Yoga OTAs — inquiries and bookings, step by step

Two platforms send us retreat bookings. Everything below is what to do from the moment an alert appears in WhatsApp until the guest is in Cloudbeds.

The two platforms

know this first

BookRetreats.com

Blue branding. Instant booking is switched on — a guest can book and pay without asking us first.

Tripaneer

Green branding. Owns BookYogaRetreats.com — same dashboard. Requests only: the guest asks, we accept.

How to log in

BookRetreats dashboard →bookretreats.com Tripaneer dashboard →office.tripaneer.com

They sell retreat packages, not room nights. Different logic from a direct booking. All talking to the guest happens inside the platform dashboard — never in WhatsApp, never by private email. The business WhatsApp only sends the alert that something new arrived. It is a doorbell, not a chat. Both platforms take a 30% commission, paid by the guest to the platform.

Days, not nights

every quote, every message

OTAs count days. Cloudbeds counts nights. Convert every single time, out loud, before you quote anything.

4 days= 3 nights

8 days= 7 nights

N days= N − 1 nights

Programs & prices

before you answer a price question

Standard retreats: 4 days / 3 nights and 8 days / 7 nights. Price is per person — single or double occupancy. Ask which one before quoting. The number must match the calculator on the Ocean Mantra website. That is the single source of truth. Always quote in IDR — Indonesian law. Another currency may be added only as an approximate figure, with that word next to it. Anything non-standard — custom length, custom group, unusual request — goes to Management first.

Bali + Ocean Mantra

the one that confuses guests

2 nights in Ubud + 5 nights at Ocean Mantra. High demand, its own price, its own inclusions. Read the day-by-day itinerary before you answer anything about it.

Included

Bali airport → Ubud hotel
Ubud hotel → Melukat ceremony
Crystal cave visit in Ubud
Ubud → Bali airport
Bima airport transfer

Not included

The Bali → Bima flight. The guest books it themselves. Say this in your first reply, in plain words, before they ask.

Bali + Sumbawa day-by-day · PDF open, download, send to the guest

8 days / 7 nights combo — fixed price, quote it directly. Any other length — ask Management. The Bali partner's price changes and we cannot guess it. Spell out the flight exclusion again in the booking confirmation.

New inquiry

within 24 hours, always

Alert in WhatsApp → open the dashboard of that platform. Do not reply in WhatsApp. Read what they actually asked: which program, which dates, how many people, single or double. Convert days → nights and check availability in Cloudbeds. Answer in the dashboard: availability, price in IDR per person, what is included, what is not. Reply within 24 hours even if the answer is “let me check and come back tomorrow”.

Booking on BookRetreats

instant booking

The guest can book and pay the 30% deposit on their own. By the time you see it, it is already a real booking — react fast.

Open the booking in the dashboard, check dates, program, occupancy. Send a confirmation message right away — welcome, dates confirmed, what happens next. Ask for WhatsApp and email in that same message. Create the reservation in Cloudbeds — see step 08 for what goes in. Double booking risk: if the dates were already sold, tell Management immediately, do not resolve it alone.

Booking on Tripaneer

request → accept → 72 hours

No instant booking here. The guest sends a request and nothing is confirmed until we accept and they pay.

Check availability in Cloudbeds first. Press Accept in the dashboard. Create a pending reservation in Cloudbeds so the room is held. Note the 72-hour deadline for the 30% deposit in the Cloudbeds notes. Paid → confirm the reservation, ask for WhatsApp and email. Not paid after 72 hours → cancel the pending reservation and free the room.

Money in Cloudbeds

the mistake that costs money

30%deposit + platform commission — paid to the OTA. Never entered in Cloudbeds.

70%the guest's remaining balance. This is the only figure in Cloudbeds, collected on arrival.

Enter only the balance the guest still owes us. Set the booking source to the right platform — BookRetreats or Tripaneer. In the notes: program name, days/nights, total package price, balance due. Combo retreat? Note in Cloudbeds that the Bima airport transfers are included.

Hand over to the arrival process

as soon as the deposit is paid

One short, friendly message is enough — we only need a few details to prepare the arrival.

Full name. WhatsApp number. Email. Nationality — nice to have, no need to insist. Got them? The guest joins the standard steps: pre-arrival guide, flights to Bima, transfer.

Reservations SOP — step by step the guest continues there, from step 02