How to set up pending group formation product?
How to set up pending group formation product?
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Pending group formation products refer to group tours or experiences that will only be confirmed once the minimum number of participants, as set by the merchant, is reached.
This article will guide you through the steps to set up such products in the system, helping travelers clearly understand the group formation conditions before booking a tour, and explaining how to manage orders to ensure they meet the Trusted Partner metrics.
Product Setup: Special Terms and Cinditions
Product Setup: Special Terms and Cinditions
Clearly state the group formation deadline in the Special Terms and Conditions to ensure that travelers fully understand the group formation conditions before booking. If the activity does NOT reach the minimum number of participants and needs to be canceled, you should notify the travelers immediately and provide detailed refund information, ensuring they receive timely updates and can adjust their plans accordingly.
Path: Product List > Introduction > Special Terms and Conditions
Suggested Group Requirement Notices:
→ Example 1: This product will confirm whether the group meets the minimum participant requirement 7 days before the departure date. If the minimum number of participants is NOT reached, the order will be canceled, and you will be notified within the group confirmation period. Any payments made will be fully refunded.
→ Example 2: Please note that the group must meet the minimum participant requirement 7 days before departure. If the requirement is NOT met, the activity will be canceled. We will notify you in advance and arrange for a full refund. Thank you for your understanding and cooperation.
⚠️ Reminder: If the group requirements are NOT specified on the product page, the product cannot be listed on the KKday platform. For more details on listing regulations and review standards, please refer to this article.
Product Setup: Confirm Bookings
Product Setup: Confirm Bookings
If your itinerary is a pending group formation product, you can set the product to manually confirm the order X days before the departure date. The system will calculate whether the order meets the completion rate based on the order confirmation time you set. (What is Order Fulfillment Rate?)
Path: Product List > Publish Settings > Confirm Bookings
Go to Publish Settings and select "Manually > Before Departure Date" for the Confirm Bookings, then enter the number of days for order confirmation (The confirmation period must be ≥ 2 days).
→[Example] The pending group formation product will confirm whether the group is formed 7 days before departure.
⚠️ Note: Only full days are supported on the Maeketplace channel. If you set N days and M hours, it will automatically round up to N+1 days.
⚠️ Reminder: The group formation deadline must be greater than the manual confirmation period. For more details on listing settings, please refer to this article.
Best Practices for Order Management
Best Practices for Order Management
Once your pending group formation product has completed the above settings, follow these steps to manage new orders when they come in:
Step1: Check Order Status
If you have set the order confirmation method to manual, new orders will display as “Pending.”
Make sure to regularly check for new orders to avoid missing any.
Step2: Monitor Group Progress
Continuously monitor the progress of group formation, and assess whether adjustments are needed based on the current status.
Before confirming the group, be sure to respond to traveler inquiries promptly and update them on the group status to ensure their peace of mind.
Step3: Confirm Group Formation and Notify Travelers
Before the specified confirmation time, verify whether the minimum participant requirement has been met. Failing to process orders on time may affect your order completion rate and impact your performance on the Trusted Merchant Indicators.
If the group is formed: Click “Confirm Order” and notify the travelers with relevant itinerary information.
If the group is NOT formed: Notify the travelers first, and try to coordinate whether they are willing to change the date or session. If the travelers are unable to adjust, click “Cancel Order” and proceed with the refund process.
⚠️ Reminder:
The closer the order confirmation time is to the departure date, the less likely travelers will place an order. It’s recommended to confirm group status as early as possible and guide travelers to adjust their orders in time to retain the booking opportunity.
KKday users generally prefer small group tours, so we suggest offering options with a low minimum number of participants, or concentrating available sessions on specific dates to reduce the likelihood of cancellations due to insufficient participants.
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