SquadTrip sends your travelers a handful of emails automatically — a welcome and receipt when they book, a nudge when a payment is due, a note when a card fails. Until now every trip shared one version of each. If your Bali retreat needed a different tone from your Ghana tour, you had to pick one and live with it.
Now you can set your own wording once as a default, and override almost any email for a single trip. The one exception is the Payment Reminder, which is still company-wide.
Before you start
Editing an email for one trip is a Premium feature (the Per-Trip Automatic Emails module). You will see the option without it, but you will be prompted to upgrade.
Only the account owner (not a sub-user) can change company defaults, because a default reaches every trip — including trips a sub-user cannot open. Sub-organizers can still edit emails on the trips assigned to them.
Setting your company defaults is free and open to every organizer. You only need the paid module for per-trip overrides.
The two levels
Think of it as a fallback chain. For any email on any trip -- except the Payment Reminder, which is company-wide -- SquadTrip uses the most specific wording it can find:
This trip’s own version → your company default → SquadTrip’s standard wording
So you can set your defaults once and forget them, then override only the trips that genuinely need something different.
Set your company defaults
Go to Settings in the top menu, then Automatic emails in the left-hand menu.
You will see every automatic email, when it sends, and where it is currently used. Click an email to open the editor, change the subject and body, and save.
Your new wording now applies to every trip that does not have its own version.
Customize emails for a specific trip
Open the trip, click Edit Trip, then choose Automatic Email Settings under Promote & Manage and pick the email to edit.
From that moment, that trip keeps its own wording and stops following your defaults.
One thing to watch. When you save a company default, SquadTrip asks where the change should apply — for every email except the Payment Reminder, which has no per-trip versions and simply applies to all of your trips as soon as you save it. New trips only leaves your existing trips exactly as they are. All trips, including the ones you have replaces the wording on every trip — including trips that have their own version, which cannot be recovered. The dialog tells you how many trips would be overwritten and names them, so read it before you confirm.
Which emails you can customize
Welcome & payment receipt — a traveler books and pays; your wording appears above the receipt
Payment email — a payment is made
Outstanding email — the 1st of every month
Payment failed email — a payment has not cleared
Cancellation email — the trip is cancelled
Payment reminder — a payment due date is approaching. This one is company-wide only — it cannot be changed for a single trip yet. Edit it under Settings → Automatic emails; your new wording applies to every trip as soon as you save, and there is no "where should this apply" step.
Complete profile reminder — a traveler books but does not finish their profile
Refund email — a traveler receives a refund
Trip chat welcome email — after booking, when group chat is on
Merge tags
Personalize any of these emails with merge tags so each traveler sees their own details. See Using Merge Tags to Customize Your Emails for the full list.
The payment reminder has its own payment merge tags — {payment.amount}, {payment.scheduledate} and {payment.scheduledtable} — so each traveler sees their own amount, due date and full payment schedule.
Good to know
Your defaults are not retroactive. Emails already sent are not re-sent.
A trip’s own version always wins. This is the point of the feature, but it is also what surprises people: if you edit a default and one trip does not change, that trip has its own version.
Check the “Where it’s used” column. It shows which trips follow your default and which have gone their own way, so you can see what a default edit will actually touch.
You can personalize any of these with merge tags — see Merge tags above.
Questions
Message us in the app and we will help you set it up.