Do you have a client on the phone or in your office, and you're ready to take their details to complete the booking? Use the "Add Participant" function to add travelers manually to your trip dashboard. You only need your client's name and email to sign them up for your trip.
To start, go to your trip dashboard and choose "Add Participant".
You can now:
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 traveler's name and email address.
🚨 Important: Please ensure to register travelers using their personal email addresses. Please refrain from using your company email, as booking and payment confirmations will not be received by them.
You may skip the remaining fields in the participant questionnaire if you don't have that information (your client can always log in to their WeTravel account and update 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 your client's payment.
Payment Options:
Pay amount due: This allows you to record the deposit first. The client's balance due will be the remaining amount. Option to use a payment plan.
Pay full amount: This allows you to record the full price of the trip. The client's balance will be paid in full.
Pay (enter amount): This allows you to record a custom amount being paid at your discretion. You can see the amount entered as "Due at Booking" 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 traveler 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, and they are based on the currency chosen:
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.
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.
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 enter their phone number and check the box confirming that the traveler understands that if they don't complete the transfer by the corresponding date, their wire transfer will be canceled.
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.
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 include details about the payment so you and your client know what it 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.
After selecting the payment method, click "Confirm Booking" to complete your client's sign-up. You will see the following message: "Participant successfully added".
You can now manage that traveler's booking as usual!
Frequently Asked Questions (FAQ)
How can my client access their booking?
They can easily access their booking by signing in to WeTravel with the email address you signed them up with. If they're having trouble with logging in, please feel free to refer them to info@wetravel.com for troubleshooting.
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. Here's how.
How is the payment plan affected if I sign a client up with a custom amount?
The payment plan will have the same dates as before. The balance due will be reduced by the amount you've just entered. The payment will be applied to the deposit first. If it's larger than the deposit, it will be applied to the deposit and the first installment. If it's even larger, it will be applied to the deposit, the first installment, the second installment, and so forth.
I've added multiple travelers 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 travelers one by one if you want all of them to receive a confirmation email.
I'm adding multiple travelers 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 travelers after the pricing package deadline has passed?
No, please adjust the pricing package deadline first.
Can I manually add travelers if I've reached the maximum number of trip travelers or the availability limit for 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 the payment has been confirmed.