Once travelers book, the Rooms tab on your trip dashboard shows every booked room: who is in it, which spots are still open and what has been collected. From there you can move a traveler to another room, fill an open spot, and download a rooming list for your hotel.
This article is about trips that sell rooms. To set your rooms up, see Plan your rooms and packages.
Before you start
You need edit access to the trip. With view-only access you can see the Rooms tab, but the links to move travelers and fill open spots don't appear.
Rooms appear once travelers book. Until then the tab says "No bookings yet. Rooms will appear here once travelers start booking."
If your trip was created on an older version of SquadTrip, some screens may look different.
What the Rooms tab shows
Open the trip from your dashboard and click the Rooms tab, between Travelers and Activity.
Four tiles: Rooms fully booked, Rooms partially booked, Collected and Still owed. Click Rooms partially booked to list only rooms with an open spot.
Search and filters: search by name, email or room code, or click All, Fully booked or Partially booked.
A banner for each room you sell, such as Garden Room, with how many rooms are claimed and how many spots are booked.
A row for each booked room: its number and room code, who is in it, any open spot, a pill such as "1 of 2 booked", what has been collected with Paid in full or Not fully paid, and the date it was booked.
An open spot marked "held for a friend" means the traveler who booked asked to keep it for a friend. Other spots of the same kind fill first, for up to 7 days.
Click a row to open it. Each traveler in the room gets a card with Name, Email, Payment plan, Booked, Source and Add-ons. Source says how they got into the room: Direct, Share link (they used the room's share link), Placed by organizer (you moved them), or Placed automatically (they joined a room that anyone can share).
Move a traveler to another room
Click the room's row to open it, then click ⇄ Move to another room on the traveler's card.
The dialog says which room the traveler is in now and lists only rooms of the same kind: the same room, sold the same way (such as "2 to a room"), in the same package. Each room shows how many spots are booked and open, and who is in it. Rooms listed under Full or too small: can't take this traveler.
Pick a room. To give the traveler a room of their own, pick A new room: it gets the next room number. It's offered when you still have a room of that kind, or when the traveler is alone in their room.
Check the line that shows the change, such as "Alicia Mendez: Room 3 → Room 2 · Room 2 becomes 2 of 2 booked". Email the traveler that their room changed is ticked; untick it if you don't want them emailed. Click Move.
The rooms update and a message at the bottom of the screen says "Moved to Room 2 · the traveler will be emailed". Click Undo in that message within about 10 seconds to put the traveler back.
If you don't undo, the traveler gets an email with the subject "Your room for Bali Wellness Retreat changed". It says you moved them to a different room and that nothing changes about what they paid or owe, and it shows their new room with one spot for each person. It never names their roommates.
A move only changes the room. What the traveler booked and paid stays the same, and a traveler who paid for a guest moves together with the guest's spot.
Fill an open spot
A room with an open spot shows three choices under the names:
Add a traveler: put someone who booked the same kind of room into this spot. You can also click ⋯ on the row and choose Add a traveler to this room.
Ask the lead to pay for it: opens the traveler details of the person who booked the room, where Edit Order lets them pay for the open spot.
Leave it open: you don't need to do anything. The spot can still fill through the room's share link.
Click Add a traveler. The dialog lists the travelers who booked the same kind of room and fit the open spot, starting with travelers who are alone in their room. Pick one, check the line that shows the change, leave Email the traveler that their room changed ticked if they should hear about it, and click Add to this room.
The traveler leaves their old room and joins this one. You can undo it the same way as a move. If no traveler fits, the dialog says "Nobody to add".
See every room change
After your first move, Room changes appears above the search box with the number of changes. Click it to see the list, newest first: who was moved, from which room to which, who moved them, and whether the move was undone or the traveler was emailed.
Download the rooming list for your hotel
On the Rooms tab, click Export, then Rooming list (PDF). Your browser downloads the PDF.
The rooming list starts with your company, the trip, its dates, the number of rooms and travelers, and you as the organizer. Then each room you sell has a table with Room #, Room (such as "2 to a room") and Who is in it, and a subtotal. It counts the rooms in use, such as "Rooms 3 of 8 in use", and never lists empty rooms.
Who is in it has one line per spot: the traveler who booked, then each guest they paid for, then "Open" for each open spot. A guest shows by the name given on the registration form. Until a name is given, the line reads "Guest of Tyler Nguyen (name to come)".
The same Export menu has Rooms (Excel), with one row per room (spots paid, open spots, any spot held for a friend, and who is in it), and Bookings (Excel), with one row per booking. Rooms (Excel) and Rooming list (PDF) appear once a room is booked. You'll find the same exports on the Travelers tab under More > Export.
When to use Edit Order instead
Moving keeps what the traveler booked. To give them a different kind of room, a room for a different number of people, or another package, change their booking with Edit Order on their traveler details page. The dialog reminds you: "Only rooms of the same kind are listed; to change what they booked, use Edit Order." See How to Change or Move a Traveler's Package.
Good to know
A full room can't take anyone. Move someone out first, or use Edit Order.
A room can't be overfilled. If someone takes the spot just before you click Move, the dialog tells you why and nothing changes.
Only the traveler is emailed. You don't get an email about a move. Room changes is your record.
Need a room's share link? Click ⋯ on a room with an open spot and choose Copy share link. Whoever opens the link can book the open spot in that room.
Questions
Message us in the app and we will help you set it up.