Event Management
Plan activities, track RSVPs, and sync calendars
TL;DR: Create events with rich details, track RSVPs, record attendance, and enable calendar sync for Google/Apple/Outlook.
Quick Overview
Events include pack/troop meetings, campouts, service projects, and special activities. TroopBook provides rich event management with RSVP tracking and calendar sync.
Key Features
- Rich Event Creation - Descriptions, locations, costs
- RSVP Management - Track who's coming (Yes/No/Maybe)
- Attendance Tracking - Record actual attendance (separate from RSVP)
- Calendar Sync - Subscribe in Google/Apple/Outlook calendars
- Event Types - Customizable categories with icons
Event Statuses
| Status | Meaning | Visible To |
|---|---|---|
| Draft | Planning stage | Admins only |
| Confirmed | Finalized, accepting RSVPs | All members |
| Cancelled | Event won't happen | All members (shows as cancelled) |
Creating an Event
- Dashboard → Events → Create Event
- Fill in details (title, type, date/time, location)
- Add description using rich editor
- Set RSVP deadline and max attendees (optional)
- Configure cost if applicable
- Select target units (or leave blank for all)
- Save as Draft or Confirmed
Time to create: 2-3 minutes
Event Fields
Required
- Title - Event name
- Event Type - Troop Meeting, Campout, etc.
- Date & Time - Start and end
- Status - Draft, Confirmed, or Cancelled
Optional
- Description - Rich text with images/links
- Location - Saved location or inline text
- RSVP Deadline - Last date to respond
- Max Attendees - Capacity limit
- Cost - Fee per attendee
- Target Units - Which dens/patrols see this event
RSVP vs Attendance
RSVP (Before Event):
- Member indicates if they plan to attend
- Responses: Yes, No, Maybe
- Optional notes from member
- Can be submitted by parent for youth
Attendance (After Event):
- Mark who actually attended
- Separate from RSVP (someone might RSVP "No" but show up)
- Used for tracking participation
Learn more about RSVP management →
Calendar Sync
Enable members to subscribe to your event calendar:
- Settings → Organization → Tokens
- Create Token → Type: Calendar Feed
- Copy subscription URL
- Share with members
Events update automatically when you edit them in TroopBook.
Complete calendar sync guide →
Event Types
Customize event categories for your unit:
Default Types:
- Troop/Pack Meeting
- Den Meeting
- Campout
- Day Trip
- Service Project
- Court of Honor
- Fundraiser
- Training
Add Custom Types:
- Settings → Organization → Event Types
- Add type with icon and color
- Appears in dropdown when creating events
Related Topics
- Settings → - Customize event types, add saved locations, generate calendar feeds
- Communications → - Send event announcements