Using the Optional booking status

Using the Optional booking status

The Optional status allows you to include "suggested" items in an itinerary without increasing the display price. These items are visible in the traveler's day-by-day schedule but are excluded from the main pricing totals, making it the perfect way to promote additional services or upgrades.

The Optional status can be assigned in a designated area in the Edit item dialog on the Build tab or via the usual Bookings tab dropdown.

How to use Optional Items in an itinerary

Any item can be assigned the Optional status when adding the item or at any point after.

Step 1: Add an Optional Item to the Itinerary

  1. Open your itinerary and navigate to the Build tab.
  2. Add a new item (or select an existing one) to the day you want to promote an extra activity.
  3. In the Edit item details dialog, click the ... (More) icon next to the option name.
  4. Select Mark as optional from the dropdown menu
  5. Click Save.
Note: If the item is already in an "Active" booking status (e.g., Requested or Confirmed), you cannot change it to Optional. You must revert the booking status first via the Booking tab.

Step 2. Manage pricing and visibility of optional items

Once an item is marked as Optional, it is automatically moved out of the pricing totals.
  1. Go to the Pricing tab.
  2. Scroll down to find the new Optional items pricing table (located below the Itinerary Totals).
  3. Open the Pricing display options menu.
  4. Use the Display optional price checkbox:
    1. Checked (Default): The traveler sees the Gross price for the optional item.
    2. Unchecked: The item appears in the itinerary, but the price is hidden (perfect for "Price on Request" scenarios).

Review the Traveler’s View

Before sending the quote, check how the label displays on the preview tab or exported versions. The colour of the label is determined by the brand heading colour, so it will match the item title colour.
  1. Day-by-Day: Look for the Optional label appearing before the Title on the postcard and within the details section.
    1. Note: If the Addon is an addon the product and option will use the Incl optional label since Addon details are often hidden.
  2. Inclusions: Confirm the item is not in the Inclusions list (Optional items have their own dedicated section).
  3. Optional Section: Look for the new Optional section following the Inclusions. This is where the item details and Gross Price will be displayed if you enabled the price toggle in Step 2.
Note: When exporting the Itinerary summary users can exclude Optional item from the export using the option selection dialog.

Converting an optional item to a Booking

If the traveler decides to go ahead with the optional item:
  1. Go to the Build tab or Bookings tab.
  2. Change the status from Optional to Confirmed (or your preferred active status).
  3. Result: The item price is instantly added to the main Itinerary Totals and Payment lines, and the "Optional" labels are removed.

Quick Troubleshooting

  1. Why is the "Mark as optional" button greyed out? The item is likely in an active booking cycle (Requested/Confirmed). You must cancel or reset the booking status before marking it as Optional.
  2. Where did my item go in the Pricing tab? Check below the subtotal/total area; Optional items live in their own specific table to keep your main quote accurate.

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