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Event/Trip Planner |
TroopManager Plus |
The Event/Trip Planner form contains all the tools you need to plan for events and trips, manage permission slips, collect fees, and record attendance, outcomes and financial transactions. Like the Meeting Planner form, this is a very complex tool and you should spend some time poking around and examining features so you can take advantage of the many things this tool can do.
Upcoming & Past Events and Trips
Scout Attendance
Permission Slips
Record Outcomes -- badge activities and service hours
Record Deposit Transaction
Upcoming & Past Events
The View buttons select between looking at upcoming events versus reviewing past events.
Attendance
When you click on the Attendance button, whichever event was selected at the moment (past or upcoming) is used as the basis for attendance taking and outcomes recording. Note the event list control allows you to select a different event if necessary.
Use the Add and Remove buttons to indicate which scouts attended the event. For those attending, you can indicate whether or not the event fee was received. Note that you can record partial payments as well as over-payments. Above, Karen's Mom used $15 to get caught up with past missed fees. Several financial-related reports account for an entire history of over and under-payments.
The Perm and H-Form columns are used to help you keep track of which scouts have returned the signed permission slip and whether or not an up-to-date health form is on file.
The NOT? column is used to indicate that the scout did not actually attend the event, but still owes the fee. Use this in circumstances where you have fixed costs that the scout was obligated to cover even if she missed the event. The NOT? column is intended to keep the financial reports as accurate as possible without incorrectly crediting the scout with meeting attendance.
Illustrated below are three columns in the scout attendance grid that are not immediately visible. These columns are off to the right, just past the Recv'd column. These columns are used for events involving ticket sales. You can record how many tickets were sold, the total amount, and the method of payment. This information can quickly get lost when you end up with a pile of loose cash and numerous checks.
Attendance: Adults
Click the Adults button to switch to working with adult attendees. Adults are much the same as scouts, with an important difference: adults have two additional columns way off to the right (scroll the columns to bring them into view):
Drive # Enter the number of scouts/adults in addition to the driver.
Who's Riding With Optionally, list the names of those riding with the driver.
The driving-related information is printed at the end of the Event Details report.
Permission Slips
Permission slips have never been easier! Enter the particulars into this form, preview the slips to make sure they look right, and print. You can print multiple copies of a generic permission slip, or print a personalized slip for each scout. The information you enter in this form gets printed at the top of the permission slip. The text that forms the lower portion of the slip is entered in the Troop Information form.
Record Outcomes
If your troop completes badge activities or performs service hours as part of the event, you can use the Outcome button to mark all scouts who attended the event as having completed the activity or service hours. If those attending the event actually completed an entire badge, you can mark this as well. This form can also be used to record a camping history event for all scouts attending.
Record Deposit Transaction
You can quickly create a deposit transaction for the dues/fees collected from the current event. Note there is space for additional receipts that did not come from scout receipts. For example, suppose that in addition to the event fee one of the scouts paid for past meeting dues. Since you want to make a single deposit this week, you can enter the additional amount so the net deposit is correct.
