Occasionally, a traveler will contact you asking to add participants to a booking they've already made — a friend has decided to join, a partner is coming along, a small group of friends has grown. Here's how to handle it.
Participants cannot be added by editing an existing reservation. Instead, the traveler must make a separate booking and payment for the additional guests.
A quick note: please handle all additional participants through Fernwayer. Taking payment off-platform (cash, Venmo, direct transfer) means the additional guests have no booking confirmation, no cancellation protection, no access to Fernwayer Support if something goes wrong, and no way to leave a review. In some markets, off-platform bookings can also create issues with local tourism regulations. Working through Fernwayer protects everyone.
The right way to handle this depends on three things:
How many additional people are being added.
Your Experience's minimum booking size.
How far away the Experience is (specifically, whether the traveler has been charged yet — payment is captured 15 days before the Experience).
If the Experience is more than 15 days away
The traveler hasn't been charged yet, so the simplest option is usually to ask them to rebook the Experience with the updated number of participants.
Ask them to:
Cancel the existing reservation.
Return to the Experience page > Book.
Make a new booking for the same date, for the correct total number of participants.
This is cleaner than juggling two separate reservations for the same date and time.
If the Experience is less than 15 days away
The traveler has already been charged for the original booking. The cleanest path now is to add a separate new Entry, with overlapping availability for the same date and time as the existing booking — provided the number of additional guests is the same as or higher than your Experience's minimum booking size.
For example:
If your minimum booking size is 1 person and the traveler wants to add 1 person → add a new Entry with overlapping availability for one guest.
If your minimum booking size is 2 people and the traveler wants to add 3 people → add a new Entry with overlapping availability for three guests.
How to add the overlapping availability
Go to your Booking Calendar and select the Experience.
Click the three dots next to the Experience name and choose Create Entry.
Set the date and time to exactly match the traveler's existing booking.
Set the maximum capacity to the number of additional guests the traveler wants to add.
Submit.
For more detail on creating a single Entry, see Managing a Single Entry: How to Add, Edit, or Delete an Entry.
Once the availability is live, ask the traveler to return to the Experience page, click Book, select the new availability for the same date and time as their existing booking, and complete a separate reservation for the additional guests.
When Fernwayer Support is required
If the number of additional guests is lower than your Experience's minimum booking size, you can't create the required availability directly.
For example: if your Experience has a minimum booking size of 2 people and the traveler wants to add just 1 person, please contact Fernwayer Support. The traveler has already met your minimum requirement with their original booking — the added guest doesn't need to trigger it again.
Fernwayer Support will create a temporary overlapping availability with a minimum and maximum set to the exact number of guests needed, even below your usual minimum booking size. The traveler can then book the additional guests for that exact number.
Because this temporary availability may briefly be visible to other travelers, ask your traveler to complete the booking promptly once you let them know it's been set up.
Once the additional booking is complete, Fernwayer Support will restore your usual minimum participant size. You may receive a few automatic notifications about the Experience being put "on hold" and then "reactivated" during this process — you can safely ignore these.
How to contact Fernwayer Support
Contact Fernwayer through in-app chat from the notification bell — look for the chat titled [Experience Name] with Experience360. You can also reach out to your Fernwayer contact directly.