Creating your first trip on SquadTrip is quick and hassle-free. Whether you're a travel organizer, retreat leader, or tour operator, our step-by-step trip builder helps you set up everything from your trip page to payment collection in just a few minutes. In this guide, we’ll walk you through the simple onboarding steps before you begin customizing and publishing your trip page.
1. Set Up Your Organizer Profile
Create Your Account
Click “Sign up for free” or “Create your trip for free” on the homepage.
Select a Trip template from the Options we have or Start from Scratch
To Edit the the trip click on “Claim this trip to start editing” or you can go back to templates by clicking on “Back to Templates”.
Then you can sign up using Google or Email in the Organizer Registration Form
Then we will ask you some onboarding questions under “Tell Us More” tab in Organizer Registration Form. We will ask some basic questions, this would help curate your experience in a better way. We ask some of the following questions:
Select How You Plan to Use SquadTrip
Choose between Personal Use (for friends, family, birthdays, or celebrations) or Professional Use (for tour operators, travel agents, retreat leaders, or event organizers).
Tell Us About Your Travel Volume
Select how many trips you usually organize in a year (e.g., 1–5 trips, 6–10 trips, 11–30 trips, or 30+ trips).
Choose Your Trip Type
Select the types of trips you typically organize, such as Retreats or Wellness Trips, Friends or Social Trips, or Tour Company Packages.
Describe what kind of business you are
Select from options like Travel agency, influencer or event organizer etc
Add Your Travel Group Info
Enter a name for your travel group or company (this will appear in your SquadTrip URL, e.g., yourtravelcompanyname.squadtrip.com).
Let us know how you heard about SquadTrip (for example, Google or social media).
Click Complete Setup to finish.
Then click on edit to start building your first Trip
2. Adding Your Trip Essential Details in the Main Flow
After selecting a template or starting from scratch, you’ll see a preview of your trip page—click Edit Your Trip and then you will asked to put Trip Dates.
After you click Edit Your Trip and add your trip dates, you’ll be taken to the Main Flow. The first step here is the Trip Basics page, where you enter your main trip details before publishing.
On the Trip Basics page under the Main Flow. This is where you’ll add all the essential information about your trip. Fill out the essential information:
Trip Name: Enter a captivating name.
Trip Destination: Add the destination of your trip.
Trip Dates: Specify the start and end dates.
Trip Description: Write a detailed overview of what the trip entails.
Included amenities and activities: List all the features and amenities included.
Trip Photos: Upload high-quality images to showcase the experience.
Once done click on Save Changes, then click Next to continue building your trip.
Note: Many details are optional and can be edited later. However, the more information you provide, the more appealing your trip will be to potential travelers.
Once you’ve completed the Trip Basic Details, the next step is to create your packages in the Main Flow. Packages is the second step in the Main Flow.
Offering multiple trip packages caters to different preferences and budgets, increasing the likelihood of bookings. Packages are bundle of experiences and room options hat you want to provide to travelers.
Steps to Create Trip Packages:
Set up your trip packages based on accommodation types or inclusions.
Click + Add Package to create a new package.
Enter package name, price, and details, then upload relevant photos.
Use Duplicate after clicking three vertical dots (⋮) to copy similar packages or reorder them as needed, and click Save Changes and then click on Next button
Click the the three vertical dots (⋮) on the package thumbnail and then click Edit button on the package thumbnail to make changes to your existing packages.
You can use three horizonal lines (≡) to sort your package order.
💡Tip: For complex offerings like different room types, consider reading more about setting up room types in our advanced settings.
Once you enable the Room Type option, an extra step called Room Type will appear in the Main Flow after Packages, as shown in the screenshot below.
The third step in Main Flow is Payments after creating the packages. The Payments & Settings section allows you to configure flexible payment options and automated payment processing features for your trip.
Payment Method Options Section
These payment method options allow travelers to finance or split their payments, making trips more accessible. Payment options are enabled by default based on your Stripe settings. You can use the toggles to switch on or off any option.
Available payment methods:
Klarna
Affirm
AfterPay
Apple Pay
Note:
All trip organizers can use Payment Options for free.
Card payments (Credit and Debit Cards) are automatically enabled by default when connected to Stripe and do not appear in the payment options list. These cannot be disabled.
All the Payment method options are ON by default
Payment Settings Section
Configure automated payment processing and traveler flexibility options by switching off or on the toggles:
Auto-Charge Travelers on Due Dates - Automatically process scheduled payments to streamline collections.
