Overview
You can move a traveler from one of your trips to another without cancelling their booking or asking them to rebook. Everything they have already paid moves with them, and you get to review and adjust their payment schedule before you save.
This article covers the full transfer, what happens to their money, and what payment options they still have afterwards.
Before you start
The trip you are moving the traveler to has to meet three conditions, or it will not appear in the list:
It is on the same organizer account.
It is published.
Its end date has not passed.
The traveler's booking must not be cancelled. If you see "No other trips available for switching at this time," no trip currently meets all three conditions.
Step 1: Open the traveler
From your dashboard, open the trip the traveler is currently booked on.
Go to the Travelers tab.
Click the traveler's row, then choose View Details.
Step 2: Open Edit Order
On the traveler's page, click Edit Order in the left-hand menu.
Edit Order missing? It is hidden for cancelled bookings and for Sub-Admins without edit access; on the traveler's detail page it also waits for their first payment.
Step 3: Switch to a different trip
Click 1. Switch to different trip to expand it. Your other eligible trips load with their dates and starting price.
Click the radio button beside the trip you want to move the traveler to.
A banner confirms: "Trip Switch Mode: You are now viewing packages from [Trip Name]." You can click cancel in that banner at any point to back out.
Step 4: Choose the package on the new trip
In 2. Change package or add new one, select the package for the new trip.
On a trip switch you can place the traveler into any package type — standard or room-type — no matter which type they originally booked. (That restriction only applies when you move someone between packages on the same trip.)
Click Next.
Step 5: Re-select add-ons
Add-ons do not carry over — they belong to the trip they were purchased on. Select any add-ons the traveler should have on the new trip, then click Next.
Step 6: Review the payment details
A fresh payment schedule, built from the new package's payment plan, is shown in the Payment details step (the old unpaid installments are replaced). Adjust it before saving if needed:
Paid to Date and Remaining Balance reflect everything they have already paid, credited against the new trip's price.
Number of payments — pick any number from 1 to 12 to re-split the remaining balance evenly.
Or edit the individual rows: click a date to change it, type over an amount, use the trash icon to delete a line, or + Add new line to add one.
Step 7: Save and confirm
Click Next to reach the Package Change Summary, click Save Changes, and confirm on the prompt. The transfer takes effect right away.
If the new trip costs less than what the traveler has already paid, you will get a Credit Balance prompt. You can proceed and refund the credit separately.
What happens to their payments
What | What happens on a transfer |
Deposit and all past payments | Move with the traveler and are credited against the new trip's total |
Payment schedule | Rebuilt from the new package's payment plan — review it in Payment details and edit it if needed |
Remaining balance | Recalculated against the new trip's price |
Add-ons | Do not carry over — re-select them on the new trip |
Promo code | Removed automatically (promo codes are trip-specific) — enter a new code in the sidebar if the discount should carry on; a new code that is not valid there shows "Promo code invalid for the new trip" |
The traveler is not notified automatically. SquadTrip does not send the traveler an email or text when you transfer someone or change their schedule (no email goes to you either). Message them directly if the change affects what they owe or when.
Can they still use Klarna, Affirm, or Afterpay after the transfer?
Yes. Buy Now, Pay Later is not limited to the original checkout. As long as the traveler has a remaining balance, they can pay it off with Klarna, Affirm, or Afterpay from their own traveler portal — either before you transfer them or after.
After the transfer, the traveler signs in and opens their trip. Above their payment schedule they will see a banner: "Pay off your balance with Buy Now, Pay Later." They click Pay with BNPL, choose a provider, confirm their billing address, and complete the provider's approval.
If they are approved:
Their entire remaining balance is paid at once.
A 4% convenience fee is added to that balance and charged to the traveler.
All of their remaining scheduled installments are cancelled automatically.
Their booking shows as paid in full, and you receive the funds in full.
If they are declined, nothing changes — their installment plan stays active and they can try another provider.
For the option to appear, all of the following must be true:
The trip has Klarna, Affirm, or Afterpay toggled on under Payments > Payment Options, and that payment method is also enabled on your Stripe account.
Your payment account is Stripe — BNPL is not available with Square.
The traveler has a balance still owing, their booking is not cancelled, and the trip has not departed.
They did not already check out using BNPL.
Their balance falls inside the provider's limits:
Provider | Minimum balance | Maximum total charge (balance + 4%) |
Klarna | $1 | $10,000 |
Affirm | $50 | $17,500 |
Afterpay | $1 | $2,000 |
Only the traveler can start this, from their own portal. You cannot do it on their behalf — so if you want them to use it, point them to their trip page.
Auto payments after a transfer
A transfer switches auto payments back on for that traveler: the new schedule is saved with every installment set to auto-charge, provided Auto-Charge Travelers on Due Dates is on for the new trip. If you had stopped auto payments for this traveler on the old trip and want them to stay off, stop them again on the new trip after saving (open the traveler, go to Payment Schedule and use Stop all auto-payments).
Troubleshooting
Problem | Solution |
The destination trip is not in the list | Check that it is published, on the same account, and has not already ended. |
Edit Order does not appear | Hidden for cancelled bookings; the traveler detail page also needs a first payment. |
"Promo code invalid for the new trip" | The code you entered is not valid on the new trip (the original code is removed automatically on a transfer). Enter a code that belongs to the new trip, or leave the field blank. |
Next or Save Changes is greyed out | A payment line has no date, or an amount between $0 and $1. Fill in every date and fix the amount. |
The destination trip is full | Increase the package or room inventory on that trip before switching. |
Traveler still sees the old trip | Changes apply immediately — ask them to refresh or sign out and back in. |
Need help?
If you need more help, please reach out to our customer support team at [email protected].