For hosts whose retreat is full
Someone cancelled. The spot's already sold again.
Your refund policy is agreed at checkout. The waitlist is already there. The replacement's plan recalculates to finish on your date. Nobody opens a spreadsheet.
Free to use. Guests pay one 6% fee on top, so you keep your full price.
What this page is for
Selling out isn't the end of the work. A guest's plans change, their refund depends on how close to the retreat it is, and the next person on the list joins months into the payment schedule. SquadTrip handles all three: the policy guests agreed to at checkout, a refund from the traveler's page, and a plan for the newcomer that still ends on your date.
The cancellation email arrives at 11pm.
Nobody remembers what the policy said
Your refund policy is part of checkout. Guests agreed to it before they paid.
The refund math is on you
Full or partial refund from the guest's page. The math is done for you.
The open spot goes to whoever DMs first
The waitlist already has names and emails. Invite the first one.
The newcomer's payments don't fit the schedule
A late sign-up's plan recalculates to end on your last payment date.
How it works
How it works when someone drops out
- 1
Check the policy they agreed to.
Guests agree to your refund and withdrawal policy at checkout. It's on their booking.
- 2
Refund from the guest's page.
Full or partial, under your policy. The refund takes 5 to 10 business days to reach them and shows on your dashboard.
- 3
Offer the spot to the waitlist.
Email the first name on your waitlist. They book from your link, and their payments are spread over the months left, ending on the same date as everyone else's.
The deposit policy that keeps a cancellation from costing you.
Most hosts keep the deposit non-refundable, refund balance payments in full until 60 days out, and refund nothing inside 30 days unless the spot is resold. Put that in your refund policy on SquadTrip and every guest agrees to it before paying. If you'd rather not decide, the guide below has three templates.
The replacement's plan
One guest leaves in June, another takes her room, and both plans still end on September 1.
Sep 1 · last payment
See the room refill
The Rooms tab shows the bed open, then taken. The guest list shows the refund on Jess's row and the new plan on Priya's. Export it for the venue the week before.
From a host
“We always had a clear picture of who was in, who was paid, and who still needed a nudge.”
Read next
Cancellation questions, answered
How do I refund a guest who cancels a retreat?
Open the guest's page and choose Cancel or refund. Issue a full or partial refund under your policy. It takes 5 to 10 business days to reach them.
Can I keep the deposit and refund the rest?
Yes. Partial refunds are set to any amount, so you can refund balance payments and keep a non-refundable deposit.
How do guests agree to my refund policy?
It's part of checkout. No one can book without agreeing to it.
Is there a waitlist when the retreat sells out?
Yes. When a package fills, guests join the waitlist from your trip page. You see their names and emails (and can export them), and invite the next person when a spot opens.
What happens when someone books late on a payment plan?
Their plan is recalculated over the months left, ending on your last payment date.
Does a refund change my payout?
The refund comes out of your Stripe balance. Your dashboard shows the refund on the guest's row.
What does it cost?
Nothing to use. Guests pay one 6% fee on top of your price.
Run your next retreat on SquadTrip.
Refund policy agreed at checkout, a waitlist that's already there, and plans that end on your date. Free to use. Guests pay one 6% fee on top.
Photos on Unsplash by Romain Gal.