If you need to upgrade a traveler’s room type 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; choose the upgraded package (on the same trip only packages of the same type -- standard or room-type -- are listed).
Click Next until you reach Payment details.
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:
Remaining balance × 100 ÷ 106 (this assumes the traveler pays the 6% processing fee; if you absorb fees, use the remaining balance as-is)
Open a private/incognito browser window.
Log in again to your Organizer account.
From the trip, open Trip Actions → Create Promo Code.
Enter the amount you calculated, choose a Discount Method (Apply to Total or Apply Per Person), 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 as $0.
Click Next → Save Changes → 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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