Kaptio Booking Wizard

Comprehensive User & Configuration Guide

The Kaptio Booking Wizard is a powerful, step-by-step interface designed to streamline the creation and modification of travel bookings within your Kaptio Travel system. This guide provides comprehensive instructions for both end users creating bookings and administrators configuring the wizard.

What is the Booking Wizard?

The Booking Wizard guides users through the complete booking process with an intuitive, tab-based interface. It handles complex workflows including passenger management, cabin selection for cruises, optional components, protection plans, and pre/post-stay extensions.

When to Use the Booking Wizard

Creating new bookings from package search results
Adding packages with options to existing itineraries
Modifying existing bookings (changing occupancy, adding options)
Managing cruise cabin selections
Handling passenger transfers between bookings
Creating waitlist requests for sold-out inventory

Key Benefits

Guided Process: Step-by-step flow reduces errors and ensures all required information is captured
Real-Time Pricing: Dynamic pricing updates as selections are made
Validation: Built-in validation prevents incomplete or invalid bookings
Flexibility: Supports multiple booking modes and scenarios
Session Management: Automatic session timeout warnings preserve work in progress

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VIDEO PLACEHOLDER

Duration: 30 seconds

Content: Complete booking flow overview showing the entire process from package selection through final booking creation

User Guide

The Booking Wizard can be accessed from multiple entry points within your Salesforce org:

The most common entry point. When viewing package search results, select a departure date from the Availability tab and click “Add with Options” or “Book Now.”

When building an itinerary, use the Package Search component to find packages, then select “Add with Options” to launch the wizard.

For existing bookings, use the “Modify” action from the Booking Overview component to adjust occupancy, add options, or make other changes.

Advanced users can access the wizard directly via URL with parameters. See the Configuration section for details.

The Booking Wizard guides you through a series of steps, each displayed as a tab at the top of the interface. Navigate between steps using the “Back” and “Next” buttons, or click directly on completed tabs.

Standard Booking Flow

Passengers →
Cabins →
Options →
Protection →
Pre/Post →
Review

Note: Not all steps appear for every booking. Steps shown depend on package configuration and your organization’s settings.

Passenger Details

The first step is to add passenger information. Each booking requires at least one passenger, and passengers must be assigned to rooms.

Adding Passengers

Search Existing Contacts — Search for existing contacts in your database by name, email, phone, or address. The wizard displays contacts from the account’s household and previously traveled companions.

Create New Contacts — Click “Create Contact” to add a new passenger. A flow opens where you enter contact details. The new contact is automatically associated with the booking account.

Use TBD (To Be Determined) Passengers — When passenger details aren’t yet known, use TBD placeholders. Specify the occupant type (Adult/Child/Infant) and assign to a room. Replace TBD passengers with actual contacts later.

Room Assignments

Each passenger must be assigned to a room. The wizard displays rooms based on your occupancy configuration (e.g., Room 1: 2 Adults, 0 Children).

Important

You must assign the exact number of passengers matching your room configuration before proceeding. For example, if configured for “2 Adults, 1 Child” you need exactly 2 adults and 1 child assigned.

Swapping Passengers Between Rooms (Modify Mode)

When modifying an existing booking, you can move passengers between rooms using the swap arrows — for example, reassigning a passenger from Room 1 to Room 2. This feature is off by default and must be enabled by an administrator via the Booking Wizard JSON configuration (passengersTab.allowPaxSwapInModify). If you don’t see the swap arrows when modifying a booking, ask your admin to enable this setting.

Note

Passenger swap in Modify mode was introduced in the Hawaii 22.6 release. Your org must be on Hawaii 22.6 or later to use this feature.

Lead Passenger

The Primary Contact on the itinerary is automatically designated as the lead passenger. You can edit contact information by clicking the edit icon next to the passenger name.

Cabin/Room Selection

Note

This step only appears for packages with physical inventory (cruises, trains, hotels with specific room inventory). Land packages typically skip this step.

When a package includes physical inventory like cruise cabins, this step allows you to select specific cabins for each room in your booking.

Cabin Selection Features

Search & Filter

• Search by cabin number
• Filter by cabin type
• Filter by deck
• View availability status

Cabin Information

• Cabin number and description
• Deck location
• Size (feet/meters)
• Min/max occupancy
• Price per person

Auto-Select Feature

Click “Auto-Select” to automatically assign the best available cabins for all rooms based on your configuration. The system selects bookable cabins that match your occupancy requirements.

Optional Components

The Options step allows you to add optional components to enhance the booking. These can include excursions, meal plans, transfers, upgrades, and other add-ons configured in your package.

Types of Options

Per-Room Options

Applied to everyone in a specific room. Select once and all room occupants receive the option.

Per-Person Options

Applied individually to each passenger. Select separately for each traveler.

Per-Booking Options

Applied once to the entire booking. Shared across all passengers.

Selecting Options

Options are organized by category. Expand each category to view available options. Click the checkbox or “Add” button to include an option. The pricing summary updates in real-time as you make selections.

Protection Plans

Add travel protection plans to safeguard your customers’ investments. Protection plans are typically offered per-passenger and provide coverage for trip cancellation, interruption, and other travel mishaps.

Available Plans

Your organization configures which protection plans are available. Common options include:

Basic Protection: Covers trip cancellation and interruption
Comprehensive Protection: Includes medical coverage and baggage protection
Cancel For Any Reason (CFAR): Premium coverage with maximum flexibility

Tip

Protection plan pricing is typically based on the total trip cost. The wizard automatically calculates the premium based on the booking total.

