Event Signups

Signing up

Ideally each adult leader and scout will sign up with their individual site accounts. This will help tracking sign ups for an event. If impractical to individually book the needed tickets, you may book the number of appropriate tickets in a single account. Please state in the comment for whom each ticket was reserved.

Any guests should be signed up by their sponsoring scout or adult leader. Again, please provide details of any additional tickets in the comment field.

Please complete any booking options as appropriate (driving, trip options, etc.).

As a last reminder, please use the comment field to explain any needed details not covered by the options. In addition to above requested details, you may also document non-standard arrivals, departures, etc. Anything that will help trip leaders during the event.

Signup Process

Each booking will enter as “Pending.” Upon review by the trip leader or site admins, it will be converted to “Awaiting Payment.” Once payment of the base fee is confirmed, it will be switched to “Approved.” Patrol leadership will continue to be responsible for managing food fees.

Viewing and Managing Signups

Each site user may review their signups at My Bookings. The link can be found under the Members menu item. From this screen they can see any signups (bookings) they have completed online (or have been entered for them by site admins). Site users can also cancel individual bookings from this screen. At this time, modifying an existing signup is not possible. If changes are needed, please contact trip or website leadership.

You may cancel a signup, but please also contact patrol or trip leadership as well.

Trip Leader Administration

The trip leader, with help from the website leaders, will track and approve signups using the booking feature of the website. When bookings happen, the trip and site leaders should receive a notification email. They may review, contact the person signing up for any needed clarification, and change the status of those pending bookings. For those requiring payment, they should first approve it with “Awaiting Payment.” Once payment is confirmed through Finance, it should be again updated to “Approved.”

Before troop meetings leading up to the event, the trip or site leaders should generate a list of the current signups for each actively planned trip. A per patrol filtered list could be provided to each patrol for a review during patrol corners for accuracy of attendance and payment. A full list could be provided to Finance for marking off those that confirm payment for each trip during the meeting or previously through other arrangements. These lists should be returned to the trip or site leader at the end of the meeting for site update. Those that wish to only verbally sign up can be documented on these sheets as well for later site update.

Food fees will continue to be handled as they have been by the patrol and selected food buyers.

Between the close of bookings (suggested to occur no later than during the immediately previous troop meeting) and the event, a final attendance list should be generated. This should be formatted as desired including any desired information like trip options and contact details. These can be provided to the patrols for roll call during the departure gathering.