Event Management

From ScoutManage

Events can be added, edited, or deleted either directly from the calendar ([Pack/Troop] -> Calendar), or from the Calendar Administration screen ([Admin] -> Pack/Troop Admin -> Calendar). When you create a calendar entry, besides basic event information, you can select from the following advanced event management features:

• Tour Permit. You can specify if this event requires a tour permit, and whether the tour permit has been turned in. This information is used in reports to determine which events are missing permits, and similar things.
• Track Planned Attendance. Checking this box turns on advanced attendance tracking, which is described below.
• Need Permission Slips. This box is available only if Track Planned Attendance is selected. This turns on tracking of permission slips, and is explained below.

When an event is marked with Track Planned Attendance, each invited member will receive a request to RSVP for the event. They get this request either from their Family Home Page, or from the Scout Profile Page for the invited members. From either page, the member may specify that they will attend, will not attend, or may attend.

In addition, for events that require permission slips (see above), a notification appears on those same pages informing of the need for the permissions slip, until the slip has been turned in.

As the unit administrator (or event coordinator), you may manage these events by going to [Admin] -> Pack/Troop Admin -> Event Management. On this page is a list of all events that have Planned Attendance Enabled. Click Update Planned Attendance by a particular event to see a list of who is and is not planning on attending the event. In addition, you may change the planned attendance status for any member by clicking the appropriate button in the Commands section. This is useful for members that RSVP in person, via phone, or via e-mail and do not update their own status online.

This information is available not only on these pages, but in various reports in the [Report] menu.

On the bottom of the page is the list of events that have permission slip management enabled. To update permission slip status for an event, click Update Permission Slips by the appropriate event. On the next page, a list of invited members appears, along with their planned attendance status. For everyone who has said they will attend or may attend, a new command is available – click [Turned In Perm Slip] when the parent’s have filled in and turned in a permission slip. If you mistakenly mark a member as having their permission slip turned in, you may then click [No Perm Slip] to remove the change.

A member that has said they will attend an event, but has not yet turned in their permission slip, will be informed that the permission slip is needed on their Family Home Page and Scout Profile Page.