The Traveler Self-Service Portal (My Bookings on your website) gives your booking clients a secure place to view their reservations, keep contact and passenger information up to date, read your trip briefing, and message your office.
Key capabilities at a glance
- Passenger management: Booking contacts can add, edit and remove passengers while the reservation is not yet confirmed. Once your office confirms or cancels the reservation, passengers are locked so they stay in line with your airline and hotel lists.
- Trip briefing: Instructions, Telegram group links and guidance video links set up by your agency.
- Direct communication: A change-request conversation linked to the reservation in your admin panel.
- Sign-in with the booking email: Clients sign in with the email address used on their booking and a password.
How travelers use the portal
- Opening the portal: Travelers open My Bookings on your website, or click Open my bookings or Sign in in their booking confirmation email.
- First-time sign-in: If the client has not set a password yet, they click Set your password, enter their booking email address and receive a password setup link. Once the password is set, they sign in.
- Viewing bookings: The My Bookings screen lists every reservation for their email address, with the booking number, package title and status. Clicking a booking opens its details.
- Updating contact details: Travelers can update the booking contact's first name, last name and phone number and click Save contact.
- Updating passengers:
- While a booking is not confirmed, the client can add, edit or remove passengers (first name, last name, and Adult, Child or Infant).
- Once your office sets the reservation to Confirmed (or cancels it), the passenger list is locked and the traveler sees a notice that passengers can no longer be changed.
- Reading the trip briefing: Each booking has a Trip briefing section with your agency's preparation instructions, links to guidance videos and Join Telegram links.
- Requesting changes and messaging: For questions or changes after confirmation, travelers write in the Request a change section and click Send message. When your staff replies, the traveler receives an email and can read the reply in the portal.
How agency staff set up and manage the portal
1. Trip briefing content
The briefing a traveler sees combines two levels:
- Package type: General instructions, Telegram links and video links for every package of a type (for example all Umrah packages). Package-type briefings are shared by all agencies using Almotawif, so put your own agency's content on the package itself.
- Package: Open the package under Packages and use its Traveler Briefing tab to add package-specific instructions, group Telegram links or departure videos. The portal shows the package-type content first, then the package content, and skips duplicate videos.
2. Reviewing passengers and locking them
- When a new reservation arrives, review the client and passenger details by opening it under Reservations.
- When you are ready to ticket flights and finalize hotel rooming, set the reservation status to Confirmed. Travelers can no longer change passengers in the portal, so your list stays fixed.
3. Answering traveler messages and change requests
- When a traveler sends a change request from the portal, your agency receives an email quoting the message. The email subject starts with the conversation number.
- Open the reservation under Reservations and select the Conversation tab.
- Type your answer under Reply to traveler and click Send reply. Your message is added to the conversation and the traveler is emailed automatically.
Best practices for rolling out the portal
- Make sure your website address is set in your account settings, so the links in confirmation emails point to your website.
- Use the package-level briefing for departure-specific details such as group leader contact information and dedicated WhatsApp or Telegram group links.
- Include general preparation advice, visa requirements and packing recommendations in your package briefings.