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

Toggle Group Booking Mode to ON (you'll see it below the proposal settings). 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.

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

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. Set the price (per person or total)
4. 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.
5. 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.

Managing Your Group

Group Dashboard

Navigate to Groups in the sidebar → select your group. The Group Booking dashboard shows everything at a glance:

Card	What It Shows
Spots Booked	How many travelers have booked vs. your limit
Collected	Total payments collected vs. total expected revenue
Forms	How many travelers completed forms vs. how many haven't
Quick Actions	One-click buttons to send payment or form reminders

Below the summary cards, the Bookings Table lists every traveler with:

• Name and email
• Which package they chose
• Number of add-ons selected
• Payment status (pending, deposit paid, partial, paid in full)
• Booking status (booked, cancelled, waitlisted)

Linked Bookings vs. Group Booking

Your group detail page has two sections:

• Group Booking (top) — travelers who booked themselves through your shareable link
• Linked Bookings (bottom) — trip bookings you manually added to the group for tracking

Both are useful. Some travelers will book through the link; others you might add manually after a phone call. The group dashboard gives you a unified view of everyone.

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.

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.