Overview
Organizers sometimes need to move a traveler out of the package they originally booked — from a Double Room to a Single Room, from one package to another on the same trip, or onto a completely different trip.
What’s possible depends on where you are moving the traveler:
To another package on the same trip — use Edit Order. Only packages of the same type as their current booking are shown.
To a different trip — use the Switch to different trip step inside Edit Order. Here any package type is available.
Between a standard package and a room-type package on the same trip — this cannot be done directly. Use the promo code workaround in this article.
This article covers all three.
Package Type Definitions
Standard (or Normal) Packages — packages that do not contain room types and only have a single package cost per person.
Room-Type Packages — packages that include multiple room categories (e.g., Single, Double, Triple). Each room type has its own pricing and occupancy settings.
This distinction matters because within a single trip, Edit Order only shows packages of the same type the traveler already booked.
What You Can and Can’t Do
What you want to do | Supported? | How |
Move between packages of the same type on the same trip (room type → room type, or standard → standard) | Yes | Option 1 — Edit Order |
Move the traveler to a different trip (any package type) | Yes | Option 2 — Edit Order → Switch to different trip |
Move between a standard package and a room-type package on the same trip | Not directly | Option 3 — promo code workaround |
Option 1: Move a Traveler to a Different Package on the Same Trip
1. Open the Trip and Find the Traveler
From your dashboard, open the trip.
Go to the Travelers tab.
Click the traveler’s row, then choose View Details to open their traveler page.
2. Open Edit Order
On the traveler’s page, click Edit Order in the left-hand menu.
3. Choose the New Package or Room Type
Choose the desired package or room type.
If the package includes occupancy options (e.g., Single or Double), select the correct one.
Click Next.
4. Review Add-ons and Pricing
Add or remove any add-ons as needed, then click Next.
The Payment details section shows the new Total Cost and Paid to Date; the Payment details header shows Increased by or Decreased by with the amount while you edit; saving asks you to confirm (or shows a Credit Balance prompt when the price went down).
If the new package costs less, the difference becomes a credit balance on the booking -- it is not refunded automatically. Use Process Refund on the traveler’s page if you want to return it.
If the new package costs more, the traveler’s profile will show a pending balance to pay.
5. Save and Confirm
Click Save Changes.
If the new price is lower, a Credit Balance pop-up shows the credit and asks whether to proceed -- click Proceed.
Otherwise confirm on the Confirm Changes pop-up by clicking Confirm.
You’ll see Changes Saved Successfully! and the traveler’s booking is updated.
Option 2: Move a Traveler to a Different Trip
Use this when the traveler should be moved onto another one of your trips entirely. On this path you can place them into any package type — standard or room-type — regardless of what they originally booked.
1. Open the Traveler’s Booking
Open the trip → Travelers tab → click the traveler’s row → View Details → click Edit Order in the left-hand menu (same as Option 1, steps 1–2).
2. Open “Switch to different trip”
Click the section titled 1. Switch to different trip to expand it.
Your other trips load with their dates and starting price.
Which trips appear in this list:
Trips on the same organizer account.
Trips that are published.
Trips whose end date has not passed.
If a trip is missing from the list, check that it is published and has not already ended. If you see “No other trips available for switching at this time,” no trip currently meets those conditions.
3. Select the New Trip
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 go back.
4. Choose the New Package
In 2. Change package or add new one, select the package for the new trip.
Both standard and room-type packages are available here, whichever type the traveler originally booked.
Click Next.
5. Re-select Add-ons
Add-ons do not carry over from the old trip — add-ons belong to the trip they were purchased on.
Select any add-ons the traveler should have on the new trip, then click Next.
6. Review Payment Details and Save
The payment schedule is rebuilt against the new trip, so review the totals and any remaining installments before saving.
Click Save Changes and confirm on the pop-up.
Note: if the original booking used a promo code, it is removed automatically on a trip switch (promo codes are trip-specific). Enter a code that belongs to the new trip in the sidebar if the discount should continue; a code that is not valid there shows “Promo code invalid for the new trip”.
Option 3: Standard ↔ Room-Type on the Same Trip (Promo Code Workaround)
Because Edit Order only lists packages of the traveler’s existing type when they stay on the same trip, moving someone between a normal package and a room-type package on that trip has to be done by cancelling and rebooking. A promo code lets you do this without losing payment history or creating confusing records.
1. Cancel the Traveler’s Current Reservation
Open the trip → Travelers tab → click the traveler’s row → View Details.
Click Cancel Booking in the left-hand menu.
Choose to cancel without a refund, so their payment stays on record.
2. Create a Promo Code for the New Package
Open the trip and click Trip Actions → Create Promo Code.
Confirm the Trip is the one holding the new package.
Set Apply to all packages? to No.
Under Package, select the new package the traveler should move into.
Name the promo code (example: TRANSFER-JOHNDOE-TRIP2) and set Quantity to 1 so only this traveler can use it.
Set the discount as either 100% (for a full transfer) or a specific dollar amount equal to what the traveler already paid (a dollar-amount code also needs a Discount Method -- Apply to Total or Apply Per Person -- before it can be saved).
Example: if the traveler paid $1,645 for the old package, create a promo code with a $1,645 discount (or 100% if you prefer full coverage), share that code with the traveler, and ask them to book the new package using this code at checkout.
3. Ensure the New Package is Available
Before sending the code, make sure the new package is not sold out.
If it is sold out, increase the package quantity to allow new bookings.
Open the trip, click Edit Trip, go to Room Types, then click Edit on the room option.
Update Room inventory available (Unlimited or Set a Limit) and click Save Room Option.
4. Traveler Rebooks Using the Promo Code
The traveler goes to the trip page.
Selects the new package or room type.
Enters the promo code at checkout.
Completes the booking.
Their new reservation will now appear under the updated package or room type.
Alternate Method: Duplicate Package Workaround
If you prefer not to use a promo code, you can create a duplicate package adjusted to the traveler’s remaining balance.
How to Do It
Open the trip, click Edit Trip, go to Packages, and click the ⋮ (three dots) beside the chosen package.
Select Duplicate.
Adjust the price to reflect the traveler’s remaining balance, the room type if applicable, and set the quantity to 1 so only this traveler can book it.
Save the duplicate package.
Ask the traveler to book this new, customized package.
Cancel their original booking (as in Option 3, Step 1).
Example Calculation
If the new room-type package costs $10,000 per person for two travelers:
Total = $20,000
Original payment = $1,645
Adjusted remaining = $20,000 − $1,645 = $18,355 total, or $9,177.50 per traveler.
Summary
Action | Allowed? | Steps |
Move between room-type packages (same trip) | Yes | Edit Order → Select New Room Type → Save |
Move between standard packages (same trip) | Yes | Edit Order → Select New Package → Save |
Move between room-type and standard packages on the same trip | No — not directly | Cancel without refund → promo code → traveler rebooks (Option 3) |
Move the traveler to a different trip (any package type) | Yes | Edit Order → 1. Switch to different trip → select trip → select package → Save |
Notes & Best Practices
Always confirm the traveler’s approval before making changes.
A price decrease is held as a credit balance (refund it with Process Refund if needed); a price increase shows as a remaining balance on the traveler’s payment schedule.
When using the promo code workaround, always confirm the old booking is cancelled before giving out the code.
Use clear promo code names (e.g., TRANSFER-CLIENTNAME-TRIPNAME) to avoid confusion.
Do not create multiple promo codes for the same traveler transfer.
If using the duplicate package method, remember to mark the duplicate as sold out or delete it after booking to prevent others from using it.
For bulk changes or issues with balance adjustments, contact SquadTrip Support.