Events, Registration & Payments

Viewing documentation for: Scout

All Roles Treasurer Leader Parent Scout

Scout focus

Focus on personal account actions, event signup, and age-appropriate access boundaries.

  • Review what can be self-managed versus what requires parent or leader action.
  • Check transaction request and event deadline rules before submitting changes.

This guide explains exactly how events move from setup to paid-in-full in TroopForge, with role-specific instructions for leaders, treasurers, parents, and scouts.

Use the role switch above to hide sections that do not apply to your role.

Lifecycle: Create, Publish, Register, Collect, Reconcile

Events in TroopForge follow a shared lifecycle with handoffs between operations and finance teams.

  1. Leader or treasurer creates the event and cost structure.
  2. Members are registered and registration status is managed.
  3. Payments are requested or recorded against each registration.
  4. Treasurers approve scout-account requests and reconcile external money.
  5. All roles monitor payment status and stage deadlines through event registration views.

Parent/Scout Lifecycle: Register and Request Payment

Where to go: Left nav Events -> open event -> registration list.

  1. Step 1: Register for the event
  2. Click Register Member.
  3. Select your family member (or yourself for scout self-registration).
  4. Select optional components if needed and submit.
  5. Registrations created by parents or scouts start as pending.
  6. Step 2: Request scout-account payment
  7. Expand your registration row and review balance details.
  8. In Pay from Scout Account, confirm available balance and submit Request Payment from Scout Account.
  9. Step 3: Track request status and balances
  10. After submit, status shows Awaiting treasurer approval.
  11. Watch payment history and balance owed until request is approved and posted.

Parent/scout users can request payment actions in-app but do not approve or post payments. If you pay outside the system (cash/check/PayPal/card), provide details to the treasurer so the transaction is recorded.

Payment Status and Multi-Stage Tracking

TroopForge supports single-charge events and multi-stage payment schedules. Multi-stage tracking rolls up by registration and shows whether each member is current, due soon, or overdue.

  • Use stage due dates to manage installments over the event timeline.
  • Track paid, upcoming, and overdue stages directly in registration details.
  • Use payment status badges and balances to prioritize outreach.
  • Quick payment defaults target the amount needed to get current (overdue + near-term stages first).
  • When payments are posted, allocations are applied to base fees first and then to later components by stage order.

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