Overview
Currently, SquadTrip does not support directly transferring travelers between normal packages and room-type packages.
However, organizers can use a promo code and cancellation workaround to move travelers seamlessly—without losing payment history or confusing records.
This article covers:
How to apply a promo code to an existing booking
How to move travelers between normal and room-type packages using this workaround
Example scenario for clarity
Before You Begin
✔ - You can move a traveler from a normal package → room-type package or room-type → normal package by using a promo code method.
✖ - You cannot switch them directly using the “Edit Order” function (due to database structure differences).
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 travelers can only be moved within the same package type.
Step-by-Step: Promo Code Workaround
1. Cancel the Traveler’s Current Reservation
Go to Trip Data → Cancel a Trip Reservation.
Find the traveler’s name.
Click Cancel beside their record.
Choose Cancel without refund.
2. Create a Promo Code for the New Package
Go to Promo Codes in your organizer dashboard.
Click Create New Promo Code.
Choose the destination group or trip where the new package exists.
Select the new room-type package the traveler should move into.
Name the promo code (example: TRANSFER-JOHNDOE-TRIP2).
Set the promo code discount as:
100% (if you want a full transfer), or
A specific dollar amount equal to what the traveler already paid.
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.
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 room-type package is not sold out.
If it is, increase the package quantity to allow new bookings.
Navigate to Trip Management/Trip Builder → Main Flow → Room Types, and then click Edit (Pencil icon)
Update Room inventory available and then click Save Changes
4. Traveler Rebooks Using the Promo Code
The traveler goes to the new 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 trip 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:
In the Trip Builder go to Packages → Trip Packages, 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.
The quantity → set to 1 (so only this traveler can book).
Save the duplicate package.
Ask the traveler to book this new, customized package.
Cancel their original booking (as in 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.
Quick Reference Table
Task | Action | Notes |
Cancel old booking | Trip Data → Cancel a Trip Reservation | Select “Cancel without refund” |
Create promo code | Dashboard → Promo Codes | Use 100% or specific amount discount |
Verify availability | Trip Editor → Package Quantity | Ensure package not sold out |
Traveler rebooks | Traveler uses promo code | New booking appears under new package |
Alternate method | Duplicate package | Adjust price, quantity = 1, rebook traveler |
Best Practices
Use clear promo code names (e.g., TRANSFER-CLIENTNAME-TRIPNAME) to avoid confusion.
Always confirm the old package is canceled before giving out the promo code.
Do not create multiple promo codes for the same traveler transfer.
If using the duplicate package method, remember to delete or hide it after booking to prevent others from using it.
Summary
Direct transfers between room-type and standard packages are not supported.
Instead, you can:
Use a promo code to rebook the traveler in the correct package, or
Create a duplicate package adjusted to their remaining balance.
Both methods preserve financial accuracy and ensure the traveler’s booking remains valid.