are filled, a waitlist form automatically appears on the public booking page so interested travelers can add themselves without bothering you. You see all waitlist entries here and can promote a waitlisted traveler to a booking if a spot opens up (e.g., someone cancels).

Shared Itinerary

Pick one itinerary to share with every traveler in the group. Go to Groups → your group → Shared Itinerary and click Use This next to the itinerary you want. Every traveler in the group will see the same itinerary in their portal.

Published itineraries are usually the best choice — drafts are still being edited. If you don't have an itinerary yet:

• Groups with a self-service booking page have a Create group itinerary button that takes you directly into the itinerary builder
• Other groups show a "Build a new itinerary →" link to get started

Messages

Send messages to the whole group from the Messages section at the bottom of the group detail page:

• Message Client — sends an email to every traveler in the group
• Internal Note — leaves a private note visible only to your team (travelers never see this)

All messages and notes are logged in order so your whole team stays on the same page.

Tips From Top-Performing Agents

1. Use "Create with Booking Page" for the fastest setup. From the Groups page, click New Group and choose "Create with Booking Page" — it creates the group, trip, and proposal in one step.

2. Name packages clearly. "Ocean View King — Deck 7" beats "Option 1." Travelers share these names with each other.

3. Set inventory to match your supplier hold. If the resort gave you 15 rooms, set Available Spots to 15. This prevents awkward "sorry, we're actually full" conversations.

4. Attach passport forms at booking time. Travelers are 3x more likely to fill out forms during the booking flow than when you chase them later.

5. Include a personal intro message. A warm "Hey everyone! So excited for this trip..." converts better than a generic description.

6. Share the link everywhere. Text it, email it, post it in the Facebook group, pin it in the WhatsApp chat. The easier it is to find, the faster people book.

7. Check your dashboard weekly. Send payment reminders to anyone falling behind, and form reminders to anyone who skipped the paperwork.

8. Double-check your child age cutoff against the supplier. A one-year difference (under 12 vs. under 13) can mean a meaningful price delta — confirm before you publish.

FAQ

Can I use group booking mode for regular 1-on-1 proposals? You can, but it's not recommended. Standard proposals (with the toggle OFF) give a cleaner accept/decline experience for individual clients. Group booking mode is designed for multiple independent travelers.

What happens when a package sells out? It shows "Sold Out" on the booking page and no one can select it. If more spots open up (e.g., you negotiate additional rooms), just increase the Available Spots number in the proposal editor.

Can I add more packages after people have started booking? Yes. Add new options in the proposal editor — they'll appear on the booking page immediately. Existing bookings are not affected.

Can travelers change their package after booking? Not directly. They should contact you, and you can manage changes from the group dashboard (cancel the old booking, have them rebook).

What if a traveler needs to cancel? You can update their booking status to "Cancelled" from the group dashboard. Their inventory spot is released automatically.

Does this collect payment automatically? The payment schedule is displayed to travelers so they know what's due and when. Automated Stripe payment collection is coming in a future update — for now, collect payments through your normal process and update the status in the dashboard.

Can multiple agents in my agency use the same group booking? Yes. Any agent in your workspace can view and manage the group dashboard. The proposal is tied to the workspace, not an individual agent.

Can I mix pricing modes across packages in the same group booking? Yes. Each package has its own independent pricing mode. You could have one package as Flat (e.g., a basic cabin) and another as Adult/Child (e.g., a family suite with age-tiered pricing) — travelers just see the relevant pricing for whichever package they select.

What if my rate card dates don't cover every night in a traveler's stay? A warning will appear in the package editor if there are gaps in your rate card coverage. Fill in all date ranges to ensure accurate totals for travelers.

I have a cruise with 6 cabin types and double/triple/quad pricing on each — do I need 18 option cards? No. Create one option card per cabin type (6 total), then add occupancy tiers to each one. Each option card holds all the occupancy variants — travelers see "Interior Cabin · $849–$1,299/person" and the rate adjusts automatically when they enter their party size.

Can I use occupancy tiers with Adult/Child pricing? Not in the same package — occupancy tiers are only available on Flat pricing mode. If you need both age-based and occupancy-based pricing, create separate packages for each combination, or use Flat + occupancy tiers and note in the description that children under a certain age travel free (or at a discounted rate that you handle separately).

What happens if a group of 5 books a package that only has tiers up to 4 guests? The system silently applies the largest defined tier (4-person rate). No error is shown to the traveler. If you want to prevent parties larger than a certain size, set the Available Spots field or add a note in the package description.