Cabin Configuration and Seating

Overview

Cabin configuration connects the physical layout of a ship or train with the booking and departure workflows in Kaptio.

A Cabin Configuration Scheme is the reusable cabin or seating layout for a ship or train. It defines the units that staff can assign and the rules that determine which passengers can use them.
A Cabin Set is a named group of cabins or seats within that layout. Sets make it easier to reuse or work with a relevant selection of units.
The Cabin & Seating Tool is the operational workspace where reservations or operations staff assign confirmed passengers to cabins or seats for a service departure.

This guide covers the setup sequence and the day-to-day assignment workflow. The labels and page layout can vary slightly if your Salesforce org uses custom page layouts.

Before you begin: Confirm that the vessel or train, cabin types, occupancy rules, and departure already exist. Configuration work normally requires a programs, implementation, or administrator role. Reservations staff need access to the departure, booking, passenger, and cabin details used by the tool.

Part 1: Set Up Cabin Configuration

Step 1: Create the Cabin Configuration Scheme

Open the area your org uses to manage Cabin Configuration Schemes.
Select New.
Enter a clear name that identifies the vessel or train and, where useful, the layout version.
Link the scheme to the relevant ship or train.
Save the scheme before adding cabins or seats.

Use one scheme for each reusable physical layout. If a vessel is refurbished or a train uses materially different formations, create a separate scheme so that historical departures keep the layout they were sold against.

Common mistake: Do not use the scheme name as a substitute for a cabin type. The scheme represents the full layout; cabin types classify the individual units within it.

Step 2: Add Cabin Types and Occupancy Rules

Create or confirm the cabin types that describe the categories sold to guests, such as Interior, Ocean View, Balcony, Suite, or a rail accommodation class.

For each cabin or seat in the scheme:

Enter the unit number or name that staff will recognize.
Assign the correct Cabin Type.
Assign the deck, carriage, or other location information used by your operation.
Set the minimum and maximum occupancy.
Add any configuration details staff need when choosing the unit.
Save and repeat until the complete layout is represented.

Occupancy rules must match how the product is sold. For example, a unit with a maximum occupancy of two should not be offered to a room containing three passengers.

Common mistake: A cabin can exist in the scheme but still be unavailable to a booking when its cabin type or occupancy limits do not match the selected room.

Step 3: Build Cabin Sets

Cabin Sets group related cabins or seats so the same selection can be used consistently.

Open the scheme and go to its Cabin Sets.
Create a new set with a name that explains its purpose.
Add the cabins or seats that belong in the group.
Review the list for duplicates and omissions.
Save the set.

Useful sets might represent a deck, carriage, operating allocation, or another group that staff manage together. A cabin set should make the assignment workflow clearer; avoid creating overlapping sets unless the business process requires them.

Step 4: Attach the Scheme to the Service Departure

The scheme must be linked to the departure that reservations staff will manage.

Open the relevant Service Departure.
Select the ship or train used for that departure.
Select the appropriate Cabin Configuration Scheme.
Select the applicable Cabin Set, where your setup uses one.
Save the departure.
Open the Cabin & Seating Tool and confirm that the expected units are visible before bookings begin.

Common mistake: Creating a scheme does not make it available automatically. The departure must reference the correct scheme, set, and vessel or train.

Part 2: Assign Cabins or Seats

Step 5: Open the Assignment Workspace

Use the booking flow appropriate to the task:

During a new or modified booking, use the Cabins step in the Booking Wizard when specific unit selection is enabled.
For departure operations, open the relevant Service Departure and launch the Cabin & Seating Tool.

The Cabin & Seating Tool is departure-focused. It shows passengers from confirmed bookings that are eligible for cabin or seat assignment on that departure.

Step 6: Assign a Cabin or Seat

Filter by cabin type or choose All Cabin Types when you need the full list.
Find the passenger or room-share group.
Open the cabin or seat picker.
Search by unit number if needed.
Select an available unit that matches the cabin type and occupancy.
Save the assignment.
Confirm that every passenger who should share the unit is shown against it.

When assigning room-mates, keep the passengers in the same room-share group together unless the booking intentionally uses separate single-occupancy units. The tool warns when passengers who are expected to share are split across different cabins.

Tip: The cabin picker supports keyboard entry. Use its search field to narrow the list, then select the required unit.

Step 7: Change Occupancy or Reassign a Unit

If passenger numbers or room arrangements change:

Update the booking occupancy through the Booking Wizard or your approved booking-change process.
Return to the Cabin & Seating Tool.
Review the affected passengers and remove any assignment that is no longer valid.
Select a unit whose minimum and maximum occupancy match the revised room.
Save and confirm that the room-share warning has cleared.

Do not change the scheme or cabin set on a live departure simply to solve one booking-level assignment. That can affect which units are available for every booking on the departure.

Understanding Availability

The assignment workflow uses the availability configured for the departure and its physical inventory.

Status	What staff should expect
AL — Allotment	The cabin type or unit has managed availability. Staff can assign it while sufficient units remain.
RQ — On Request	Availability requires supplier or operations confirmation. Follow the organization’s confirmation process before treating the assignment as confirmed.
SO — Sold Out	No assignable availability remains for the cabin type or unit. Select another available option or follow the waitlist/on-request process used by the organization.
NA — Not Available	The cabin type or unit is not available for this departure or booking context. Check the departure configuration and inventory coverage.

Availability and physical assignment are related but separate. A cabin can be present in the scheme while its cabin type has no sellable inventory, and available category inventory does not guarantee that a particular cabin number is eligible for the selected room.

If Cabins or Seats Are Missing

Check the following in order:

The correct ship or train is selected on the Service Departure.
The correct Cabin Configuration Scheme is attached to the departure.
The expected Cabin Set is selected, where sets are used.
The cabin or seat exists in the scheme and belongs to the expected set.
The cabin has the correct cabin type, deck/location, and minimum/maximum occupancy.
The room occupancy matches the cabin’s occupancy rules.
Inventory exists for the cabin type and departure date and is not Sold Out or Not Available.
The booking is confirmed and the passengers are eligible for this service departure.
The user can read the Cabin record and the cabin details required by the tool, including cabin type, cabin configuration scheme, cabin set, deck, and minimum/maximum occupancy.

If one user cannot see cabins that another user can see on the same departure, compare their permission sets and field-level security before changing the departure configuration.

Access note: A permission set that grants access to the tool but not read access to its cabin fields is incomplete. Ask a Salesforce administrator to verify object access and field-level read permissions in the KaptioTravel namespace.

Validation Checklist

Before opening a departure for booking, verify: