Waiting for approval
Your account is created, an admin needs to approve you and assign your group before you can get in.
Leaders Workspace Welcome back
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Attendance trend
Fees this month
Income vs. expenses
Next meeting
Recent finance activity
Needs attention
Add from another group's roster
Many people here are already registered in one of the 5 troops, check off as many as you need instead of retyping their info, one at a time. Each still becomes its own entry here (no attendance/fee history carries over). Already-copied members drop off this list.
| Member ID | Name | Phone | National ID | DOB | Emergency Contact 1 | Emergency Contact 2 | Allergies | Notes |
|---|
Archived members are hidden from the active roster (and, for troops, from Attendance and Fees) going forward, but every past record tied to them stays exactly as it was, nothing is deleted or recalculated. Restore someone here any time to bring them back into the active roster. Troops only: anyone with no recorded attendance for 3+ months gets archived automatically (marked "Auto-archived" below).
| Member ID | Name | Phone | National ID | DOB | Emergency Contact 1 | Emergency Contact 2 | Allergies | Notes |
|---|
Anyone can submit a request at /join without an account. Approving one adds them straight to this group's active roster; rejecting just declines it, nothing is created either way until you act. Picked the wrong group by mistake (age, mostly)? Transfer sends the request to another group's queue instead, nothing is added until that group approves it.
Music is no longer on the Join form, these are older requests still waiting. Approve or reject them to clear this tab; it disappears once none are left. New band members are added from the Roster tab.
| Name | Phone | National ID | DOB | Emergency Contact 1 | Emergency Contact 2 | Allergies | Notes |
|---|
Click any date on the calendar, past or future, to view or edit it.
| Member ID | Name | Present |
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| Member ID | Name | Paid | Amount | Paid on |
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Click any date to plan that meeting.
Every meeting planned in this month, the same thing Export PDF downloads, right here on the page.
| Date | Theme | Activities | Materials Needed | Notes |
|---|
These show up as draggable chips for everyone leading this group in the Plan tab. Removing one here doesn't change any meeting that already used it.
Transactions
Every month, newest first. The Month and Year above only change the net income totals and Income Statement.
This is your group's cash box, the real cash you hold. Every income and expense you add on the Ledger tab updates it automatically. Every now and then, count the cash and press Count the box so the number here matches what's really in it. Money you put in the bank (or take out of it) isn't income or an expense, record it with Move money.
The cash box isn't switched on yet, ask an admin to finish setting it up.
Box history
Everything that happened to the box besides normal income and expenses, with who did it and when.
Every change to this group's money, recorded automatically: entries and cash box records added, edited, or deleted, with who did it and exactly when. Nothing here can be changed or removed.
The default monthly fee lives on the Fees tab now (it can change month to month), these lists are for things that apply to every month, shared by everyone leading this group.
Expense categories
Income categories
| Name | Category | Qty | Qty as of | Condition | Assigned to | Last Maintenance | Notes | Added by |
|---|
A cost logged here posts automatically to the Finance tab as a Repairs expense. Delete the log entry to remove it there too.
Inventory categories
Income vs. payouts
Last 6 months, completed eventsTop band members
Bookings by type
Needs completion
Past events still waiting on an amount received before they're done.
| Date | Client | Type | Location |
|---|
Upcoming
| Date | Client | Type | Location |
|---|
Click any date to see or add its bookings.
Event types
Also doubles as the Finance income category a booking's amount received posts under.
Locations
Shown as a dropdown on the booking form. "Custom…" is always available too, for one-off venues.
Extra-cost categories
Used for one-off costs logged against a booking (transportation, water, ...).
Anyone this group buys from or hires: repair shops, suppliers, transport, venues.
| Name | Category | Phone | Location | Notes | Added by |
|---|
Added once by an admin, for one or more groups at once. Manage these from the Admin console's own Vendors tab.
| Name | Category | Phone | Location | Notes | Added by |
|---|
Current, past, and prospective sponsors. Pure contact tracking, nothing here posts to Finance.
| Name | Contact person | Phone | Type | Status | Notes | Added | Added by |
|---|
Clergy, other organizations, schools, media, and government contacts, not tied to any one troop's own roster.
| Name | Role | Organization | Category | Phone | Notes | Added | Added by |
|---|
Press releases, media kits/photos, sponsorship agreements, promotional materials. General's own file library.
Upload a document
| Title | Category | Type | Uploaded | Uploaded by |
|---|
Sponsor types
Contact categories
Library categories
A record of what the board actually discussed and decided at each meeting, separate from Shared Calendar, which is just for scheduling one.
