Family Management
All Roles focus
Use this view to compare responsibilities and workflows across all user types.
- Scan each section for role tags before applying steps in production.
- Use the role switch to quickly narrow guidance to one audience.
Family records are the household layer in TroopForge. They control who can view a family, who can maintain contacts, and how household-level balances and event obligations are presented.
This page explains the real in-app workflow for leaders, treasurers, and parents, and clarifies where scout access stops.
Family Access by Role
- Scouts cannot access the family list.
- Parents can view only their own family.
- Leaders and treasurers can view families across the organization.
Where Family Management Lives in the App
Leaders and Treasurers
- Open Families from the main navigation.
- Name, Primary Contact, and Balance filters plus Include archived families.
- Use Add family to create new households.
- Treasurers can open View Archives to restore archived families.
Parents
Parents do not use the full Families index. Parent access is scoped to their own family profile.
Create and Maintain Family Records
Leaders and treasurers can create and update family records. Families should exist before member entry whenever possible so new member records can be linked correctly on first creation.
- Keep family naming consistent for sorting and imports.
- Confirm family records are in the correct account before adding members.
- Use the family profile as the operational hub for contacts, balances, and member-level actions.
Family Profile Experience
Family Profile combines contact, financial, and registration context in one place so you can resolve household issues without jumping across multiple screens.
Financial and Event Visibility
- Family Balance Summary with current, available, reserved, owed now, owed later, and total outstanding.
- Outstanding Charges table with direct Pay links to event registrations.
- Upcoming Events and Past Events registration history across all family members.
- Recent Family Transactions including active reserves/holds and posted activity.
Member and Contact Operations
- All Members list with contact details and primary-contact badge.
- Set as Primary Contact action appears only when policy allows and the member is an adult.
- Add Member and Edit for roster upkeep from the same profile.
- Transfer Funds appears when the current role and account state permit cross-member transfers.
Set and Maintain Primary Contacts
Primary contacts drive the family-level default email and phone shown in profile views and related workflows.
- Primary contact must be an adult in the same family.
- Leaders and treasurers can set primary contacts for families they can manage.
- Parents can set primary contacts for their own family.
Treasurer-only Archive, Restore, and Reassign Workflows
Only treasurers can archive or restore families, and only treasurers can reassign a member to a different family.
- Only treasurers can reassign a member to a different family.
- Archive is blocked when active members remain and returns:
cannot archive family with active members. - Restore returns the family record only; archived members stay archived until restored separately.
- When reassigning a member, moving the current primary contact clears that primary-contact link automatically.
Scout Access Boundary
Scouts use their own member/account views and do not manage families. Family maintenance actions are handled by parents, leaders, or treasurers.