Trooptrack onboarding

To handle campout registrations Scouting at Oak Grove is moving away from Google Forms and is implementing a software platform called Trooptrack.

To setup Scouts and adults in Trooptrack, all the basic details of registered Scouts and adults have been uploaded into Trooptrack. You just need to log in and update any additional details!

(Those with existing TroopTrack accounts—for other Packs/Troops—will still be asked to make a TroopTrack account, ie TroopTrack accounts (usernames) must be unique for each Pack/Troop.)

To register for the November campout, do the following!

Scouts and adults will receive an invitation via email to finish setting up an account. (Note: One adult in the household can manage all profiles in Trooptrack.)

1. Set your Trooptrack password

1. Search your email for, “trooptrack setup”
2. In the email, Trooptrack assigns you a username in the email. Remember, “Your user name”
3. Follow the link, “Set your password”

2. Update profile(s) in Trooptrack

1. Go to your Trooptrack profile:
   Mobile: menu → [your name] → “Profile”
   Desktop: top nav → [your name] → “Profile”
2. You are welcome to update any and all info, but please ensure you provide all info requested below.
3. Review and update to ensure accuracy within your Scout’s account as well as any adult who will be camping:

1. “Basic Info”  → Select “Edit” and complete Date of Birth (not needed for adults)
2. “Contact Info”  → Select “Edit”  and complete “Email” and “Cell Phone” for primary contact. Complete “Secondary Email” and “Home Phone” for “Emergency Contact”. Note: Ensure that the Secondary Email and Phone is not an adult who will be going on campouts.
3. “Notes”  → Select “Edit” provide the following three pieces of info

1. Any allergies the Scout or Adult has
2. Any important Food Preferences the Scout or Adult has (e.g. vegetarian, gluten-free, etc). 
3. A yes or no if the Scout will take medications during a campout (even over-the-counter meds) (not needed for adults)
4. If the answer to any of the above are None, please include that so we know you reviewed. We need this info for campouts. Update it as needed.
5. Example (you can copy these three lines and paste and then edit)

Allergy: Pollen, eggs

Food preferences: None

Medications: Yes

4. “Emergency Contact Info”  → This info does not come through on reports we run, so it does not serve as the primary place to store Emergency Contact Info. You are welcome to list anyone else who may be an emergency contact not already included in other fields.

4. Update the profiles of others in your household if needed: “Households” → [name of household member]

3. Register for campout

1. Go to the November campout registration page in Trooptrack
   Mobile: menu → “Plan” → “Calendar” → [event]
   Desktop: top nav → “Plan” → “Calendar” → [event]
2. RSVP: “RSVP”

1. “Rsvp status” (Going, Not Going)
2. Pay
3. “Save”

If you have issues or questions, email: technology@oakgrovescouting.org

FAQs

Where do I find campout info?

• All upcoming campouts can be found at oakgrovescouting.org/campouts
• Campout info is at oakgrovescouting.org/campouts

• Find the calendar in TroopTrack by following the this link on its page and follow the instructions above

Why Trooptrack?

• “Push of a button” registration for Scouts and Attending adults in your household.
• View campout attendees - Are my friends going? Who can I tent with? Refresh the campout webpage in Trooptrack to see who is going or not going.
• Change RSVP before the registration deadline
• User escrow by emailing akrafty@me.com and treasurer.st77@oakgrovescouting.org to ask that the needed amount of escrow be loaded into TroopTrack to complete registration. View escrow balances here.
• Payment of campout fee via Paypal during registration process

Is Trooptrack perfect?

• No! There is not a software solution that caters to exactly what we want for our specific use. Overall, the benefits of Trooptrack outweigh the benefits of another process.
• There will be campouts where additional information will need to be submitted in a different format . . . likely a Google Form. For example, does a participant need a bike and helmet for the campout?

What other features of Trooptrack might we use?

• Advancement
• Chatterbox
• Communications

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