- User Guide
- Getting Started
- General Concepts
- Getting Help
- Requesting a Feature
- Frequently Asked Questions
- Videos for Learning TroopTrack
- BASICS - Creating a new TroopTrack Account
- BASICS - Configuring your Pack/Troop in TroopTrack
- COMMUNICATE - Sending Emails
- COMMUNICATE - Configuring Emails and Email Lists
- Data Safety
- Merging Two Accounts
- Transfer Users Between TroopTrack Troops
- Let us import data for you from other programs
- TroopMaster (AHG)
- Import your data instantly with TurboNET
- Import your data instantly from AHG Connect
- Manual Entry for Service Hours, Miles, and Nights
- Planning an Event
- Tracking Attendance
- Attendance Reports
- Hours, Miles, and Nights
- Agenda View
- Year at a Glance
- RSVP'ing for an Event
- Import your Unit's Calendar to Google Calendar
- Importing Your Unit Calendar into the Mac OS Calendar App
- Event Integrated Accounting
- Participation Book
- Adding Members
- Controlling Access and Privileges
- Organizing Family Members
- Creating Patrols/Dens
- Managing Equipment
- Managing a Library
- Canned Reports
- Creating Custom Reports
- Unit Settings
- Money Account Basics
- User Accounts
- Managing Merit Badge Counselors
- Managing Training
- Changing a User's Profile Photo and Demographic Info
- How do I reset a user's password?
- Training Book
- Online Payment
- How Mailing Lists Work
- Creating a Mailing List
- Creating a Unit Roster
- Magic Mailing Lists
- Sign Up Sheets
- Third-Party Email Clients
- Bulk Entry of Award Progress
- Individual Entry
- Creating a Custom Award
- Planning for a Pack Meeting or Court of Honor
- TurboNET Advancement Report
- Badge Book
- Blue Cards
How Mailing Lists Work
About Email Distribution Lists
An email distribution list lets you send emails to a group of people in your scouting unit with a single email address. TroopTrack distribution lists protect you from spam and other unauthorized uses of the list by checking who is sending the email and making sure they have permission to use the list the email is sent to. Emails from people who are not on the list of "authorized senders" are simply ignored.
You can use the email distribution lists in TroopTrack, sending quick messages, and you can also use them in your personal email client, such as Gmail or Outlook. When sending from your personal email client, make sure your email address with that client is the same as your primary email address on TroopTrack.
How to Get There
Click on the Communicate badge to see all your email distribution lists.
Magic Mailing Lists
Magic mailing lists are mailing lists that are automatically created for you by TroopTrack. The recipients of each list are based on the person's role in your scouting organization. The standard magic mailing lists are:
- All members
- Plus one for every Patrol/Den/Unit that you have
When you edit a magic mailing, you can edit the authorized senders but not the recipients.
Custom Mailing Lists
Magic mailing lists not doing what you need them to? You can create your own by scrolling to the bottom of the communcate main page and clicking the link I've highlighted below:
Fill out the form, making sure you give the list a name that will result in a legitimate email address with no spaces or characters that aren't allowed. For example, the list I'm creating in this example will result in the following email address: email@example.com.
Save the email list and you can start using it immediately.
TroopTrack mailing lists can handle attachments when you send emails from your email client, however certain limitations apply. Please don't send more than one attachment per email and keep the size under 1MB. Also, make sure the email address you use with your client is your primary email address in TroopTrack.
What about Duplicates?
If you were paying attention to the example I used earlier you might have had a moment where you thought something like this:
Wait a second! I created the exact same email address! Won't that confuse things?
The short answer is no, it's okay.
The long answer is two troops can use the same email addresses without getting the wires crossed because TroopTrack looks up the email lists based on the email address of the sender. So, even if two troops (or two hundred troops) all create custom mailing lists named 'firstname.lastname@example.org' it will still work because the first thing TroopTrack does when it gets an email is look for a list that the sender has access to and that matches the name.