Status
Member & Event Foundation Implemented
Sign-in, approval, households, participants, roles, events, RSVPs, transportation offers, and rosters are backed by PostgreSQL.
Protected Workspace Roadmap
Paperless Tools
The private Auburn scouting workspace now supports approved member access, household administration, and outing signups. This page shows what is implemented and the careful sequence for adding operations, documents, gear, and finance.
Access Model
Approved Access
Provider sign-in establishes identity; a troop administrator must approve access before private records open.
Goal
Less Paper, Better Memory
Replace binders, scattered trip emails, and informal gear tracking with one system the troop can actually keep using.
Product Direction
What is implemented and what comes next
Event Workspace
ImplementedApproved families can respond to outings while leaders manage logistics and rosters.
- Household Scout and adult responses with driver, passenger-seat, gear-carrying, and cargo-note details.
- Destination, Pacific-time schedule, departure location, packing list, deadline, and capacity controls.
- Leader attendance and transportation totals with a printable roster.
Health Forms
Policy firstTrack expiration dates, event readiness, and downloadable copies without carrying a paper binder.
- Upload and store annual health forms by Scout and adult.
- Show which forms are current for each outing.
- Keep a trip-ready packet available for leaders when they need it.
Event Operations
ImplementedLeader tools in this codebase help finalize attendance and transportation plans.
- Leader response overrides and visibility into participants who have not responded.
- Transportation demand, available seats, and clear gap warnings.
- CSV export and private leader notes; youth and adult event-role assignments remain planned.
Event Notifications
ImplementedLeaders can preview and send narrowly targeted operational email with aggregate delivery history.
- Published-event notices, missing-RSVP reminders, important attendee updates, and leader transportation alerts.
- Administrator-authorized household contacts, recipient rechecks, duplicate suppression, and bounded retries.
- Safe preview mode records intended delivery without sending email.
Quartermaster
PlannedMake troop gear visible, accountable, and easier to manage between campouts.
- Inventory by category, condition, and storage location.
- Equipment checkout and check-in history.
- Past-due reminders and accountability for missing returns.
- Scout requests for gear the troop does not currently own.
Merit Badges
ExplorationGive families a better jumping-off point for advancement tools already used by the troop.
- Reference links to the existing Scouting tools used for badge tracking.
- A cleaner guide for getting started on a badge and finding current process notes.
- Future option: integrate calendar and advancement data if a real API path becomes available.
Access Layers
Who logs in
Family Access
Approved families see only the household records and events they are allowed to manage.
Leader Access
Approved leaders receive event management, household administration, and roster tools according to role.
Quartermaster Access
A narrower operational view for inventory, maintenance, equipment requests, and return tracking.
Infrastructure Notes
Foundation and safeguards
- Provider sign-in, administrator approval, role checks, households, and event data are implemented in this codebase.
- PostgreSQL stores member, event, signup, and transportation records.
- Health forms require an approved access, retention, deletion, audit, and incident-response policy before uploads.
- Future documents and approved photos require secure object storage and explicit access rules.
- Event email campaigns are implemented; overdue-gear reminders remain part of the future Quartermaster workflow.
- A clear policy for retention, access, and who can download sensitive files.
Operational records stay behind approved access. Sensitive documents and finance require troop policy, ownership, retention rules, and least-privilege access before implementation.
Sequential Rollout
A practical way to build it
Next
Protected resources and event roles
Add versioned troop resources plus explicit trip lead and youth or adult event-role assignments.
Then
Content and health readiness
Improve public stewardship, then define health-form access, retention, audit, and offline policy before storing files.
Later
Quartermaster and finance
Build inventory workflows before financial workflows, using narrow permissions and approved troop policies.
Integration Ideas
What would be worth exploring later
If the troop can get a supported calendar integration path, the public site or protected area could show a cleaner version of upcoming events without forcing families to jump between tools.
Merit badge progress should continue to respect the existing Scouting systems first. A good first version of this site would probably link families to the current official tools before trying to replace them.
A future release could also include app links, document exports, and richer historical trip archives once the core event and forms workflows are stable.