Retry Failed Payments Every 2 Days - Reduce manual intervention by auto-retrying unsuccessful transactions.
Let Travelers Reschedule Payments - Give travelers flexibility to postpone payments by up to 30 days.
Allow Travelers to Update Payment Method - Enable travelers to change their saved card anytime for smoother transactions.
Note: All Trip Organizers can use Payment Settings for free and all the Payment settings features are ON by Default.
Configuring Package Payment Plans
Flexible payment options make it easier for travelers to commit, increasing your booking rates.
Steps to Create Payment options:
Navigate to the "Trip Settings" section in your Payments.
Select Trip Package from the dropdown menu to configure payment methods for each package.
For each trip package, choose payment methods:
Pay in Full: A one-off payment in full. Some people choose this to avoid fees.
Pay in Installments: Regular monthly payments, set to a date of your choice. We suggest charging $100 for this option.
If offering installments, configure:
Set the minimum deposit per traveler: Guests can increase their deposit amount at the time of check out if they wish to reduce their monthly payments.
First payment will start on this date: Select when installments begin. Money taken on 15th of every month.
Duration (Months): Use the slider to set the payment duration (e.g., 4 months). You will receive at least $195.00 every month for the next 4 month/s.
Additional cost for guests that choose this option: We recommend adding at least $100. This incentivizes your guests to pay in full.
Review the preview panels showing total costs for both payment options, including package cost, minimum deposit, additional cost, and last payment date.
Click "Save Changes" and then Click on Next button.
Note: Travelers will be charged automatically based on the schedule you set. However remember to set the last date of payment before the Trip Start date as it will affect the number of installments.
Notes:
Payment reminder emails:
SquadTrip sends an email reminder two days before each scheduled payment and processes payments automatically on the due date. Failed payments are retried the next day. To view or edit automated emails, visit the "Automated Emails" tab.Flexible Payment Schedule:
SquadTrip automatically adjusts your payment installments based on the date you make your deposit. If you deposit by the organizer’s deadline (e.g., Feb 14th), you’ll follow the original schedule of ten $200 monthly payments. If you deposit later, SquadTrip recalculates your plan to nine payments of approximately $222.22 each, ensuring flexibility no matter when your traveler signs up.
The final step in the Main Flow is Publish & Preview. This is where you officially publish your trip. However, you can preview your trip at any time by clicking the Preview button in the purple bar below.
Publishing your trip makes it live and bookable by travelers. This process ensures your trip is visible to the right audience while providing an option to engage with customers through a waiting list.
Steps to Publish Your Trip:
Go to the "Preview and Publish" section in your trip dashboard.
Review the Publishing Options:
The page displays: "This is the place where you can generate links of your trip packages, share them on social media or embed into your website."
Configure the Waiting List (Optional):
You'll see the question: "Do you want to activate the waiting list?"
The system explains: "Activate the waiting list to engage with interested users when trips are fully booked. If selected, the waitlist will be turned on when your trip is sold out."
Select "Yes" to automatically activate the waiting list once the trip reaches full capacity
Select "No" if you don't want to manage or engage with waiting customers
Preview Your Trip:
You can click on the Preview button at the bottom purple band to check how the trip page looks like anytime and then go back to make changes. You can also preview your page on Preview and Publish Tab
Publish Your Trip:
When you're happy with your settings, click the purple “Publish my trip” button or the Publish button at the bottom. If you haven’t connected Stripe, you’ll be guided through the setup process
If you need to make changes later, you can return to this page and click "Unpublish my trip" to temporarily take it offline
Confirmation:
After clicking publish, a confirmation dialog will appear stating: "Your trip has been published!"
The message continues: "Now it's time to share your trip."
You can either click "Cancel" to stay on the current page or "Share my trip" to proceed to the sharing options. Clicking "Share My Trip" opens a page with your trip URL and an embed code you can use on your website
Also, on the Publish and Preview page, you can find your trip URL and the embed HTML code.
Note: Once published, your trip is live and ready for bookings. Your trip will remain private unless you choose to share it with your travelers.
💡Tip: Once your trip is published, you can make your trip page look even better by using the Optional Enhancements like Itinerary, Add-ons, Registration Questions, FAQ, and Legal sections.
We recommend watching this video, which walks you through all the SquadTrip features.
Need help building your trip?
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