SquadTrip

Trip Organizer's Guide

This guide will help you build professional, customized trips on SquadTrip and streamline the entire process—from planning to promotion.

How to Build a Trip

Show your itinerary to your guests. To add an itinerary, follow these simple steps.

How to Create an Itinerary

How to Create a Package

Create custom promo codes to offer discounts or credits

Creating Promo Codes

Room Types are detailed accommodation options and configurations travelers can select when they're booking a group trip.

What are Room Types and How Do You Create Them

Room Categories can be used to create a group of room options with a shared feature such as City View, Single Occupancy, or room number.

Creating Room Categories

Room Options is how Trip Organizers set pricing, occupancy limits, and define a very specific room selection for travelers.

How to Create Room Options

This guide walks you through adding custom registration questions.

How to add Registration Questions

How minimum and flexible deposits affect payment plan calculations for travelers on SquadTrip

Setting a Minimum Deposit

Effective communication keeps your travelers informed and engaged, enhancing their overall experience.

Communicating with Your Travelers

Company Settings

Set up payment plans + auto-billing, whether you're offering basic packages, all-inclusive trips, or unique add-ons.

Setting up payment plans with auto-billing

Learn how Room Types, Room Categories, and Occupancy settings work.

Understanding Room Types

If your trip isn’t open for booking and shows as Sold Out or Waitlist, there are a couple of things you should check

Why Is My Trip Showing as "Sold Out" or "Waitlist"?

How to fill out every Stripe field—no matter how you’re organizing your trip (Personal Trip, Sole Proprietor, or Business)

Stripe Setup Guide

Learn why you're seeing a "you have reached maximum number of itineraries" error and how to fix it.

Trip Itinerary Day Limit Error

Building a Trip

Access full traveler profiles to manage bookings, payments, and preferences more efficiently.

Accessing and Viewing Traveler Profiles

Enable a waitlist for fully booked trips to collect interest and manage waitlisted users directly from your dashboard.

How Organizers Can Activate Waitlist Option

How to Enable the Promo Label on Packages

Who pays the processing fees? You get to decide whether your travelers pay the fees or if you cover them for your travelers.

Processing Fee Handling

Changing Trip Balance

Can travelers change their credit card after making a deposit?

Change card after deposit?

How SquadTrip automates payment reminders and receipts to keep travelers informed and reduce missed payments

Do you send receipts and payment reminders?

You now have the option to stop automatic payments for specific travelers. This document explains how you can do that.

How to Stop Automatic Payments for Travelers

Steps to cancel a trip reservation and issue a refund from the Trip Data section on SquadTrip

How to cancel and refund a guest?

You can sell more trips by incentivizing your existing travelers to promote your trip and save time tracking with Refer & Receive.

How to Launch Referral Program

Invite influencers to promote your trips and track their commissions through the Affiliate Program feature within your SquadTrip account!

How to Launch an Affiliate Program on SquadTrip

Scheduled Messages makes it easy to draft a series of emails to be scheduled and sent to travelers at a later time.

How to Create and Schedule a Message

Promotional emails makes it easy to draft a series of emails to promote new or current trips.

Draft and Send Promotional Emails

Personalize scheduled emails with traveler information by inserting a Merge Tag in the body of your email and subject line.

Using Merge Tags to Customize Your Emails

Learn how to update your email and notification settings as a trip organizer, including customizing senders and managing recipients.

Updating Notifications and Email sending Settings

You can add emails that will receive booking and payment notifications.

Add Admin Emails as CC for Notifications

Steps to add or upload contact numbers for Text Blast in the correct format on SquadTrip

How to add contact numbers for Text Blast

Abandoned cart e-mails automatically remind travelers to complete their booking after registering for a trip but failing to make a deposit.

Re-engage Travelers Who Didn’t Book

Need to edit a reservation price, add a promo code, switch a package, edit the quantity or remove an add-on? You're in the right place.

How to Change a Traveler's Reservation

If a traveler requests a trip cancellation and refund, the Trip Organizer can also process this change within their account.

