Who Gets What?

Who Gets What?

A Handy Guide to TroopTrack Access Level & Privilege Assignments for Troop Leaders

In TroopTrack, what one can see and do is defined by the access level and privileges that have been assigned to that individual. Access Level determines what one can see in TroopTrack, and Privileges determine what one can do.

 An individual can have all the privileges available, but if the access level is limited to “Household,” then the individual will still only be able to apply those privileges to those within the associated “Household.”  So, it is important when granting privileges to also consider what access level may need to be assigned, based on the individual’s role within the Troop.

Note that registered adults/leaders have access to more information in TroopTrack than a parent/non-member (i.e., not a registered adult or leader), even if no privileges have been assigned to the registered adult/leader.  Privileges cannot be assigned to parents/non-members and their access level cannot be changed from “Household” or “Self,” as applicable when the account is established. Privileges also cannot be assigned at this time to youth.

This document details what functionality and information is available to parents/non-members and registered adults/leaders based on access level, as well as details what functionality is made available by each available privilege.

There are currently 5 access levels in TroopTrack:

• None: Individual has no access to any TroopTrack functionality
• Self: Individual has access only to information regarding the individual
• Household: Individual has access to information for himself and anyone associated/linked to his “Household”
• Patrol/Den: Individual has access to information for himself, anyone associated/linked to his “Household,” and information about those that are in the same den/patrol as the individual or a member of the individual’s “Household”
• Unit: Individual has access to information for himself, anyone associated/linked to his “household,” and information about everyone in the Troop

Access level defaults to either “Self” or “Household,” depending on how the account was set-up at registration. Parents who are sent a link to create an account to register their son(s) as members of Trail Life are defaulted to a “Household” access level. Individuals with no sons to register but that are registered adults/leaders within the Troop default to “Self.”

 What can a parent/non-member see and do in TroopTrack?

• View participation and Badge Books for members in the individual’s “Household”
• See the Troop calendar
• See which patrol members of their “Household” have been assigned (no other patrol names are viewable)
• View & check in/out Troop equipment and library entries
• See the Troop unit number, public website address and, if made viewable in Troop Settings, the unit’s public calendar feed URL; see a list of all adult and youth leadership within the Troop and their contact information (adults only), and any awards and custom awards that are utilized by the Troop
• Edit Text Message Settings for those within the “Household”
• Send a Quick Message to any Troop member and mailing list id
• Send a Text Message to any listed mailing id
• Access Troop photo albums, troop documents, National Resources and any links that have been added to the “Share” badge/drop down menu

What can a Registered Adult/leader with a “Household” access level but no assigned privileges see and do in TroopTrack?

• View participation and Badge Books for members in the individual’s “Household”
• See the Troop calendar
• See patrols within the Troop
• View & check in/out Troop equipment and library entries
• See the Troop unit number, public website address and, if made viewable in Troop Settings, the unit’s public calendar feed URL; see a list of all adult and youth leadership within the Troop and their contact information (adults only), and any awards and custom awards that are utilized by the Troop
• Send e-mails to Custom and Magic Mailing Lists (assuming access granted at the custom mailbox level or that the Magic Mailing Lists have been left as “open”)
• Edit Text Message Settings for those within the “Household”
• Send a Quick Message to any Troop member and mailing list id
• Send a Text Message to any listed mailing id
• Access Troop photo albums, troop documents, National Resources and any links that have been added to the “Share” badge/drop down menu

What can a registered adult/leader with a “Patrol/Den” access level but no assigned privileges see and do in TroopTrack?

• View the Participation Book for all Trailmen in the patrol/den in which the user is assigned
• View Training Book for all Trailmen in the patrol/den in which the user is assigned
• See the Troop calendar
• See patrols within the Troop
• View & check in/out Troop equipment and library entries
• See the Troop unit number, public website address and, if made viewable in Troop Settings, the unit’s public calendar feed URL; see a list of all adult and youth leadership within the Troop and their contact information (adults only), and any awards and custom awards that are utilized by the Troop
• Send e-mails to Custom and Magic Mailing Lists (assuming access granted at the custom mailbox level or that the Magic Mailing Lists have been left as “open”)
• Edit Text Message Settings for all users in the Troop
• View Badge Book for all Trailmen in the patrol/den in which the user is assigned
• Send a Quick Message to any troop member and mailing list id
• Send a Text Message to any listed mailing id
• Access Troop photo albums, troop documents, National Resources and any links that have been added to the “Share” badge/drop down menu

What can a Registered Adult/leader with a “Unit” access level but no assigned privileges see and do in TroopTrack?

