For group and individual bookings
Booking and passenger management that shows who is still missing details
See which passengers still need to send their details, and keep rooms, documents, and payment balances with the booking. Your operations team can prepare the trip without searching through chats.
Booking status and dates
See which bookings are pending, confirmed, or cancelled, in a calendar or a list.
Passenger details
See how many passengers in each booking have complete details.
Payments on the booking
Invoices, payments received, supplier bills, and costs sit with the booking.
Deposit paid does not mean ready to depart
“Passport copy dah dapat belum?”
The deposit is in, but the team may still be waiting for passport copies, rooming, meal requests, transport, or the final balance. The booking number alone will not tell you if everyone is ready to go.
A confirmed booking is not the same as a departure-ready booking.
What the team may find out too late
One incomplete passenger record can hold up the whole group.
Details come in bits and pieces
One passenger sends a passport copy today, another sends a photo next week, and changes stay buried in WhatsApp.
Sales and ops use different checklists
Sales thinks the file is complete. Operations is still waiting for key details.
Payments are checked somewhere else
Staff cannot see in one place whether the passengers are ready and the booking is fully paid.
One booking, every passenger, and what is still missing
This example uses sample data. In your account, you will see your own customers, bookings, and settings.
Seoul Winter 6D5N
Illustrative group passenger list
Nur Aisyah
Adult · Malaysian
Mohd Irfan
Adult · Malaysian
Puan Salmah
Adult · Wheelchair request
Encik Rahman
Adult · Malaysian
Showing 4 of 24 passengers
Passenger readiness
Know exactly who is incomplete
Needs attention
Ask Encik Rahman for the missing passport details
One booking record for your ops team to work from
Give operations one place to check what is ready and what needs chasing before departure.
Find missing details early
Check the passenger list before departure, so staff can follow up while there is still time.
Let customers help with the paperwork
Share a passenger entry link so the booking contact can fill in traveller details.
Prepare the handover
Keep room arrangements, trip notes, and the printable passenger list ready for the people running the tour.
Checking if a group is ready, before and after
The same group booking, handled with WhatsApp and Excel, compared with one booking record and its passenger list.
| Task | WhatsApp and spreadsheets | With WauHub |
|---|---|---|
| Getting passenger details | Details come in bits through WhatsApp photos and messages. | Add passengers one by one, in bulk, or through a passenger entry link. |
| Knowing who is still missing | Someone counts rows in Excel against the booking. | Expected and recorded pax, plus completion status, shown on the booking. |
| Room and transport details | A separate rooming sheet that goes out of date. | Room, transport, meal, and special request fields kept with each passenger. |
| Checking if the booking is paid | Ask finance, or search the bank statement. | Invoices, payments, and supplier bills linked to the same booking. |
Made for group travel in Malaysia
Use it for individual trips, group tours, MICE, and corporate travel. It also handles family bookings where one person pays for several travellers.
What this means in daily work
- Prepare family and group bookings with adults, children, and infants.
- Keep room, meal, and assistance requests available to operations.
- Check passenger readiness and outstanding balances before departure.
Guides for Malaysian agencies
Practical reading from the WauHub blog and guides.
Whatever you call the booking, someone needs to be in charge of it
Every agency labels its files a bit differently. Operations still needs the right dates, pax, documents, rooms, transport, payments, and supplier details before departure.
- FIT (individual or family trip)Flexible dates, same checklist
- Even a small private trip still needs passports, payment, supplier confirmation, and a final check.
- Group tour (GIT)Details rarely arrive together
- The person booking, the person paying, the pax count, the rooming list, and the final manifest are usually ready at different times.
- Fixed departure (SD)One booking is only part of the picture
- Seats and readiness need checking across the whole departure, not only one booking.
Your MOTAC licence stays your agency's responsibility. WauHub helps your team organise the work for the travel business you are licensed to run.
Questions agency owners ask us
Straight answers before you change how your team works.
Can a customer fill in the passenger list?
Yes. WauHub can create a passenger entry link for the booking contact. The customer fills in the traveller details through that link, so your staff do not need to retype passport and room details from WhatsApp.
Can we print the passenger list?
Yes. WauHub has a printable passenger list and booking reports. You can print the list for the tour leader, the hotel, or your own final check before departure.
Can bookings appear on a calendar?
Yes. WauHub has a booking calendar view, and each booking can be downloaded as a calendar file (ICS) to add to your own phone or computer calendar.
Where the booking connects next
Passenger prep works best when the customer record, departures, sales, and payments all point to the same trip.
Customers and passengers
Keep the person who pays separate from the details of each person travelling.
Tour operator software
Manage scheduled departures, seats, suppliers, and groups across many bookings.
Lead-to-payment workflow
Sales passes a confirmed booking to operations without retyping the file.
Invoices and payments
See deposits, instalments, receipts, and balances right beside the booking.
Get every confirmed booking ready before departure day
Bring your current ops checklist. We will show you which parts can sit directly on the booking.