Question 1

Can I send my customer a travel voucher and itinerary from the software, or do I have to make those documents myself?

Accepted Answer

Yes, you can send travel documents straight from the software, so you do not have to build each voucher or itinerary by hand in a word processor. Once a booking is confirmed, the system already holds the details it needs, such as the traveller names, dates, hotel or flight information and the reference numbers. It uses those details to produce a document carrying your own agency name, logo and contact details, which you can download as a PDF or email to your customer directly from the booking screen. If a customer has booked more than one item for the same trip, you can usually put the flight, the hotel and any extras together on a single itinerary rather than sending separate documents for each part. There are limits worth knowing about. The document can only show information the supplier actually gives us, so if a supplier returns very short hotel details, the voucher will be short too. Some hotel suppliers also issue their own voucher that the guest must present at check in, and in that case the software passes that document through to you rather than replacing it with its own version. Airline tickets work the same way, because the ticket itself comes from the airline. How much you can change the wording and layout of your templates depends on your plan, so that part is not the same for everyone. The practical next step is to ask us which document templates are included on your plan, then make a test booking and send the voucher to yourself so you can see exactly how it reads before a real customer receives one.

Question 2

Can I see how much baggage is included on a flight and add extra bags through my flight booking API?

Accepted Answer

Yes, in most cases you can see the baggage allowance included with a fare, and with some airlines you can add extra bags at the time of booking. When flight results come back, the baggage detail usually arrives alongside the fare, showing what each passenger may carry in the cabin and what they can check in. Some airlines express this as a number of pieces and others as a weight limit, so the wording your staff see varies from one carrier to the next. Selling extra bags through the API is less consistent. Low cost carriers usually treat bags as an add on that is chosen before the booking is completed, so those options can be shown to your customer and paid for along with the ticket. Full service airlines handle it differently, and with some of them extra baggage can only be bought later, at the airport or directly with the airline. What you can offer depends on the supplier behind that particular fare, so it will not be the same for every flight you sell. Two things are worth warning your team about. On a journey with connecting flights operated by different airlines, the allowance can change between legs, and the allowance for children and infants is often not the same as for an adult. Treat what the API returns as the airline's own information for that fare, and point your customer to the airline conditions before they travel. A good next step is to run a few searches for the routes you sell most often, look at the baggage detail that comes back, and ask us which of your connected suppliers allow paid bags to be added during booking.

Question 3

Can I book several rooms for different guests in one hotel reservation?

Accepted Answer

Yes, a hotel booking API can allow you to reserve several rooms for different guests in one booking request. This is useful when a family, a group of friends or colleagues want to stay at the same hotel. Your staff can search for suitable rooms, enter the guest details for each room and send the booking request through the same process. The exact options depend on the hotel supplier and the information returned by its API. Some suppliers let every room have a different room type, meal plan or guest mix, while others require all rooms to use the same rate or booking conditions. Availability can also change while the guest details are being entered, so the rooms and final amount should be checked again before confirming. A group request may be handled differently when the hotel has special rules for several rooms. The supplier may accept the rooms together, create separate confirmation references or ask for the request to be managed directly. glideFares can show and process the choices made available by the connected supplier, but it cannot add a room combination or booking rule that the supplier does not offer. Before accepting payment from your customer, check that every required room is still available, that the guest names are assigned correctly and that the cancellation terms apply as expected to each room.

Question 4

Can I check whether a booking is confirmed without contacting the supplier each time?

Accepted Answer

Yes, you can check the booking status in the travel agency software before updating your customer. The booking record may show whether the request is confirmed, pending, cancelled or needs further action, along with any confirmation details received from the supplier. The status shown depends on the information returned by the supplier or booking API. Some bookings are confirmed immediately, while others may remain pending while the supplier completes its checks. A pending status should not be treated as a confirmed booking, even if the customer has already provided their details or payment. There can also be cases where a supplier changes a booking outside the normal booking flow or takes time to send an update. For that reason, the status in the software may not always reflect a very recent change straight away. Important details should be checked against the latest confirmation and travel documents before you give the customer a final answer. Open the booking record, review its current status and supplier confirmation details, and check any pending message before telling your customer that their booking is complete.

Question 5

Can I set up my white label travel portal so that customers in different countries see different prices for the same flights and hotels?

Accepted Answer

Yes, you can set different prices for different customers, but how you do this depends on what you want to achieve and what your agreement with glideFares includes. Some travel agencies want to show local prices in each customer's home currency, while others want to apply different markups based on which country a customer is booking from, or which customer segment they belong to. The system can support these kinds of pricing strategies, but the setup depends on your specific business model and the features included in your plan. The way this works in practice is that you control the pricing rules through your portal settings rather than the booking API itself. You can create different price points for different customer groups, regions or booking channels, and the portal will apply the right price when each customer searches. This means a customer in one country might see a different total price than a customer in another country, even when they are looking at the same flight or hotel on the same day. Keep in mind that currency conversion and local pricing rules can get complicated, especially if you work across multiple countries or if local laws affect how you can display prices. Some suppliers also have their own rules about pricing in different regions, so you will need to check what flexibility you have with the inventory you are using. The best next step is to talk through your pricing strategy with the glideFares team so they can confirm what is possible under your plan and help you set it up correctly.

