Member Records & User Invitations

Viewing documentation for: All Roles

All Roles Treasurer Leader Parent Scout

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.

TroopForge separates roster identity from login identity so member data stays stable before account access is granted.

This guide covers the full member record and user invitation lifecycle with role-specific visibility and permission boundaries.

How Member Records and User Accounts Connect

  • Members are created first, then invited to log in.
  • Scouts cannot view the member list.
  • Leaders and treasurers manage member creation and updates.
  • Every member gets a scout account automatically at creation.

Where Member Records Live in the App

  • Open Members from the main navigation.
  • Name, Family, Type, and Sub-Troops filters help you narrow large rosters quickly.
  • Use sortable columns to review Family, Type, Sub-Troops, Email, Phone, and Balance.
  • When the roster is empty, the page shows a Create your first member call-to-action.

Parent visibility is scoped to members in the same family.

Create Member Records (Treasurer and Leader Workflow)

  1. Open Members and choose Create Member.
  2. Enter name and member type (Scout, Parent, Leader, Treasurer).
  3. Choose family assignment mode: Select existing family or Create new family.
  4. Add email/phone/date of birth as available.
  5. For younger scouts without email, leave blank for young scouts and invite later when appropriate.
  6. Assign sub-troops if needed, then save.

The create form supports in-flow family creation through the new family name field, so roster entry is not blocked when a family record does not exist yet.

Member Profile Experience

Member Profile centralizes data needed for operations, compliance, and financial follow-up.

Core Identity and Compliance

  • Personal Information with contact and age details.
  • Membership Information including role type, family, and adult/minor status.
  • Form Records with status markers (On File, Expired, Missing).

Financial and Event Context

  • My Scout Account summary with current, available, reserved, and liability totals.
  • Outstanding Charges with due-date status and direct Pay links.
  • Family-level cross-view cards such as Family Scout Accounts for parent workflows.

Editing, Archive, and Restore Rules

  • Parents can view and edit members in their own family.
  • Scouts can only view their own member profile and cannot access the list view.
  • Only treasurers can archive, restore, and reassign family membership.
  • Archive is blocked with: Cannot archive member with outstanding balance. Please transfer funds first.
  • Archive also fails when the member is the family primary contact: cannot archive primary contact. Please assign a new primary contact first.
  • Restore can be blocked by plan limits with: Cannot restore member. Member limit reached.

Invitation Lifecycle from Organization Settings

  1. From the account menu, open Organization Settings.
  2. Click Invite User in the Organization Settings section.
  3. On the invite form, use Select Member and choose Choose a member to invite....
  4. Selected member data will auto-fill name and email and pre-contextualize role assignment.
  5. Confirm roles and submit the invitation.
  • Leaders can invite parent and scout member types.
  • Treasurers can invite leader, parent, and scout member types.

Treasurer-specific Invitation Scope

Treasurer role has full operational invitation scope and typically owns exception handling for invite and role corrections.

Invitation Validation and Pending Follow-up

Invitation errors to watch for

  • must be selected when member selection is missing.
  • already has a user account when a member has already accepted an invite.
  • must belong to the same account when member/account boundaries do not match.
  • cannot be invited by your role when invite scope does not match role permissions.

Track Pending Invitations and Follow Up

Pending invitations appear with Awaiting response on the Organization users page.

Use resend, copy link, and edit to recover stale invites or correct recipient data before acceptance.

Accepting an Invitation

  1. Open the invitation email link.
  2. Sign in or create your account if prompted.
  3. Review the organization invitation and choose Accept or Decline.
  4. Accept creates the account user and links it to the selected member record.

Related Documentation