Planning an Event

How to Get There

To start a new event, select "Plan an Event" after clicking on the Plan Badge as shown below:

**You may also select Calendar in the same drop down menu and simply click on the date desired.

Basic Event Details

There are a lot of details you can provide about an event, so to make things simpler we're going to discuss them one section at a time, starting with the basic details, which I've highlighted below:

Here's a break down of what each of the fields in this section mean:

  • Title: Short description of the event. This is the phrase that will be used when listing events in the calendar and on the agenda view.
  • Event Type: Campout, Court of Honor, Fundraiser, Hike, Meeting, Other, or Service Project. Each type has its own default color that will be used when displaying the event in the calendar.
  • Custom Color: If you don't want to use the default color, pick your own!
  • Location: Where the event will be held. When describing the event later, TroopTrack will display the location in summaries of the event.
  • Start at: The date and time the event starts. This field uses a special calendar picker that I'll explain in a second
  • End at: The date and time the event ends. This field also uses the special calendar picker.

Choosing a Date and Time with the Calendar Picker

Here's an annotated image of the calendar picker describing how to use it.

RSVP Deadline and Event Reminders

Set your RSVP deadline.

Choose when to send ORIGINAL invitation will be sent.

Finally, you may select when to send a reminder (example: the night before).  

Inviting Members to Attend

Simply select groups or individuals you would like to invite.

Important Note: If you don't choose a value for 'Send invites when' or 'Send reminder when', the respective emails will NOT be sent.

Keeping Track of Who's Coming

After you've created an event, you can review who is coming by navigating to the event in the calendar clicking the RSVPs link in the upper right. The invitation fields will be replaced with an overview of responses, as shown below:

Creating an Attractive Event Description

By now you may have noticed the WYSIWYG editor at the bottom of the event form. With this editor you can create an event description that is formatted attractively using elements such as bold, bulleted lists, color, changes in font size, etc.

Advanced Event Details

Here are what each of these fields mean:

  • Adult Coordinator: If an adult is organizing this event, choose them from the list. They will be listed as a contact person on summaries of the event.
  • Scout Coordinator: If a scout is organizing this event, choose them from the list. Like the adult coordinator, they will be listed as a contact person. Many scouting units will assign both a scout and adult coordinator for events, in which case they are both listed.
  • Attachment: If your event requires a special form, or if there is additional information about the event in a pdf, you can attach it here.
  • Attachment description: A short phrase to let your members know what they should do with the attachment (i.e. "Please fill out the meal preferences form and return to John Scouter")
  • Camping nights: How many nights will you be camping? Scouts who attend will have the nights credited to them for using in the Camping Merit Badge (Boy Scout Troops only) and other awards. If you won't be camping just leave it blank. 
  • Hiking miles: If you will hike as part of this event, how many miles will you go? Like camping nights, miles are credited to anyone who attends. You can use the custom report tool to see a summary of each of these fields.
  • Service hours: If your event includes a service project, how many hours will be given? Service hours are required for some rank advancements, but it is also helpful to know how many hours your scouting unit  spends serving the community.
  • Permission required: If completion of a permission slip is required, check this box. The event email will include a link to the standard BSA permission slip that will be pre-filled with information about the event and scout for the parents to print and sign.
  • Medical required: Check this box if a current medical must be on file in order to attend. 
  • Tour plan required: Check this box if a tour plan must be filed with the scout office prior to this event. 
  • Fees:Is there a cost associated with this event? If so, enter it here. If you are using event integrated accounting, scouts who RSVP for this event will automatically have the fee deducted from their scout money account and transferred to the troop account.

Reoccuring Events

Let's say Pack meetings are every Wednesday at the church. Committee meetings are on the second Sunday of each month. With this section of the event form you can create multiple instances of an event with some simple logic.

Repeat How Often

Choose one of the following:

  • Never
  • Daily
  • Weekly
  • Every two weeks
  • Monthly

You can also leave this field blank if you prefer.

Don't forget that you can also control how many times a meeting is repeating as well.