System Administration Tips

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.

System administration in TroopForge is mostly account-governance work: keeping organization settings accurate, managing who has access, and enforcing clear boundaries between leader and treasurer controls.

This guide documents the exact in-app workflows for leaders and treasurers, with explicit boundaries for parents and scouts.

System Administration Scope in TroopForge

  • Administration centers on organization configuration, user access control, and operating-policy consistency.
  • Leaders can run most roster and workflow setup tasks but cannot manage subscription or treasury-only controls.
  • Treasurers own billing, organization feature flags, and transaction category governance.
  • Parents and scouts use operational tools but do not administer organization settings.

Organization Settings Navigation Map

Open account menu -> User Settings, then use the left-side Organization Settings section.

Leader and Treasurer Links

  • Organization for account profile, time zone, and payment instruction updates.
  • Users for role review and pending invitation follow-up.
  • Invite User for member-linked invitation sends.
  • Import Roster for CSV onboarding and bulk member ingest.
  • Form Types for required-form policy maintenance.

Treasurer-only Links

  • Billing for subscription, billing email, and billing history controls.
  • Features for account-level feature toggles such as Event Planning.
  • Transaction Categories for non-event withdrawal request category governance.

Leader/Treasurer Workflow: Organization Profile and User Access

  1. Open Organization and keep account name, time zone, avatar, and event payment instructions current.
  2. Open Users to verify role assignments and identify pending invites before major troop cycles.
  3. Use row-level Edit in Users to update account roles; account owner treasurer status remains protected.
  4. Use Invite User, choose Select Member, verify email/name autofill, and submit Send.
  5. Return to Users to monitor pending invites marked Awaiting response.
  6. For pending invites, use Resend Invite or Copy Link as needed.

Invitation scope is role-bound: treasurers can invite leaders, parents, and scouts; leaders can invite parents and scouts.

Roster Import Steps

  1. Open Import Roster and upload a CSV from my.scouting.org with Upload & Preview.
  2. On Review Roster Import, review totals for new, duplicate, and selected members.
  3. Use bulk controls: Select New Only, Select All (Including Existing), or deselect all.
  4. Map each selected row to an existing family or create a new one before finalizing.
  5. Complete the import with Confirm Import when selections and mappings are correct.

Leader/Treasurer Workflow: Form Types Governance

  1. Open Form Types from Organization Settings and select New Form Type.
  2. Define Form Type Name, Description, Scope, and applicable member types.
  3. Set Has expiration date and Default for new events where policy requires it.
  4. Use actions menu to edit, activate/deactivate, or delete as requirements change.
  5. Drag rows to maintain display order; successful updates return Form types reordered successfully.

Use member-level form types for long-lived compliance records and event-level form types for registration-specific requirements.

Treasurer Workflow: Billing and Subscription Controls

  1. Open Billing and review Current plan status before editing any settings.
  2. Use Change plan for upgrades/downgrades and confirm timing impacts before submitting.
  3. Maintain receipt routing in Billing Email.
  4. Store compliance details in Extra Billing Information.
  5. Review invoices and receipts in Billing History.

Non-treasurer users can be directed by the system to Contact an admin to change subscription settings.

Treasurer Workflow: Feature Flags and Transaction Categories

Features

  1. Open Features from Organization Settings.
  2. Toggle Event Planning on or off based on troop readiness and policy.
  3. The features controller enforces: Only treasurers can manage organization features.

Transaction Categories

  1. Open Transaction Categories and add categories with name, description, default amount, and display order.
  2. Use activate/deactivate instead of delete for categories with historical use.
  3. If requests exist, delete is blocked with: Cannot delete category with existing requests. Mark as inactive instead.

Parent and Scout Access Boundary

Parents and scouts do not manage organization administration surfaces. They work in family, member, event, and payment workflows while leaders and treasurers maintain account governance.

  • Parents and scouts do not administer Organization Settings links.
  • Leaders coordinate operations; treasurers own treasury-only controls and subscription authority.
  • Escalate account-access or billing issues to a current leader/treasurer team member.

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