Creating a trip on SquadTrip is the first exciting step toward sharing unforgettable experiences with your travelers. This section will guide you through building a trip from start to finish, ensuring that every detail is tailored to attract and inform your audience.
SquadTrip provides 4 Main Flow steps (essential steps) to create and publish your trip, along with 5 Optional Enhancements that you can add anytime—either during trip creation or even after the trip is published.
Main Flow:
The Main Flow has 4 steps:
Basics or Trip Basics
Packages
Payments
Preview and Publish
Note- A 5th step will appear in the Main Flow if you enable Room Type in the Packages section. To learn more about room type you can read this article Understanding Room Types
Optional Enhancement:
The 5 Optional Enhancement consist of the following:
Itinerary
Add-ons
Registration questions
FAQ and Legal
Design and Branding
1. Adding Your Trip Essential Details in the Main Flow
The trip page is your travelers' first impression. Providing comprehensive details helps them understand what to expect and encourages them to book with confidence.
Steps to Add Trip Page Details:
Log in to your SquadTrip account.
Navigate to the Dashboard and click on "+Add New Trip".
After you click on "+Add New Trip" you’ll see a list of templates such as Wellness Retreat, Cultural Explorer Tour, or Senote Island Day Trip. You can also choose Start from Scratch to build your trip from the ground up.
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.
Group Chat: Enabled the toggle to chat with your travelers
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:
You can read about Group Chat here: How to Use Group Chat on SquadTrip
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.
6. 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.
7. 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.
8. 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.
2. Enhancing Your Trip Page with Optional Features
In the Optional Enhancements section, you have several features to make your trip page more attractive, such as Itinerary, Add-ons, Registration Questions, FAQ & Legal, and Design & Branding.
1. Creating an Itinerary is the first optional enhancement. It gives travelers a day-by-day breakdown of the trip, helping them clearly visualize their upcoming experience. By adding an Itinerary, you can show guests what to expect each day and make the trip feel more organized and exciting.
Steps to Create Your Itinerary:
Click + Add Day to start adding days to your itinerary.
Enter the title, short description, and optional photo or activities for each day.
Add Add specific activities and events for this day then click on “+Add Day Item”
Grab the three horizontal lines (≡) to reorder itinerary to reorder itinerary days thumbnail and click Save Changes when done and then on Next button at the bottom to move to next tab.
You can Edit your itinerary any time by clicking on the the three vertical dots (⋮) on the itinerary anytime.
Note: Creating an itinerary is optional but highly recommended for engaging your travelers.
2. After the itinerary, the second optional enhancement is Add-ons. Here, you can offer extras like meals, flights, airport transfers, excursions, or other services. Simply name the add-on, add details, set a price or limit, and upload photos to make it more appealing.
Note: Incase you are getting any error in the add-on make sure you have filled all the details.
3. The third optional enhancement is Registration Questions, where you can collect important details from travelers during sign-up. Collecting necessary information upfront streamlines the booking process and helps you cater to your travelers' needs.
Steps to Create Registration Questions:
Choose a question type (e.g., Short Answer, Multiple Choice, Yes/No, etc.).
Enter your Question shown to the guest and Label shown on organizer dashboard, then mark it as required if needed.
Click Save to add it to your registration form and then click on Next button
To edit any Registration question you just need to double click on it.
You can use the arrow buttons next to each question to change the order of the registration questions.
💡Pro Tip: Repeat these steps to add all necessary registration questions.
4. The fourth optional enhancement is FAQ & Legal, where you can add Terms & Conditions, Waiver, Refund Policy, and FAQs to inform and protect both you and your travelers.
Providing clear FAQs and policies builds trust, reduces booking barriers, and ensures both you and your travelers understand the terms.
Steps to Add FAQs and Edit Policies:
Go to the "FAQ and Legal Aspects" section in your trip dashboard.
For Policies, review the pre-filled fields:
Terms and Conditions
Waiver
Refund Policy
Edit the policies as needed to fit your specific requirements. Note: Travelers will be prompted to sign these policies during checkout.
For FAQs, enter a question and answer, then click "+ Add Question". Note: FAQs will appear on both the trip page and the traveler profile page.
Save your changes and then click on Next button.
5. The fifth optional enhancement is Design and Branding. This feature lets you customize your trip page to match your brand by choosing your color palette and adding social media links. You can also preview changes in real time to see how your trip page will look to travelers.
Note: The Design and Branding feature is part of SquadTrip’s Premium plan. To access and use this customization option, you’ll need to upgrade your account.
3. Sharing Your Trip
After publishing your trip page, you can use the Share My Trip feature to promote it. Sharing your trip helps increase visibility and boost bookings.
Steps to Share Your Trip:
From your trip dashboard, click on the "Share my Trip" button.
Copy the Trip Link
Use the provided link to share your trip directly with potential participants:
Click “Copy” to easily copy the link to your clipboard.
How to Use the Trip Link:
Post the link on social media platforms (e.g., Instagram, Facebook, Twitter).
Send it directly to friends or groups via messaging apps like WhatsApp, Messenger, or Slack.
Invite Guests
Invite via Email: Send invitations to potential participants through email for a professional touch.
Invite via Text Message: Quickly notify your audience by sending trip details and the link via SMS.
Affiliate Program Promotion
Encourage others to join your affiliate program by sharing your trip within their networks.
How it Works:
Affiliates earn commissions by referring people who book your trip.
Invite affiliates through email or text to get them started.
Track their promotion efforts and watch your bookings grow.
Additional Sharing Options
Embeddable Code Snippet:
Get an HTML snippet to embed your trip package directly into your website or blog.
Customize the main color to match your brand’s theme.
Boost Sales through Effective Sharing
Use multiple channels to reach a wider audience:
Social media
Email newsletters
Text campaigns
Affiliate partnerships
Embedding the trip on your website ensures seamless visibility to visitors.
💡Tip: If you prefer to add checkout buttons to your site, use the package-specific links.
What's Next?
Once you’ve built your trip, it's time to keep your travelers informed and engaged to enhance their experience. Learn more about Communicating with Your Travelers.
Need help building your trip?
Schedule a free 30 minute one-on-one session today! Click here.