• View the Participation Book for all Trailmen in the Troop
• View Training Book for all leaders/registered adults in the Troop
• Create canned reports
• See the troop calendar
• See patrols within the Troop
• View & check in/out Troop equipment and library entries
• See the Troop unit number, public website address and, if made viewable in Troop Settings, the unit’s public calendar feed URL; see a list of all adult and youth leadership within the Troop and their contact information (adults only), and any awards and custom awards that are utilized by the Troop
• Send e-mails to Custom and Magic Mailing Lists (assuming access granted at the custom mailbox level or that the Magic Mailing Lists have been left as “open”)
• Edit Text Message Settings for all users in the Troop
• Print a Troop Roster and Troop Contact List
• View Badge Book for all Trailmen in the Troop
• Send a Quick Message to any troop member and mailing list id
• Send a Text Message to any listed mailing id
• Access troop photo albums, Troop documents, National Resources and any links that have been added to the “Share” badge/drop down menu

Below is a list of current privilege options in TroopTrack. Included is a short and detailed description of the privilege, and identified potential positions within your Troop that might find the privilege useful.

As a reminder, an individual must be a member (i.e., a registered adult or leader) in order to be assigned privileges and privileges cannot currently be assigned to youth. Also, as discussed in the opening, privileges and access levels work together, so in some cases, access levels may need to be changed in order to get full use of the privilege.

The below “Detailed Descriptions” focus on “Household” and “Unit” access levels only. Individuals with “Self” or “Patrol/Unit” access level will have similar access as those listed, respectively, for “Household” and “Unit” - Just replace “Household” with “Self” and “Unit” with “Patrol/Den.”

Note that TroopTrack occasionally adds new features and privilege options. It is important that you read the notifications from TroopTrack so that you are aware of any new features and changes to privileges that may need to occur based on those new features. Product announcements are available by clicking the “bell” icon on the top left of your TroopTrack screen.

The privileges are listed in the same order as the “privileges” screen in TroopTrack, for your convenience.

Privilege: Manage Documents

TroopTrack’s Short Description: Add, edit, or delete items from the Troop library, photo albums, and recommended links.

Detailed Description: Allows the individual to create and edit all photo albums, add files to “Troop Documents,” and to edit the troop’s TroopTrack account to add recommended links under Share/Recommended Links.  With “Unit” access, this privilege also allows individuals to create various canned reports, print updated custom reports that have been created by others and saved, and print a Troop Roster. Although specified in TroopTrack’s short description that the privilege allows the ability to edit and add items to the troop library, this is not correct; there is now a separate privilege to manage library files.

Potential Recipients: Core Leaders, Patrol/Dens Leaders, Committee Members

Privilege: Edit Web Pages

TroopTrack’s Short Description: Create, edit and delete web pages

Detailed Description: Allows the individual, regardless of access level, to create and edit web pages hosted by TroopTrack

Potential Recipients: Core Leaders, Registered Adults charged with managing the website

Privilege: Manage Money Accounts

TroopTrack’s Short Description: Add debits and credits to youth money accounts

Detailed Description: Due to restrictions on 501(3)(c) organizations and fundraising, youth accounts are not utilized by Trail Life. However, Troop accounts, scholarship accounts, and special event accounts can be established to track income and expenses. With “Household” access level, this privilege allows the individual to view and edit all accounts in the “Money Book.”

Potential Recipients: Core Leaders, Fundraising Chair and Event Chairs, on a limited basis. Note that even with “Household” user access, all Troop account and money book accounts are viewable and editable. Therefore, extreme caution should be exercised before granting an individual this privilege. (If the Troop does not utilize Money Accounts, then no information will show under the drop down menu, although individuals will have the ability to establish an account).

Privilege: Manage Equipment

TroopTrack’s Short Description: Create, update and delete unit equipment records

Detailed Description: Regardless of access level, those with this privilege will be able to add equipment and edit the fields under the Manage/Equipment screen.

Potential Recipients: Core Leaders, Outdoor Activity Chairs, Special Event Chairs; Den/Patrol Leaders. Note that no privilege is needs to check items in or out.

