Trips & Events
Trip Management That Actually Works
Create a trip once — dates, itinerary, pricing, capacity. Parents sign up the whole family online, charges post to the family's scout account automatically, and you can see who's paid at a glance. No 47-row spreadsheet required.
Free 30-day trial · No credit card required
The Sign-Up Sheet, the Spreadsheet, and the Reply-All Thread
Planning a campout usually means a paper sign-up sheet at the meeting, a spreadsheet with a tab for every trip that only the treasurer can decode, and a reply-all thread trying to answer "who's actually coming?" Then somebody works out what each family owes — per scout, per sibling, per adult — and chases it all by hand. You volunteered to mentor scouts, not wrestle with spreadsheets.
Trip Setup
Set Up the Trip Once, Then Share the Load
Every trip starts with the details families actually ask about: when you leave, where you meet, where you're going, and what it roughly costs. Signup windows and participant caps enforce themselves, so you're not the one saying "sorry, it's full." And you don't have to run it alone — assign trip managers from your leadership team, and each one gets management access to that trip and nothing else.
- Depart and return dates, departure location, and destination on every trip
- Signup open and close dates that enforce themselves — late signups are turned away automatically
- Participant caps with an automatic cutoff when the trip fills (or leave it unlimited)
- Public trips for the whole troop, private trips for one group
- Per-trip control over whether families can see the approved roster
- Trip managers scoped to their trip — never the whole troop
- Optional "all trips" permissions for the outing coordinator who really does run everything
Signups
Families Sign Up Once — You Approve with a Click
A parent opens the trip, checks off everyone who's going — scouts, siblings, adults — flags who can drive, notes any allergies, and submits. That one signup bills to the family's scout account, and the request lands in your pending queue. Approve or deny one at a time or in bulk, and the approved roster builds itself.
- One signup covers the whole family, picked from a saved family list with checkboxes
- "Can drive" flags and allergy notes collected right on the signup form
- Every participant bills to one scout account per family — nothing to reconcile later
- Requests arrive as pending; approve or deny individually or in bulk
- Parents can request a cancellation, and managers can cancel with or without a refund
- Invite guest families — they get their own login and one balance
- Show the approved roster to families or keep it manager-only, per trip
Itinerary & Billing
Build the Itinerary Once — Charges Post Themselves
Schedule items are your itinerary and your billing in one place. Give a line item a cost and, when it comes due, it posts automatically to every approved participant's account — at the right rate for scouts, adults, and leaders. Nobody hand-enters thirty identical charges, and nobody gets billed twice.
- Schedule items with dates, times, and descriptions build the trip itinerary
- Separate pricing per line item for scouts, adults, and leaders
- Charges post automatically to every approved participant's scout account
- Each charge posts exactly once — duplicate-proof by design, even if billing runs twice
- Late approvals get caught up automatically on every charge already due
- Comp a signup and its fees zero out — scholarship and staff spots handled cleanly
- Posted line items lock, so a price can't quietly change after families were billed
- Post credits, refunds, and adjustments when plans change
Trip Money
Every Dollar Has a Paper Trail
Each trip gets its own trip account, separate from the general troop fund, and money moves between scout and trip accounts as linked double-entry transfers — both sides always match. Parents pay the way your troop already collects money — Venmo, Zelle, or check, following the payment instructions you post — and the treasurer records it once. The payment spreads across the family’s charges on its own.
- Every trip has its own trip account with a full ledger — no mixing with the general fund
- Money moves as linked double-entry transfers between scout and trip accounts
- Record one family payment and it spreads across their charges, oldest due date first
- Direct a payment at a specific trip when a parent says "this one's for summer camp"
- See who's paid, who's partially paid, and who still owes on every trip
- Venmo, Zelle, or check — payment instructions set once in Site Settings
- Refunds and adjustments post to both sides of the books automatically
Reports & Exports
The Roster You Need, One CSV Away
Council paperwork, gear lists, driver plans, payment follow-ups — they all want the same data sliced differently. Export any trip's roster and billing to CSV, filtered and shaped the way you need it, in one click. Admins and each trip's assigned managers can export — plus any leader you've granted all-trips access. Parents and everyone else never see it.
- Download any trip's roster and billing as a CSV in one click
- Filter to youth only, adults and leaders, guests, or drivers only
- Include billing status per participant — what's charged, paid, and still owed
- Break billing out per schedule item for line-by-line reconciliation
- Add driver info, allergy notes, and parent contact columns when you need them
- Group rows by family for pickup lists and payment follow-ups
- Available only to admins, trip managers, and leaders with all-trips access
Who It Helps
What Everyone Gets
For Trip Leaders & Coordinators
- Run your assigned trips end to end — edit details, approve signups, invite guest families, export the roster
- Permissions are scoped: managing Trip A never means you can change Trip B
- Bulk-approve a pile of pending signups in one action instead of one click each
- Signup windows and participant caps enforce themselves, so you stop playing bouncer
- Outing coordinators can be granted "all trips" access without making them full admins
For Parents
- Sign up the whole family in one pass — scouts, siblings, and adults, with checkboxes
- Flag who can drive and note allergies right on the signup, so nobody asks twice
- See trip details, dates, and the approved roster when your troop shares it
- Everything bills to your scout's account — check what you owe anytime, no mystery math
- Request a cancellation online instead of hoping your text reached the right leader
For the Treasurer
- Charges post automatically per participant at the right scout, adult, or leader rate
- Record a Venmo, Zelle, or check payment once — it spreads across the family's charges, oldest due first
- Post credits, refunds, and adjustments with a full paper trail on both sides of the books
- Every trip has its own account with double-entry transfers, so trip money never blurs into the general fund
- Export any trip's billing to CSV for reconciliation — who's charged, who's paid, who still owes
Coming Soon: Online Payments via Stripe
Today, parents pay trip fees the way your troop already collects money — Venmo, Zelle, or check — following the payment instructions you post in Site Settings, and the treasurer records each payment in a couple of clicks. Online payments are in active development and releasing soon: parents will be able to pay trip fees by card or bank transfer, with every payment posting to the right scout account automatically.
Frequently Asked Questions
Not yet — online payments via Stripe are in active development and releasing soon. Today, parents pay the way your troop already collects money — Venmo, Zelle, or check — following the payment instructions you post in Site Settings, and the treasurer records the payment against the scout's account. From there it spreads across that family’s trip charges automatically — oldest due date first. You can see the whole flow yourself in the free 30-day trial.
No. A parent opens the trip, checks off everyone who's going — scouts, siblings, and adults from their saved family list — and submits once. The whole signup bills to one scout account per family, so there's one balance to track instead of four.
When you approve a late signup, every charge already due for that trip posts automatically — no back-billing math on your end. And because each charge can only ever post once, re-running billing never double-charges anyone.
Yes — that's exactly what trip managers are for. Assign a leader as a manager on a trip and they can edit its details, approve signups, invite guests, and export the roster — for that trip only. For an outing coordinator who runs every trip, admins can grant "all trips" permissions instead, still without handing over full admin access.
Managers can cancel a signup with or without a refund, and admins can post credits, refunds, or adjustments at any point. Each one moves money between the trip account and the scout account as a linked transfer, so both ledgers stay balanced and you can always trace what happened and when.
Not today — there's no attendance tracking or electronic permission slips yet. What you do get is an approved roster with driver flags, allergy notes, and parent contact info, exportable to CSV in one click, so producing an accurate printed roster for the trailhead takes seconds instead of an evening.
Keep Exploring
It All Works Together
Ready to Simplify Your Troop Management?
Trade the spreadsheets and email chains for one simple platform. Set up in under 5 minutes.