If you need to upgrade a traveler’s room or trip package without changing their remaining balance, SquadTrip gives you a flexible way to do that using a custom promo code. This method is helpful when you're offering a complimentary upgrade or honoring a previous agreement—while ensuring the traveler doesn’t incur any new charges.
Follow these steps:
Log into your Organizer account.
Open the trip and find the traveler.
Open their account details, then select Edit Order.
The Edit Order page opens with the package list (on the same trip, only packages of the same type are listed: room packages for a traveler who booked a room, standard packages otherwise). Choose the upgraded package. For a room package, also pick the room: if the booking has one room, click See options on the room, then Choose on the rate you want, and under Where [traveler's first name] sleeps pick the room; if the booking has two or more rooms, use Room selection(s).
Open the Payment details section (everything is on one page; there is no Next button).
If there is an existing promo code applied, remove it.
Review the updated remaining balance.
Now calculate the exact promo code amount needed:
Use the formula:
the "Increased by" amount shown in the Payment details header × 100 ÷ 106 (this assumes the traveler pays the 6% processing fee; if you absorb fees, use the "Increased by" amount as-is). Do not use the whole remaining balance: that would also wipe out what the traveler still owed on their original package.
Open a private/incognito browser window.
Log in again to your Organizer account.
From the trip, open Trip Actions → Create Promo Code.
Set Discount Type to Fixed Amount first (the form starts on Percentage, and a number entered there becomes a percentage off the whole order), give the code a name in Promo Code, enter the amount you calculated, and choose Apply to Total as the Discount Method (Apply Per Person multiplies the amount by the number of travelers), set Apply to all packages? to No with the package selected and Quantity to 1, then click Save Promo Code.
Return to the traveler’s order edit screen.
Paste the promo code into the Promo Code field.
The remaining balance should now show what it was before the upgrade.
Click Save Changes in the bar at the bottom of the page, then Confirm.
This process ensures the traveler gets their upgraded experience without being charged extra. If you run into any issues or need help calculating the promo amount, reach out to our support team.
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