Privilege: Manage Training

TroopTrack’s Short Description: Create, update and delete unit training records

Detailed Description: At the “Household” access level, those with this privilege may view and edit training records of those adults in the individual’s household. With “Unit” access level, an individual may edit training records for all youth and adult members in the Troop. At this time, available training options are only First Aid and CPR.

Potential Recipients: Core Leaders, Membership Chair

Privilege: Manage Privileges

TroopTrack’s Short Description: Add and remove privileges for members of your unit

Detailed Description: Individuals with “Household” access level will be able to edit access level and privileges for those within their Household. Individuals with “unit” access will be able to edit access level and privileges for registered adults/leaders within the Troop.

Potential Recipients: Due to the ability to edit privileges and access levels, it is recommended that this privilege be limited to Core Leaders only. Note that certain privileges are limited by role and cannot be delegated. For example, leader membership application approvals/renewals and charter renewals are limited to the COR and cannot be delegated. Note, too, that at initial charter, the ability to grant privileges is given only to CORs. CORs may delegate the ability to grant privilege to other leaders, as the COR deems appropriate.

Privilege: Upload Photos

TroopTrack’s Short Description: Create photo albums and upload photos

Detailed Description: Regardless of access level, individuals with this privilege will be able to create photo albums and upload photos. Note that individuals with this privilege can only delete photos that they uploaded, and that they will not be able to edit any photo albums created by others unless they also have the “Manage Documents” privilege. 

Potential Recipients: Core Leaders, Patrol/Den Leaders, Committee Members, Registered Adults

Privilege: View User Files

TroopTrack’s Short Description: View user-specific files

Detailed Description: With the “Household” access level, individuals with this privilege can view documents uploaded to the “Files” tab for those within the individual’s Household.  With “Unit” access level, an individual with this privilege can view documents uploaded to the “Files” tab for everyone within the Troop.

Potential Recipients: The recommended recipients for this privilege are dependent on the types of documents that your Troop uploads to this location. Note that TroopTrack does not recommend uploading documents containing health information or personal identifying information.

Privilege: Use TurboNet Features

Notes: Not applicable for Trail Life users

Privilege: Manage Fundraisers

TroopTrack’s Short Description: Create fundraisers, manage products, and track sales

Detailed Description: Regardless of access level, this privilege allows the individual to create fundraisers, and then enter and edit information related to the fundraisers success. Note that this privilege does not automatically grant view or edit access to Money Books.

Potential Recipients: Core Leaders, Fundraising Chairs, Fundraising Committee Members

Privilege: View All Money Accounts

TroopTrack’s Short Description: Read only access to all money accounts

Detailed Description: Due to restrictions on 501(3)(c) organizations and fundraising, youth accounts are not utilized by Trail Life USA. However, Troop accounts, scholarship accounts, and special event accounts can be established to track income and expenses. With “Household” access level, this privilege allows the individual to view all accounts created in the “Money Book.”

Potential Recipients: Core Leaders, Fundraising Chair and Event Chairs, on a limited basis. Note that even with just a “Household” access level, all Troop account and money book accounts are viewable. Therefore, extreme caution should be exercised before granting an individual this privilege. (If the Troop does not utilize Money Accounts, no information will show under the drop down menu).

Privilege: Manage Sign-Up Sheets

TroopTrack’s Short Description: Add, edit, and delete sign-up sheets

Detailed Description: With a “Household” access level, individuals can create a sign-up sheet for members associated with their household. To create and manage a sign-up sheet for an event that involves the entire Troop, an individual needs “Unit” access level.

Potential Recipients: Core Leaders, Committee Members, Patrol/Den Leaders

Privilege: Manage Troop Settings

TroopTrack’s Short Description: Change TroopTrack settings and basic information about your troop

Detailed Description: Regardless of access level, individuals with this privilege can edit TroopTrack settings for all within that troop. Individuals can edit headers, change account owners, set web site and e-mail settings, and edit/add announcements that appear across the top of every page in TroopTrack.

Potential Recipients:  Due to the ability to make changes that impact the user experience for all within the Troop, it is recommended that this privilege be limited to Core Leaders.

Privilege: Manage Announcements

TroopTrack’s Short Description: Create, edit, and delete announcements

Detailed Description: Regardless of access level, an individual can create announcements which can be sent to any or all patrols/groups within the Troop.