Pre/Post Stay Extensions

Extend your customers’ trips with pre-departure or post-arrival hotel stays. This step allows you to add nights before or after the main package dates.

Adding Extensions

Select pre-stay dates (nights before the package starts)
Select post-stay dates (nights after the package ends)
Choose from available hotel options
Configure room types and meal plans

Note

Pre/Post stay availability depends on your package configuration. Not all packages support extensions.

Review & Confirm

The final step presents a complete summary of the booking for review before confirmation. Verify all details are correct before submitting.

Review Summary Includes

Package details and departure date
All assigned passengers with room assignments
Selected cabins (if applicable)
All optional components
Protection plan selections
Pre/post stay extensions
Complete pricing breakdown

Confirmation Actions

Click Confirm Booking to finalize. The system will:

Create booking records in Salesforce
Reserve inventory (cabins, room nights, etc.)
Calculate final pricing
Generate booking confirmation
Trigger any configured automations

Waitlist Requests

When inventory is sold out, the wizard can create waitlist requests instead of confirmed bookings. Customers are notified if inventory becomes available.

Transfer Mode

Transfer passengers from one booking to another, handling the financial and inventory adjustments automatically.

Modify Mode

Make changes to existing bookings including occupancy changes, adding/removing options, and cabin reassignments.

Common Issues

“Cannot proceed” error on Passengers step — Ensure you have assigned exactly the number of passengers required by your room configuration. Check for mismatched adult/child counts.

Cabin selection not showing — The package may not have physical inventory, or cabin selection may be disabled in your configuration.

Pricing not updating — Wait a moment for calculations to complete. If pricing still doesn’t update, try refreshing the wizard.

Configuration Guide

The Booking Wizard is highly configurable to match your organization’s workflows and business rules. Configuration is done through a combination of Lightning App Builder properties and JSON configuration.

Configuration Layers

Component Properties: Set in Lightning App Builder
JSON Configuration: Detailed settings in JSON format
URL Parameters: Override settings via URL
Custom Metadata: Organization-wide defaults

Add the Booking Wizard component to your Lightning pages and configure basic properties.

Key Properties

Property	Description	Default
`configurationJson`	JSON configuration string	Empty
`mode`	Wizard mode (Book, Modify, Transfer)	Book
`showPricing`	Display pricing panel	true

Override configuration via URL parameters when launching the wizard directly.

Common Parameters

Parameter	Description
`c__packageId`	Package record ID
`c__itineraryId`	Existing itinerary to add to
`c__mode`	Wizard mode override
`c__departureDate`	Pre-selected departure date

The configurationJson property accepts a JSON object with detailed configuration options.

Example Configuration

{ “steps”: { “passengers”: { “enabled”: true }, “cabins”: { “enabled”: true, “mandatory”: false }, “options”: { “enabled”: true }, “protection”: { “enabled”: true }, “prepost”: { “enabled”: false }, “review”: { “enabled”: true } }, “features”: { “autoSave”: true, “sessionTimeout”: 30, “showPriceBreakdown”: true } }

Available Modes

Book Mode

Create new bookings from scratch. Default mode for new reservations.

Modify Mode

Edit existing bookings. Change passengers, options, cabins.

Transfer Mode

Move passengers between bookings with financial adjustments.

Waitlist Mode

Create waitlist requests for sold-out inventory.

Enable or disable specific features based on your business needs.

Feature	Description	Default
`autoSave`	Auto-save progress between steps	true
`showPriceBreakdown`	Display detailed pricing	true
`allowTBDPassengers`	Enable TBD passenger creation	true
`requireLeadPassenger`	Require lead passenger assignment	true
`passengersTab.allowPaxSwapInModify`	Enables the room-swap arrows on the Passengers step when modifying an existing booking, allowing users to move passengers between rooms. Introduced in Hawaii 22.6.	false
`passengersTab.disabled`	Hides the Passengers tab when the wizard is in Search mode (starting a new booking from Package Search). Does not apply in Modify or other modes.	false

Styling

The wizard uses the Salesforce Lightning Design System (SLDS) by default. Custom styling can be applied through CSS overrides in your org’s static resources.

Custom Components

Extend the wizard with custom Lightning Web Components (LWC) for specialized functionality like custom validation or integrations.

Events

The wizard fires events at key points that can be handled by parent components:

bookingcreated - Fired when booking is confirmed
wizardclosed - Fired when user exits wizard
stepchanged - Fired on navigation between steps

Apex Hooks

Custom Apex classes can be invoked for validation, pricing calculations, or post-booking processing.

Configuration Tips

Start Simple: Begin with default settings and add customizations as needed
Test Thoroughly: Test all booking scenarios after configuration changes
Document Changes: Keep records of configuration changes for troubleshooting
Use Sandboxes: Test configuration changes in sandbox before production

Performance

Limit the number of options displayed per category
Enable lazy loading for large catalogs
Configure appropriate session timeouts

Common Configuration Issues

Wizard not loading — Check that the component is properly configured in App Builder and that required permissions are assigned.

Steps not appearing — Verify step configuration in JSON. Ensure enabled: true for desired steps.

Pricing discrepancies — Review pricing rules and ensure product catalog is properly configured.

Debug Mode

Enable debug mode by adding ?debug=true to the URL. This displays additional logging in the browser console.