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

StatusMeaningVisible To
DraftPlanning stageAdmins only
ConfirmedFinalized, accepting RSVPsAll members
CancelledEvent won't happenAll members (shows as cancelled)

Creating an Event

  1. Dashboard → Events → Create Event
  2. Fill in details (title, type, date/time, location)
  3. Add description using rich editor
  4. Set RSVP deadline and max attendees (optional)
  5. Configure cost if applicable
  6. Select target units (or leave blank for all)
  7. 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:

  1. Settings → Organization → Tokens
  2. Create Token → Type: Calendar Feed
  3. Copy subscription URL
  4. 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

Unit Management

Organizing members into dens, patrols, and teams

Communications

Send newsletters and announcements to your unit