Potential Recipients: As individuals with this privilege can use it to send announcements to all patrols/groups regardless of access level, it is recommended that the privilege be limited to Core Leaders, Patrol/Den leaders, and limited Committee Members.

Privilege: Manage Checklists

TroopTrack’s Short Description: Create, edit, and delete checklists

Detailed Description: With a “Household” access level, individuals can create a checklist for members associated with the individual’s household. To create and manage a checklist for an event that involves the entire Troop, an individual needs “Unit” access level.

Potential Recipients: Core Leaders, Committee Members, Patrol/Den Leaders

Privilege: Manage Library

TroopTrack’s Short Description: Create, edit, and delete library books

Detailed Description: Regardless of access level, those with this privilege will be able to add items and edit the fields under the Manage/Library screen.

Potential Recipients: Core Leaders, Den/Patrol Leaders. Note that no privilege is needs to check items in or out.

Privilege: View and Print Troop Roster

TroopTrack’s Short Description: Read only access to see and print the Troop roster

Detailed Description: Allows registered adults and leaders with “Household” or “Patrol/Den” access to view and print a Troop roster.

Potential Recipients:  Registered Adults, Committee Members, and Patrol/Den Leaders with access levels other than “Unit” (as a reminder, those with “Unit” access are granted the ability to view and print the roster without this specific privilege).

Privilege: Edit Achievement Records

TroopTrack’s Short Description: Edit user achievement records

Detailed Description: With a “Household” access level, this privilege allows the individual to edit achievement/advancement records for members associated with the individual’s “Household” and to enter bulk achievements/advancements for youth in the same den/patrol as Trailmen associated with the individual’s household; to access and edit pending award orders and access the “Trail Leader Store;” View past award orders; Order award cards; Access agendas for award ceremonies; and Access/edit the “Present Awards” screen for all Trailmen. With “Unit” access, user can enter individual achievements/advancements for all Trailmen.

Potential Recipients: Note that even with just a “Household” access level, an individual has the ability to edit achievement/advancement records, place orders for the Troop, and edit information that impacts the generation of agendas for award tracking/Courts of Honor. Due to this functionality, this privilege should only be granted to Core Leaders, Den/Patrol leaders, and Advancement Chairs. It is also strongly encouraged that the Committee Chair and Troopmaster discuss specific responsibilities and limitations of use to all those granted this privilege in advance.

Privilege: Manage Troop Members

TroopTrack’s Short Description: Add, edit, or delete Troop members

Detailed Description: With “Household” access level, an individual with this privilege will be able to view and edit all Household member contact information from the Manage/Members/Household screen; see “User Account” information for all those associated with the individual’s Household; send invitations to new parents to register and send a leader application to an existing parent/non-members of the troop; and view all membership renewal dates for members of the Troop. With “Unit” access level, individuals with this privilege will be able to view all patrols, add new patrols, move members to different patrols, and deactivate/re-activate members; view “User Account” information, edit member contact information and send password reset links to all Troop members; view and edit “Vehicle” information and profile information for all troop members; view and edit Custom Mailing Lists, Magic Mailing Lists and Mailboxes; and view/print/export  a Troop roster and a Membership Spreadsheet.

Potential Recipients: Core Leaders (Unit Access); Patrol Leaders (Patrol/Den Access); Membership Chair (Unit Access), Troop Secretary (Unit Access)

Privilege: Manage Events

TroopTrack’s Short Description: Create, edit, and delete events

Detailed Description: With this privilege, an individual will be able to create events and edit & record attendance for any event, regardless of who created the event. Use of this privilege is not dependent on user access level – all access levels have full functionality.

Potential Recipients: Core Leaders, Patrol/Den Leaders, Event Chairs

Privilege: Manage User Files

TroopTrack’s Short Description: Add and delete user-specific files

Detailed Description: With the “Household” access level, individuals with this privilege can view, add, edit and delete documents uploaded to the “Files” tab for those within the individual’s household.  With “Unit” access level, an individual with this privilege can view, add, edit and delete documents uploaded to the “Files” tab for those within the Troop.

Potential Recipients: The recommended individuals for this privilege are dependent on the types of documents that your Troop uploads to this location. Note that TroopTrack does not recommend uploading documents containing health information or personal identifying information.

Privilege: Expand Quick Message Recipients

Notes:  Available only to Point Men