Startup Checklist

This checklist will help you implement all of the features of TroopWebHostCS.

Download This Checklist as Excel Spreadsheet

Step # Depends On Step # Task Assigned To Target Date Date Completed
1   PLANNING      
      Meet with leadership team to establish goals, responsibilities and schedule      
      Determine best sources of data for membership, advancement, participation, leadership, training & account balances      
      Decide whether the site will accept credit card payments and, if so, who will pay the credit card fees      
      Decide whether to allow adults to request expense reimbursements through the website      
      Fill out this checklist and send to all leaders      
      Set up Membership Types      
      A) If a data source exists, upload membership data for all members      
      B) Otherwise, enter membership data for leaders who will be helping set up the site      
3 2 SECURITY      
      Assign User Roles to leaders, giving them access to the functions they will need      
      Send user IDs and passwords to leaders who are helping set up the site      
4 3 ROSTER      
      If not possible to upload membership data, manually enter membership records for everyone      
      Scouting Units: set age level for all youth members      
      Set up Committees and their members      
      Set up Leadership Positions and assign to current leaders      
      Upload or enter leadership training      
      Create dynamic subgroups      
      Ask all leaders to enter their "About Me" section and upload a photo under My Contact Information      
5 3 PUBLIC PAGES      
      Review and update Site Appearance options      
      Create banner image (optional)      
      Edit the Home page and About Us pages      
      Create additional custom pages as needed      
      Create announcements      
      Upload forms and documents      
      Create links to other sites on the Web Links page      
6 3 CALENDAR      
      Review and revise Event Types      
      Enter event locations      
      Enter past events for which you plan to upload photos or enter monetary transactions      
      Enter upcoming events. Use the "copy event" functions to set up meetings or other recurring events.      
      Cub Scouts ONLY: Train leaders to use mobile app to take attendance at events.      
      Upload photos from past events      
      Upload videos to YouTube and create links from Video Gallery      
8 4 ADVANCEMENT (Cub Scouts ONLY)      
      Upload advancement data from Scoutbook      
      Train leaders how to sign off on requirements on the website and the app      
      Enter all library materials into inventory      
      Enter all shared equipment into inventory      
      Check out items to members who currently have them      
      Cub Scouts ONLY: Train leaders to use mobile app to check out and return library materials and troop equipment      
10 4 ACCOUNTING      
      Set up group checking account and enter starting balance      
      A) If data source is available, upload member balances      
      B) Otherwise, enter starting balances for each troop member      
      Set up credit card interface using Square or PayPal      
      Review and update expense reimbursement settings      
      Train leaders to use website to request expense reimbursements      
      Begin monthly statement reconciliation process      
11 4 FUNDRAISERS      
      Set up next fundraiser, including merchandise and sales prizes      
      Train members how to enter orders and sell on-line via      
      Train fundraising leaders how to use Booth Sales to run in-person fundraiser events      
12 4 ROLL OUT      
      Send user ID's and passwords to all members      
      Demonstrate/discuss new website at group meeting      
      Cub Scouts ONLY: Train scouts and parents to use mobile app to sign up for events and give permission      
      Set up automated electronic newsletter      
      Plan on-going site operation at leadership meeting