Overview
If a traveler has already paid outside the SquadTrip platform (via bank transfer, cash, or another channel), organizers can still record and manage their payment using one of two methods.
This ensures your trip records remain accurate for both internal tracking and traveler visibility.
Two Available Options
Option 1: Use a Promo Code (Recommended)
This method lets the traveler book through SquadTrip without paying again, while ensuring the system recognizes their registration.
Steps:
1. Go to your Organizer Dashboard, Trip Data → Promo Code.
2. Choose the destination group or trip for the traveler.
3. Select the package they should book.
4. Set the promo code value as either:
A 100% discount, if they’ve already paid the full amount externally, or
The exact dollar amount they’ve paid outside the platform.
5. Set all the necessary details.
6. Once done, Save the promo code and share it with the traveler.
7. Ask the traveler to go to the trip page and book using the promo code at checkout.
Result:
The traveler’s booking will appear in your dashboard like any other reservation, but with a $0 balance due (or adjusted based on the promo code value).
Option 2: Manual Tracking via Excel Export
If you prefer to track external payments manually (without having the traveler rebook):
Steps:
Go to Trip Data.
Click View All.
Use filters to find the correct trip.
Click Export Data to Excel.
In the exported sheet, manually enter:
Traveler name
Amount paid
Payment method (e.g., bank transfer, cash)
Date of payment
Save and store the file for your own records.
Comparison Table
Method | When to Use | Outcome |
Promo Code | Traveler should appear in system records (recommended) | Booking is registered in SquadTrip with $0 balance |
Excel Export | For offline tracking or batch record updates | Payment is recorded manually outside SquadTrip |
Best Practices
Prefer Option 1 (Promo Code) for all travelers so their booking data remains visible in SquadTrip analytics.
Use clear promo code names (e.g., FULLPAYMENT-JANE-TRIP1) to avoid confusion.
Keep the exported Excel file organized and backed up for audit purposes.
Always verify that no duplicate bookings exist when applying promo codes for fully paid travelers.