Send Leaders An Email Whenever Anyone Signs Up

The system can now automatically generate an email showing everyone who has signed up for an event - or withdrawn from that event - since the last time such an email was sent.

This request received YES votes from 97 of our Scouts BSA, Cub Scout, and Girl Scout units!

This feature is turned off by default.  You must configure your event types to activate this capability for your site.

Please go to Site Configuration → Event Types and update an event type for which you would like to receive notifications.

You will see three new fields at the bottom of the Sign-Ups and Shifts section:

Note: you will only see the Notify Event Leaders When Signup Status Changes field if you have enabled event leaders for this event type.

If you check the Notify Event Leaders When Signup Status Changes box, the event leaders designated for an event will be notified if anyone signs up for that event or withdraws a prior sign-up for that event.

If you select a dynamic subgroup for Notify This Group When Signup Status Changes, then all members of that group will be notified if anyone signs up for any event of this type, or withdraws a prior sign-up for any event of this type.

As shown above, you can select both options, in which case the designated leaders for the event AND the members of the selected dynamic subgroup will all receive these notifications.

Use the Number Of Days Prior To Event To Begin Notifications to hold off on receiving these notifications until the event is close at hand.

For most events, the email will look like this:

For events with shifts, the email notification will include a section for every shift where the sign-up list changed:

In either case, clicking on the name of the event name at the top of the message will take you to the calendar detail page for this event, if you are already logged on to the site.

Members who do not wish to receive these notifications may opt out by checking a box on their My Contact Information page, as shown here:

State Training Completion Shown On Event Participant List

For states, like California and Pennsylvania, that require all adult leaders of youth organizations to meet certain requirements, TroopWebHost now makes it easier to track compliance by displaying each adult's status for these state requirements on the participant list for each event.

You can use the TroopWebHost training subsystem to track these requirements.  So, for example, you might create training courses like "Fingerprint Registration" or "State Criminal Background Check" to represent these requirements in your state.

To enable this feature in your site:

1) Create a dynamic subgroup that represents all of the adults for whom these state requirements apply.  You can do this from Membership → Dynamic Subgroups.

2) Specify that subgroup as being the state required group by going to Site Configuration → Training Courses.  Click the Set Group For State Required Courses button at the top of the page.  This will take you to a page where you can select the dynamic subgroup that you created in step 1.

3) Return to the main training course page.  If the state requirements are already in this list, update them and check the box "Is this training course required by the state?".   If they are not already on the list, add them and make sure to check that box.  If this requirement must be renewed after a period of time, enter a value into "Months Until Expiration".

4) Go to Membership → Training → Adult Training, or select Adult Training from the Membership Hub.  Verify that all of the completed training has been entered.

5) Authorize users to view the state training status.  Go to Administration → Security Configuration → Assign Tasks To Roles.  Find the task "View Participant State Required Training Status" (it may be on the second page.)  Click Assign To Roles on that row.  Then put a checkmark next to each role that should be allowed to view a member's state training status.

Once this is implemented, if you are authorized to view the state training status, when you select an event from the calendar you will see an additional column in the adult participant list and the driver list, as shown above, labeled "State Training".  The possible values are:

• blank - this person is not required to have state training
• "None" - this person has not completed any of this training
• "Incomplete" - this person has not completed all of the required courses
• "Expired" - this person completed all of the required courses, but some have expired
• "Current" - this person completed all of the required courses and all are up to date

Send Us Your Questions and Suggestions

Send us a ticket from the My Support Tickets page on your site's Help menu.   This is absolutely the best way to communicate with us!

Or simply contact us at CustomerSupport@TroopWebHost.com.  If you do, please include your troop number and city in your message so we can identify your site.