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How the Booking Agent Flow Works for Concierge or Hotel Bookings

Learn how bookings work when a hotel, lodge, or concierge team books trips on behalf of guests, including how to invite guests, what guests can access, and what stays private.

In this setup, the hotel, lodge, concierge team, or booking partner becomes the Booking Client on the reservation. The actual trip guests are then added to the trip afterward so they can complete waivers, view itinerary details, and manage trip tasks.

How the booking agent flow works

When a booking is created on behalf of a guest, the business making the reservation is listed as the Booking Client.

For example, if a lodge creates the booking, the lodge will appear as the Booking Client on that reservation.

The actual guests still need to be added to the trip so they can:

  • Complete waivers

  • View itinerary details

  • Check trip tasks

  • Join the correct trip

This flow is useful when a concierge, hotel, lodge, or booking partner is coordinating trips for guests.

What the Booking Client can access

The Booking Client is the account holder for the reservation.

That account can:

  • View all trips tied to its account

  • View invoices and billing details

  • Manage guest invitations

  • Access the full client portal for its bookings

This is usually the concierge team, lodge, hotel, or booking partner that made the booking.

How to add guests to the trip

There are two ways to get guests into the booking.

Option 1: Invite guests from the client portal (Recommended)

  1. Go to client portal.

  2. Open the trip.

  3. In the Invite your fellow guests to the trip section, click Invite and manage guest .

  4. In the pop-up window, choose one of these options:

    • Add the guest directly by entering their name, email, and phone number

    • Copy the Share itinerary link to clients and send it yourself by email, text, or any other method you use to communicate with guests

Using the shareable itinerary link is often the fastest option because guests can join the trip directly from the message you send.

Option 2: Outfitter sends the guest link from the booking

If needed, the same guest invite link can also be copied from the booking itself.

Steps:

  1. Outfitter opens the booking in Brindlechute.

  2. Go to Manage Booking.

  3. Click View Client Portal.

  4. Click the arrow to access the shareable invite link.

  5. Copy the link and send it to the guest.

This sends the guest to the same trip access flow as the portal method above.

Why the confirmation email may show the booking agent name

In this flow, the confirmation email may show the Booking Client name instead of the guest’s name.

For example, if a hotel or concierge team created the booking, the confirmation email may show that business name because it is the account holder for the reservation.

This can make it harder to search for a specific guest by name in email.

Ways to make confirmation emails easier to search

There are two simple workarounds:

  • Outfitter to add the guest name to booking notes

    If the guest name is added to the booking notes, it can appear in the body of the confirmation email. This makes the email easier to search later.

  • Outfitter to customize the email subject line

    When sending the confirmation email, the subject line can be edited to include the guest’s name.

Either option can make inbox searches much easier.

What guests can and cannot see

It is important to know that guests do not get the same access as the Booking Client.

Guests can see:

  • Their own trip page

  • Their itinerary

  • Their waiver

  • Their trip tasks

Guests cannot see:

  • Invoices

  • Billing details

  • Other trips under the Booking Client account

  • Other bookings tied to the same hotel, lodge, or concierge account

Each guest is limited to their own trip only.

What the Booking Client can see

The Booking Client has the broader account view.

That account can see:

  • All trips connected to its account

  • All invoices connected to its account

  • The full portal view intended for the account holder

This full visibility belongs only to the Booking Client login. It is not shared with invited guests.

Summary

The booking agent flow lets a concierge, lodge, hotel, or partner team create and manage reservations while still giving actual guests access only to the trip details they need.

Guests can be invited from the client portal or from the booking itself. Once invited, they can complete waivers, review itinerary details, and manage trip tasks for their own trip only.

This flow keeps billing private to the Booking Client while making it easy for guests to access their own itinerary, waivers, and trip tasks.

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