Similar to adding a client on their behalf, you can use the "Add Participant" function to add participants manually to an existing booking.
The key to ensuring they are added to the same booking is to use the same buyer email used for the original booking.
To start, go to your trip dashboard and choose "Add Participant".
You can now add the additional participants:
Choose the number of packages
Add a discount code if applicable
Select the currency you will make the payment in
Click "Continue."
You can now enter the buyer's and additional participants' names and email addresses.
🚨 Important: Please make sure to use the same email address that was used for the original booking. This ensures they are added to the same booking.
You may skip the remaining fields in the participant questionnaire if you don't have that information available (your client can always log in to their WeTravel account to make changes to the questionnaire).
Choose the add-on options. Note that this step will only appear if the trip has add-on options available.
You can now process the additional participants' payment. There are four payment options:
Deposit + the rest: This allows you to record the deposit first. The client's balance due will be the remaining amount. Option to use a payment plan.
Full amount: This allows you to record the full price of the trip. The new participant's balance will be fully paid.
Enter Amount: This allows you to record a custom amount being paid at your discretion. You can see the amount entered as "Due Now" on the right side of the payment window. The client's balance due will be the trip price minus the amount entered.
No payment made yet: This allows you to sign up a participant without any payments up front. The client's balance due will be the full trip price.
You can now choose the payment method. There are several options:
1. Checking Account (these options will change depending on the currency chosen): You must have your client's bank information at hand. Standard WeTravel pricing applies. Your client will receive a reservation confirmation email.
2. Credit/Debit Card: You must have your client's credit/debit card information at hand; standard WeTravel pricing applies. Your client will receive a reservation confirmation email.
3. External Payment (cash, check, etc): You can record cash or check payments with no transaction fee applied. You can choose whether you want your client to receive a booking confirmation email by selecting this option in the box. We highly recommend using the note field to indicate details about the payment so you and your client will know what this payment refers to.
🚨 IMPORTANT: If you don't choose to send the booking confirmation to your client when adding an external payment (cash, check, etc), you won't be able to send it later, and we will not be able to either.
4. Wire Transfer (will only show if the currency selected to pay is USD or EUR): Wire pay-ins incur a 25 USD or 25 EUR fee, depending on the currency. There is no WeTravel fee for payments made via wire transfer.
To complete their booking with this payment method, you will need to check the box confirming that the participant understands that if they don't complete the transfer by the corresponding date, their wire transfer will be cancelled.
Please make sure to pass this information and the payment instructions to the traveler, as they will need to complete the payment through their bank.
After selecting the payment method, click "Confirm Booking" to complete the sign-up process for the additional participants. You will see the following message: "Participant successfully added".
You can now manage the additional participant's booking as usual, under the original booking.
Frequently Asked Questions (FAQ)
How can the additional participants access their booking?
Only the buyer can access the booking, including the newly added participants, by signing in to WeTravel with the original booking's email address.
Can the buyer add additional guests to their booking?
Yes. Here's how.
What are the fees for using the Add Participant function?
Regular WeTravel pricing applies to checking accounts and card/debit cards. For Wire Transfers, a fee of $25 or €25, depending on the currency, applies. For recording a cash/check/other external payment, we do not charge any fees.
Can I change the participant questionnaire information after I've confirmed the booking?
Yes. Here's how.
I've set up a payment plan for other clients. I just added a new client manually. Will the payment plan be automatically applied?
If your pricing package already has a payment plan set up, it will be automatically applied. If not, you can always add one from the trip dashboard.
Since all participants will be under the same booking, we will combine their payment plans into a single plan. You can find more information on how they will show here.
I've added multiple participants to the same booking at once. Will they all get booking confirmations?
Only the person added in "Buyer Information" will receive a confirmation email. It's more advisable to add participants one by one if you want all of them to get a confirmation email.
I'm adding multiple participants at once. Can they pay with different payment methods?
They can only pay with different payment methods if they create a contribution page for the booking, or if you add them separately with their own email address.
Is the payment information saved?
For checking accounts and card/debit payments, we save your client's payment information, which will be set as the default payment method for future payments, including auto-billing if enabled.
For wire payments, we do not save your client's information. Each wire payment requires a new set of instructions to prevent delays or errors.
Are the Terms and Conditions that I have added to my profile also included in this function?
Yes, they are. You can add your own Terms and Conditions to the checkout process, and they will be agreed to when you click "Confirm Payment".
Can I manually add participants if I've reached the maximum number of trip participants or reached the availability of the pricing package?
No, please adjust the trip availability first. Here's how.
Can I change the note after confirming the payment?
Unfortunately, the note cannot be changed after payment confirmation.