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Meeting Planner |
TroopManager Plus |
The Meeting Planner form contains everything you need to plan upcoming meetings, record attendance and outcomes as meetings are conducted, and review information about past meetings. 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 Meetings
Automatic Schedule
Scout Attendance
Make Deposit
Record Outcome
Meeting Agenda
Upcoming & Past Meetings
The View buttons select between looking at upcoming meetings versus reviewing past meetings.
Automatic Schedule
If you meet on a regularly scheduled basis, you should use the Automatic Schedule feature rather than using a calendar, looking up dates and entering them manually. Whether you meet weekly, every other week, every three weeks or monthly, the automatic scheduler will instantly create 12 months worth of meetings.
Scout Attendance
When you click on the Scout Attendance button, whichever meeting was selected at the moment (past or upcoming) is used as the basis for attendance taking and outcomes recording. Note the meeting list contol allows you to select a different meeting if necessary.
Use the Add and Remove buttons to indicate which scouts attended the meeting. For those attending, you can indicate whether or not the meeting fee was received. Note that you can record partial payments as well as over-payments. Above, Ashley's Dad used a $20 to get caught up with past missed dues. Several financial-related reports account for an entire history of over and under-payments.
The NOT? column is used to indicate that the scout did not actually attend the meeting, 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 meeting. The NOT? column is intended to keep the financial reports as accurate as possible without incorrectly crediting the scout with meeting attendance.
Make Deposit
You can quickly create a deposit transaction for the dues/fees collected from the current meeting. Note there is space for additional receipts that did not come from scout dues. For example, in addition to the dues one of the scouts paid for an upcoming trip or event. Since you want to make a single deposit this week, you can enter the additional amount so the net deposit is correct.
Record Outcome
If your troop completes badge activities or performs service hours as part of the meeting, you can use the Record Outcome button to mark all scouts who attended the meeting as having completed the activity or service hours. If those attending the meeting actually completed an entire badge, you can mark this as well.
Meeting Agenda
For troops with older scouts you might be interested in creating a formal meeting agenda to help organize and conduct the meeting, whether you are planning for an upcoming meeting or recording the outcomes of a meeting that just occurred. A report is included that prints our meeting agendas for use during the meeting itself, or as a record of what happened. Use the Due field to record items that were assigned to someone with a date that the activity or responsibility is due.
