Member Records & User Invitations
Parent focus
Focus on family account visibility, event registration, and payment request workflows.
- Confirm how family-level balances and member registrations are managed.
- Use support links when household access or invitation issues appear.
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.
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.
Accepting an Invitation
- Open the invitation email link.
- Sign in or create your account if prompted.
- Review the organization invitation and choose Accept or Decline.
- Accept creates the account user and links it to the selected member record.