Settings

TL;DR: Invite users, customize event types, add saved locations, generate calendar feed tokens. Organization settings for unit-wide config, user settings for personal preferences.

Organization Settings

Invitations

Invite leaders/parents:

1. Settings → Invitations → Send Invitation
2. Enter email, select role (Admin or Member)
3. Recipient gets signup link

Roles:

• Admin - Full access (manage roster, events, settings)
• Member - View-only (limited, more roles planned)

Locations

Create reusable event locations: Settings → Locations → Add Location

Add name ("Scout Hall"), address, and notes (parking, gate codes). Appears in dropdown when creating events.

Event Types

Customize categories: Settings → Event Types

Defaults: Troop Meeting, Den Meeting, Campout, Day Trip, Service Project, Court of Honor, Fundraiser, Training

Add custom: Pinewood Derby, Blue & Gold Banquet, Popcorn Sales (with icons and colors)

Tokens

Generate calendar feeds: Settings → Tokens → Create Token

Select "Calendar Feed", optionally scope to specific member, copy URL. Share with members to subscribe in Google/Apple/Outlook calendars. Members add the URL to their calendar app to auto-sync events.

Connect Codex to Events

Organization administrators can create an API key for MCP event management:

1. Open Settings → Tokens → Create Token.
2. Select API Key, give it a recognizable label, and choose an expiration.
3. Copy the key and store it securely.
4. Configure Codex with the TroopBook MCP endpoint:

export TROOPBOOK_API_KEY="<copied-api-key>"
codex mcp add troopbook \
  --url "https://<your-troopbook-host>/mcp" \
  --bearer-token-env-var TROOPBOOK_API_KEY

The API key is associated with the administrator who created it. Codex only receives tools allowed by both that administrator's current organization role and the key's scopes. If the administrator is removed or demoted, management tools stop being available.

The event scope vocabulary is intentionally broad and simple:

• events:read — list events, event details, locations, groups, and website media
• events:write — create draft events, update existing events, and upload website media
• events:delete — reserved for a future deletion operation

New API keys receive event and website read/write scopes. Event creation is idempotent and always starts as a draft. Updates require the event's latest updatedAt value so an external client cannot silently overwrite a newer change. The MCP toolset does not expose permanent deletion; cancel an event by updating its status instead.

For migration media, Codex can create a five-minute TroopBook upload destination and send the file bytes directly to it. The temporary upload credential is separate from the MCP API key, and R2 remains an internal storage detail.

Update Member Fields through MCP

When creating an API key, choose Read only or Read and update under Member fields. Read only grants members:read; Read and update also grants members:write. The default is No access, and existing keys keep their current access. The tools require a current organization administrator or owner.

An assistant can find members (including current den/patrol names), list custom fields and their allowed choices, read selected answers, and update answers in batches of up to 100 members and 500 answers. For an import, match source-system member IDs and review mappings such as school-name variations before applying them. Use dryRun: true to preview proposed changes without saving answers or audit entries, then apply with the same revisions after review. A preview requires Read and update access. Missing choices can be added in Settings → Organization → Member fields.

Updates fill blanks by default. Replacing existing answers or clearing them must be explicit. Current answer revisions protect family edits made since the last read; a conflict or invalid applied answer rejects the whole batch. Updates are audited. The tools do not edit names, contact details, or field configuration.

User Settings

Account: Name, email, password (Settings → Account)

Notifications: Email preferences, RSVP alerts, training reminders (Settings → Notifications)