Cancel a Trip With or Without a Refund

Easily cancel a traveler’s reservation—with or without a refund—directly from your Trip Data dashboard.

Travel Cancellation Instructions

Efficiently manage your travelers to provide a seamless experience.

Managing Traveler Details

This guide will show you how to permanently delete a trip from your SquadTrip account in just a few simple steps.

How to Permanently Delete Your Created Trip

Step-by-step guide to exporting trip data: access stats, select trips/packages, and download to Excel for easy organization and analysis.

How to Export Trip Data

Trip organizers can easily update the payment schedule for their registered guests by following these steps:

How to Edit a Guest's Payment Plan

This guide walks you through the process of creating a tailored payment plan for any traveler in just a few simple steps.

How to Build a Custom Payment Schedule

How to Mark Your Trip as Sold Out or Open for Booking

How to Mark Your Trip as Sold Out

This article explains how trip organizers can apply a promo code to a traveler’s existing booking in SquadTrip.

How to Apply Promo to a Booking

To give someone access to help manage your trips as a Sub-Admin

How to Add a Sub-Admin to Your Account

You can personalize the automated payment reminder email that guests receive before their next installment is due.

How to Customize the Payment Reminder Email

How to Enable or Disable Payment Options on Your Trip

Enable or Disable Payment Options

How to Enable or Disable Payment settings on Your Trip

Manage Your Payment Settings

What to Do If You Need to Cancel a Trip

This article guides organizers on enabling payment rescheduling for travelers and so offering payment flexibility.

How to activate "Reschedule payment" option

Learn how to view and export traveler registration question responses from your trip dashboard.

View Registration Question Answers

Learn how to upgrade a traveler’s room type or packagewithout increasing their remaining balance.

Upgrade Traveler’s Package/Room Without Charging Extra

If you need to adjust the payment dates for a traveler

How to Edit Traveler’s Payment

Promote your trip with free unlimited SMS and PDF attachments.

Share Your Trip via Text

This guide explains Stripe’s non-refundable processing fees and how they affect organizer refunds.

Refund Deductions from Your Account

Managing a Trip

Sub-Admin roles, access, and permissions in a SquadTrip account

Sub-Admin Feature

How to Withdraw Payments Collected Through SquadTrip Payments

How To Withdraw SquadTrip Payments

If you've decided to stop organizing trips with SquadTrip and want to permanently delete your organizer account.

How to Delete Your Organizer Account

Switch Accounts: Organizer to Traveler

Learn how to switch the Stripe account linked to your SquadTrip organizer profile.

Change Connected Stripe Account

Learn how to download signed documents for your trip guests from the organizer dashboard.

Download Signed Documents

Learn how to manually transfer a traveler from one trip to another.

Transfer a Traveler to Another Trip

Trip Organizer Account

Manage your company info, payments, and team access from your account settings.

Account Management

This guide helps you with password recovery on SquadTrip, offering clear, step-by-step instructions for changing passwords.

How to Reset or Change Your Password

Learn how to easily edit or cancel your subscription

Edit or Cancel your Subscription

To update your email address or account information.

How to Update Your Login Email Address

Account and Profile Management

Please follow the steps below so we can begin reviewing your issue right away:

Resolving Double Charges

Before publishing a trip, Trip Organizers need to link to their Stripe account to collect payments and get paid.

How to connect Stripe to SquadTrip

Stripe Account

Every group trip is unique. With Add Ons, trip packages and offerings can be configured in so many unique ways.

3 Powerful Ways to Boost Sales with Add-Ons

Cost is one of the primary reasons a traveler will decide to or not to go on a trip. Use promo codes and hide processing fees to sell more.

Top 3 SquadTrip Tools to Price & Promote

How to add a description about your company, add custom colors, and add social links to your trips

Customizing your Trip Page

Learn how to earn rewards by inviting friends to join the platform.

SquadTrip Referral Program

A step-by-step guide for Trip Organizers managing chargebacks.

How to Handle a Payment Dispute

Pro Tips from SquadTrip Team

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