Not sure how to set this up? Plan it first in Plan your rooms and packages, or describe your trip to the AI builder and let it build the rooms for you.
Each room on your trip has one form: what the room is, how many you have, its photos, and how it sells. This article goes through that form field by field. To find the Rooms step and choose how you sell the trip, see Set up rooms for your trip.
Before you start
Open the trip in the Trip Builder and click Rooms in the menu. You need edit access to the trip to save a room.
On a trip with packages, at least one package must be priced By room. If none is, the form says No package on this trip is priced by room yet. Click Go to Packages, choose By room on the package and save it. See How to Create a Package.
If your trip was created on an older version of SquadTrip, some screens may look different.
How the form is laid out
The form goes from general to specific:
The room: the name, description, how many you have and photos.
How it sells: one or more ways to sell the room, each with how many people share it, a price per person and whether it's sold whole or shared. Options for variants, such as One king and Two queens, go here too.
Availability and status: close or hide the room.
The form also has a What travelers see preview that updates as you type. To decide what needs a way, an option or a package, see Plan your rooms and packages.
The room
On the Rooms step, click + Add a room, or Edit next to a room you have. Fill in the fields under The room.
Room name: what travelers see on the trip page, such as Guesthouse or Garden Room. Each room on the trip needs its own name.
Description: optional. What the room has and why it's worth booking, such as the view, the bathroom or the beds.
How many you have: choose Unlimited, or Set a limit and type the number of rooms. A new room starts on Set a limit with no number, so type one or switch to Unlimited. Travelers see "Only 2 left" when it runs low.
Photos: click + Add photo or drop files on it. The first one leads on the trip page and is marked Main photo. Click main on another photo to put it first, use the arrows to change the order, or ✕ to remove one. Photos (JPG or PNG) can be up to 5 MB and videos up to 50 MB.
How many you have counts rooms, not people: 11 rooms sold "2 to a room" hold 22 travelers.
How it sells
Under How it sells, a new room starts with one way, Way 1: 2 people per room, Shared. Set its fields.
Occupancy: people per room. Use − and + to set 1 to 12. A room for one is always sold whole.
Price per person: one box for each package priced by room, under the package's name. A trip that sells rooms only has a single box. Blank = not sold in that package. If you pay the processing fees on this trip (All fees are paid by organizer), each box has Traveler pays and You receive: type either one and SquadTrip fills in the other.
Sold as: Whole room (one booker pays for every spot) or Shared (each traveler pays for their own spot). For a whole room, the form shows what the whole room sells for.
Name travelers see: SquadTrip names the way for you, such as "2 to a room", "Private room, just you" or "Private room for 4". Change it if you'd call it something else, such as "Twin share".
Tell travelers more (optional): a short note that shows under this row on your trip page, such as "King bed, sea view, breakfast on the terrace." If you leave it empty on a shared way, travelers see a standard sentence about the open spot.
Each way becomes a row travelers can pick on your trip page, with its price per person or per room.
Sell the same room another way
Click + Add another way to sell this room. If the room has no one-person way yet, the new way starts as 1 person, Whole room, named "Private room, just you": type its price and you're done. Otherwise it starts at the next number of people. Click Remove to drop a way you don't need.
Each way needs a different number of people or a different Sold as. A room can sell "2 to a room" (shared) and "Private room for 2" (whole) side by side, but not two shared ways for 2.
Who can fill an open spot?
When a traveler books a shared room and pays for fewer spots than it holds, the rest are open spots. Who can fill an open spot? appears under any shared way and applies to new bookings:
Friends only (the starting choice): the spot waits for the booker's share link. The traveler gets the link right after paying and sends it to a friend, who pays for their own spot.
Anyone: a solo traveler can be placed in it. If no friend uses the link, the next traveler who books a spot of the same kind joins the room, oldest room first. Travelers are told they may share with another traveler on the trip.
At checkout, a traveler who leaves a spot open can tick I'm inviting a friend. Try to keep this spot open. SquadTrip then fills other spots of that kind first, for up to 7 days.
Rooms keep the setting they were booked under. If travelers have already booked the option and left spots open, switching it to Anyone asks first: choose Keep Friends only or Switch to Anyone.
Add options for room variants
Use options only when one room comes in variants that travelers choose between, such as One king and Two queens, or Students and Chaperones. Most rooms don't need them. Click + Add an option: each option gets an Option name and its own ways to sell, prices and open-spot setting.
Option name: up to 50 characters, such as One king. Each option in the room needs a different name.
Count per option: tick it under How many you have when each option is its own allotment, such as 5 king rooms and 5 two-queen rooms. Each option then asks How many of this option?, and the room's total is the sum. Leave it unticked when any room can be set up either way.
With Count per option ticked, each option also has This option is sold out and Hide this option once sold out.
Duplicate copies an option with its ways and prices. Delete removes an option nobody has booked. A room keeps at least one option.
On your trip page, each row shows the option's name with the way it's sold under it, such as One king, "2 to a room".
Availability and status
Click Availability and status near the bottom of the form to open it. All three switches are off unless you turn them on, and while the section is closed, its heading says which ones are on.
Stop new bookings: nobody new can book the room, and travelers see it as sold out.
Show as sold out: shows the room as sold out right away, even with rooms left.
Hide once sold out: takes the room off your trip page once it's sold out.
You don't need these for a room that books up: when every room is booked, travelers see it as sold out on its own.
Check what travelers see
What travelers see updates as you type. It shows the room's photo, name and description, a row for each way with its price per person or per room, and what travelers get for each number of guests, such as "1 person · a room for 2, 1 spot open".
Once the room is saved, Booked so far shows the rooms booked and spots paid, and Open Rooms tab → opens the trip dashboard's Rooms tab, where you can see who is in each room.
Before you can save
When something is missing, Before you can save lists it above the form, such as "A room name" or "A price for way 1 (2 to a room)", and the bar at the bottom says how many things are left. Click an item to jump to its field.
When everything is filled in, click Save room (Save changes on a room you're editing). You're back on the Rooms list with the room in it. To leave without saving, click Cancel; if you typed anything, choose Discard or Keep editing.
Examples
For worked examples, such as a double room sold shared or private, a villa for 4, bed choices with or without Count per option, and a room sold in one package only, see Plan your rooms and packages.
Change a room after travelers book
You can keep editing a room after travelers book it. The form says Travelers have booked this room. Prices, how many you have and the open-spot setting are safe to change, and you can add options and ways. What travelers booked stays as they booked it:
The Room name and booked option names are locked, so past receipts keep what travelers were sold. To rename an option for new travelers, duplicate it and hide the old one.
A booked way keeps its Occupancy and Sold as, and can't be removed. Add another way instead.
A new price on a booked way applies to new bookings only, and a booked way keeps a price in every package it was sold in.
How many you have can't go below the rooms already booked.
Good to know
Every price is per person. A whole room sells for the price per person times its occupancy.
The lowest price is $35. For a shared way, the price per person times the occupancy must come to $35 or more. For a whole room, the price per person must be $35 or more.
Names must be unique. No two rooms on a trip, and no two options in a room, can have the same name.
Singles are whole rooms. A shared way must sleep at least 2. For one person, use Whole room.
Start from a copy. Duplicate on the Rooms step opens a copy of a room, with its ways, options and prices, for you to rename and save.
See every package's prices at once. On a trip with packages, the packages × rooms grid on the Rooms step shows each room's price in each package. See Set up rooms for your trip.
Questions
Message us in the app and we will help you set it up.