Click any date to see or add that day's content.
Platforms
Content types
Login info for the org's own social media accounts. Visible in plain text to anyone with access to this group. Passwords are masked by default, click Reveal to view one.
| Service | Username | Password | URL | Notes | Added | Updated by |
|---|
Upload a document
| Title | Type | Uploaded | Uploaded by |
|---|
Uploaded once by an admin, for one or more groups at once. Manage or remove these from the Admin console's own Library.
| Title | Type | Uploaded | Uploaded by |
|---|
Need a span of several months instead of just one? Choose "Custom range…" at the bottom of the Month list below.
Income Statement
Income and expenses by category, with totals and net income.
Cash Box & Finance Activity Log
Your cash box today and how it got there, every box record in the period, and every finance change (added, edited, deleted) with who did it and when.
Music Finance Report
Music's own income/expense ledger for the period, income vs. Band Payouts, Transport, and every other category.
Social Media Finance Report
Social Media's own income/expense ledger for the period, by category, with totals and net income.
Monthly Fees
Every active member's paid status and amount for the period.
Attendance
Every active member's attendance count and rate for the period.
Curriculum
The meeting plan, theme, notes, and activities for each date in the period.
Roster
Every active member in this group, with full contact and emergency-contact info. Not period-dependent.
Vendors
This group's own vendors, plus any shared vendors visible to it. Not period-dependent.
Inventory
Every item this group owns, with category, quantity, condition, and who it's assigned to. Not period-dependent.
Music Event Report
Every booking in the period: client, type, attendees, amount received, payouts, and net.
Maintenance
Every maintenance record logged in the period: item, vendor, cost, and who logged it.
Inventory Adjustments
Every dated quantity change logged in the period: item, before/after count, reason, and who logged it.
Content Calendar
Every content item scheduled for the period, with platform, type, and status.
Credentials
Every login stored in the Credentials tab, in full. Not period-dependent.
Sponsors
Every sponsor and prospective sponsor, with contact info, type, and status. Not period-dependent.
Community & Church Contacts
Every clergy, organization, school, media, and government contact on file. Not period-dependent.
Meeting Notes
Every board meeting logged in the period, with its title and full notes.
Leaders Roster
Every approved leader/admin, with full contact and emergency-contact info. Not period-dependent.
Leaders Attendance
Every leader's meeting attendance count and rate for the period.
Leader Assessment
One leader's full profile and attendance, plus every function rating on file, or every leader at once.
Attendance performance
Every leader's own record, org-wide, logged from the Attendance tab: Leaders Meetings and each troop's own meeting combined.
Leader attendance
Sorted worst-first| Leader ID | Name | Role | Attended | Rate | Last attended |
|---|
Needs attention
Every approved leader across every group. Edit fixes up what signup didn't collect (a last name, phone, DOB, …). Role and group access are still only ever changed from Admin → People.
| Leader ID | Name | Role | Groups | Phone | National ID | DOB | Emergency Contact | Allergies | Notes | Member since |
|---|
Archived leaders are hidden from the Dashboard, Leader Profile, Assessment, and Overview going forward, but nothing already on record for them changes and their role/login access isn't touched. Restore them any time to bring them back.
| Leader ID | Name | Role | Groups | Phone | National ID | DOB | Emergency Contact | Allergies | Notes | Member since |
|---|
Click any date on the calendar, past or future, to view or edit it. Switch "Meeting" to log a different meeting on the same day.
| Leader ID | Name | Role | Present |
|---|
Leader profile
Pick a leader to see their own attendance record and what they've been doing across the workspace.
Choose a leader above to see their profile.
Recent activity
Assessment
Rate a leader against every function on file, admin-only, never shown to the leader being rated. Manage the function list itself from the Settings subtab.
Choose a leader above to rate them.
Rate a function
No functions on file yet, add some from the Settings subtab first.
Function ratings
Latest per functionThe functions leaders get assessed against, in the Rate subtab. Add, rename, or retire them here. Existing ratings on a retired function stay on record.
| Name | Description |
|---|
Welcome back
A look at the whole organization: who leads what, and what's coming up.
Groups
Who leads each oneNext up
Upcoming on the calendar
| Group | Date | Theme |
|---|
One calendar for the whole organization. Anyone can add a meeting, deadline, or reminder here, and it shows up the same way no matter which group you're viewing it from. Music's own Event Calendar bookings show up too, as a read-only marker, edit those from Music's own tab instead.
Requests other leaders have left on entries you created (or, if you're an admin, on any entry) asking for a change. Edit or delete the entry yourself from the Calendar tab above, then mark the request resolved here.