Question 6

Can I see alternative flight options if the first choice is no longer available when my customer tries to book?

Accepted Answer

Yes, the flight booking API will show you what is available at the moment your customer searches and attempts to book. When a flight is selected for booking, the system checks real time availability with the airline or supplier. If that specific flight has sold out in the seconds between the search results and the booking attempt, you will get a message that the flight is no longer available. At that point, you can search again to show your customer the flights that are still open on that route and date. How quickly you can show alternatives depends on how your white label portal or booking system is set up. Some travel agencies go straight back to the search results to pick a different option. Others use the API to pull fresh availability instantly. Either way, your customer will see what seats exist right now, not what existed a minute ago. This matters most on popular routes where seats fill quickly, or at times of day when many people are booking. The airline or supplier controls which flights are available and how many seats they release to the API. We cannot guarantee that alternatives will always be there, especially on very full flights or during peak travel times. Your customer may sometimes need to shift their travel dates or times to find an open flight. To handle this smoothly, make sure your booking flow lets customers easily go back and search again without losing their trip details.

Question 7

Can I add a hotel guest's special requests when I make a booking in the travel agency software?

Accepted Answer

Yes, you can usually add a guest's special requests while making a hotel booking, provided the selected supplier and booking service accept them. This can help you pass on preferences such as a quiet room, adjoining rooms, a higher floor, late arrival or accessibility needs without relying only on a separate message to the property. A special request is not the same as a confirmed service. The hotel decides whether it can meet the request, and availability may depend on the room, the property and the guest's arrival date. Some requests may involve an extra charge, while others may need to be arranged directly with the hotel. The information returned through the booking service can also vary, so the software may show that a request was submitted without showing that it was accepted. For anything essential to the stay, such as an accessible room or a particular sleeping arrangement, do not treat the request field as a guarantee. Review the room details and booking terms first, then check the confirmation for any note about the request. If the requirement is critical, contact the property and ask for confirmation before telling the customer it is arranged. Your next step should be to check whether the request field appears for the chosen hotel and rate, then verify important requirements with the property after booking.

Question 8

Can my customers make bookings on my white label travel portal outside my office hours?

Accepted Answer

Yes, customers can use your white label travel portal to search and make bookings when your office is closed, provided the portal and the required supplier services are available. This gives customers the freedom to arrange travel at a time that suits them without waiting for a member of your team to respond. A booking is only confirmed when the travel supplier accepts it and the required payment or credit process is completed. Availability and booking results come from the connected supplier, so a room, seat or other travel product may change or become unavailable while the customer is completing the booking. Some bookings may also need a manual check, depending on the product, supplier or setup of your plan. Your portal can show the customer the booking result and provide the available confirmation details after a successful booking. It should not be treated as a replacement for staff support, because customers may still need help with failed payments, special requests, changes, cancellations or bookings that remain pending. Before opening the portal to customers, check which products can be confirmed automatically, how payments are handled and what instructions customers will see if a booking cannot be completed.

Question 9

Can I see the exact room type and bed configuration that my customer will get when they book a hotel through your API?

Accepted Answer

Yes, the hotel booking API shows room types and bed configurations before your customer completes their booking. When a guest searches for hotels, they see details about what they are actually reserving, such as whether the room has one double bed, two single beds, or multiple rooms. This helps your customers make informed choices and reduces misunderstandings about what they will find when they arrive at the hotel. The level of detail available depends on what the hotel itself provides to us through their system. Some properties give us very specific information about room layouts, views, and amenities for each room type, while others provide more general descriptions. We show whatever information the hotel has made available, so you and your customers see the same details that the hotel is publishing. You can also show your customers photos of the actual room types if the hotel has uploaded them, which helps them feel confident about their choice. If a particular property does not provide detailed room information, you will see that in the search results so you know what level of detail to expect. When you are setting up your portal, you can choose which room details to display to your customers so they see the information that matters most for your business. Check with your account manager about which hotels in your area provide the most detailed room type information, so you know what to expect when your customers start searching.

Question 10

Can the software remind my staff when a booking needs attention?

Accepted Answer

Yes, the travel agency software can help your staff keep track of bookings that may need attention, although the reminders available depend on your plan and how each travel product is handled. A reminder may be useful when a booking is waiting for payment, a document still needs to be collected, a reservation is close to a deadline, or a customer needs a follow up. This can make daily work easier because staff can review outstanding items without relying only on handwritten notes or memory. The exact information shown will depend on what has been recorded in the booking. Some updates can only appear when the airline, hotel supplier or connected API sends the relevant information. A reminder inside the software should not be treated as a guarantee that every supplier change or deadline will be detected automatically. Your staff should still read the booking conditions, check messages linked to the reservation and confirm important details directly when necessary. Ask glideFares which booking reminders and task controls are included in your plan, then decide which checks your staff should continue to handle as part of their normal booking process.