Groups

Groups let you manage multiple related bookings together in one place. Whether you're coordinating a corporate retreat, a family reunion, or a tour group, you can track all orders, payments, and communications through a single group interface instead of managing each booking separately.

Groups require the Groups feature flag to be enabled in your workspace.

How It Works

You create a group and assign a contact person who coordinates the bookings. As travelers make their bookings, you associate their orders with the group. The group progresses through stages from initial inquiry to departure, and you can track payments, communicate with participants, and manage everything centrally.

The group detail page adapts as you progress through stages — more sections become available as the group advances, so you only see what's relevant at each phase.

Viewing Groups

The groups list offers two ways to view your groups:

Board View

The default view shows a Kanban board with columns for each stage. Each group appears as a card showing its name, contact person, travel dates, order count, and financial summary. You can drag and drop groups between columns to change their stage. Groups within each column are sorted by their travel date.

List View

Switch to a traditional table view for a sortable, paginated list of all groups. This is useful when you have many groups and need to search or filter efficiently.

Filtering

Both views support filtering by:

• Stages — Show only groups in specific stages
• Active — Toggle between active groups and all groups (including inactive)
• Assigned to Me — Show only groups assigned to you

Key Concepts

Group Stages

Groups move through five stages that reflect the booking lifecycle:

• Lead — Initial inquiry or interest. You're gathering information and discussing options.
• Planning — Actively planning the trip. Participants are being identified and details are being worked out. The Orders section becomes available.
• Booked — Bookings have been made and orders are associated with the group. The Payments section becomes available.
• Confirmed — Everything is confirmed and ready. The public customer portal becomes available for sharing with the group.
• Departed — The group has departed on their trip.

You move groups between stages either by clicking the stage indicators on the group detail page or by dragging the group card on the Kanban board.

Financial Tracking

The group detail page shows four summary cards at the top:

A progress bar below the cards shows the payment percentage, giving you an at-a-glance view of how close the group is to being fully paid.

Group Payments

Groups have their own payment system, separate from individual order payments. When the group contact makes a payment on behalf of multiple travelers, you record it as a group payment.

Group payments can optionally be distributed across all orders in the group. When you enable distribution, the payment amount is divided evenly among all non-cancelled orders and recorded as individual order payments. This keeps each order's payment status up to date automatically.

You can also reverse and redistribute group payments if orders are added or removed from the group.

The group detail page shows both types of payments:

• Group Payments — Payments recorded at the group level, with their distribution status
• Order Payments — Individual payments made directly on orders within the group

Messaging

The messaging system creates a threaded conversation between three types of participants:

• Travel Agent — Your staff members
• Group Contact — The person coordinating the group
• Group Participant — Individual travelers in the group

Messages are visible in both the admin interface and the public group portal, keeping everyone informed and communication transparent.

Customer Portal

Once a group reaches the Confirmed stage, a public portal link becomes available. Share this link with the group contact and participants so they can:

• View all orders in the group
• See who else is traveling
• Read and send messages
• Track payment status

Common Tasks

Creating a Group

1. From the groups list, click Add
2. Enter a descriptive name (e.g., "Smith Family Reunion 2026" or "Acme Corp Team Building")
3. Add the contact person's name, email, and phone number
4. Optionally link to a client (for corporate groups) or a trip
5. Add a description with important details about the group's plans
6. Click Save

The group starts in the Lead stage.

Moving Through Stages

From the group detail page, click the stage indicators at the top to advance (or move back) through stages. On the Kanban board, drag the group card to a different column.

As you advance through stages, new sections appear on the group detail page:

• From Planning onward: Orders section with the ability to add orders
• From Booked onward: Payments section for recording group payments
• From Confirmed onward: Portal link for sharing with the group

Adding Orders to a Group

From the group detail page (Planning stage or later):

1. Click Add in the Orders section
2. Search for and select existing orders to associate with the group
3. The group's financial summary updates automatically

You can also remove orders from a group from the group's Orders page.

Recording a Group Payment

From the group detail page (Booked stage or later):

1. Click Add in the Group Payments section
2. Enter the payment amount, date, and any notes
3. Choose whether to distribute the payment across orders — when enabled, the amount is divided evenly among all non-cancelled orders in the group
4. Click Save

Sending a Message

1. Click Add in the Messages section
2. Write your message
3. Select the author type (Travel Agent, Group Contact, or Group Participant)
4. Enter the author's name and email
5. Click Save

The message appears in both the admin interface and the public portal.

Assigning a Group to a Staff Member

Groups can be assigned to specific staff members for ownership and accountability. Assign a group from the detail page, then use the "Assigned to Me" filter to quickly find your groups.

Sharing the Public Portal

Once the group reaches the Confirmed stage, copy the portal link from the group detail page and share it with the group contact. They can forward it to participants.

How It Connects

• Orders — Orders are associated with groups. Adding or removing orders updates the group's financial totals and participant counts.
• Clients — Corporate groups can be linked to a client record to maintain the business relationship.
• Trips — Groups can be linked to a specific trip when everyone is booking the same experience.