Note: Before getting started, we recommend checking out the guide "Should I create a trip or a group?" in the FAQ section.
If you have a trip with multiple travelers and it has become clear that some of the travelers will need individual attention, the best option is to convert this trip to a group. As you'll see below, it is best to make this change as soon as possible.
Limitations when converting a trip to a group
There are a few things that you cannot yet do when converting a trip into a group:
- If the additional travelers have responded to forms or invoices, these cannot be relocated to the new trip for that traveler, and will remain on the original trip
- If you've communicated with the additional travelers via the CC option, these messages will also remain on the original trip
- Trips cannot be moved into or between groups if direct invoices have been created, as trip and group Funds balances cannot be split or combined.
How to convert a trip to a group
The best way to handle the transition from a trip to a group is to first create a group, then move the existing trip into that group. Click the links to see the guides for each of these tasks.
Finally, you'll need to create new trips for each primary traveler. To do this, click the + plus sign:
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From here, follow the instructions to add the traveler info, and repeat until all primary travelers have their own trip. Once all primary travelers have their own Trip, remove the same travelers from the original Trip so all travelers only appear in one Trip within the Group.
Comments
5 comments
The much-needed links do not work in this article so I am unable to convert my trip to a group. Please advise. Â
Hi Gwiin! I have double-checked these two links and they do appear to be working, so it is possible that one of my teammates has already jumped in to take care of this. Let me know if you run into any further questions!
Is there someone I can call to walk me through this? I still have specific questions for my group regarding forms and invoices that already exist.
This feature really needs help. My trips are made with Group funds already existing because I create a direct invoice for my research fee. After it is clear that the 1 trip is going to become a multi passenger group, I should be able to move the trip without problems into the Group. I always get the error message that because my trip and Group has group funds enabled that I can't move the trip. This causes duplication in my dashboard. I really wish you guys could change this. It would make my experience better.
Hi Sandra Braxton! Thank you so much for your insights here - I can see how this could be made better for your workflow. I have shared this with our team! As a workaround in the meantime, one option here would be to archive the previous trip with the research fee and add any necessary documentation to the files tab on the new trip.Â
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