Leaders Workspace Guide

A quick look at how everything works.

← Back to the workspace

Getting started

Every leader signs in with their own account.

Tap Sign up and enter your name, email, and a password.
Check your email and tap the confirmation link.
Come back and sign in.
Wait for an admin to approve you and add you to a group.
Once you're approved, sign in again and you're in.

Groups

Everything you do happens inside one group at a time.

Lead one group? That's all you'll see.
Lead more than one? Tap a group's name at the top to switch.
The bar under the tabs always shows which group you're viewing.
The 5 troops (Baraem, Ashbal & Zahrat, Mubtadi, Mutaqaddim, Jawalah) get the full set of tabs below.
Music, Social Media, and General aren't scout troops, so each sees its own smaller, tailored set of tabs instead: no Attendance, Fees, or Curriculum for any of them (Music has its own bookings Dashboard).
Leaders is a 4th one like that (admin-only), see its own section below.

Dashboard

Your troop's story at a glance, the moment you sign in. Troops only.

Member count, attendance, fees, and money in and out.
Your next planned meeting.
Anything that needs attention, unpaid fees, new requests, allergies.

Shared Calendar

One calendar for the whole organization: every group (except Music, which uses its own Event Calendar) and Admin see the exact same thing.

Anyone approved can add to it: a leaders meeting, a deadline, a reminder, anything at all.
Music's own Event Calendar bookings show up on it too, as a view-only marker. Edit those from Music's own tab instead.
Switch between Day, Week, Month, and Year views from the toolbar.
You can only edit or delete an entry you created (or if you're an admin). On anyone else's, Request a change instead and the creator or an admin will see it.

Roster

Everyone currently in your group. Troops and Music only, Social Media and General don't keep one.

Add a member, only their name is required, though their own phone and an emergency contact are worth adding too.
In Music, check people off from a troop's roster instead of retyping them, most band members are already scouts somewhere.
Search to find someone quickly.
Edit to update their details, or Archive when they leave.
Aged up into the next troop (Baraem → Ashbal & Zahrat → Mubtadi → Mutaqaddim → Jawalah)? Move sends them straight to that troop's own roster instead of re-adding them from scratch. Their attendance/fee history up to today stays with the troop they were actually in at the time.

Approvals

New people asking to join your troop, from the public Join form. Troops only.

Approve adds them straight to your roster.
Reject just declines the request, nothing is saved.
Picked the wrong troop (age, mostly)? Transfer sends the request to the right one.
Music isn't on the Join form, band members are added from Music's own Roster. Its Approvals tab only shows while older requests are still waiting.

Attendance

Mark who showed up, one meeting at a time. Troops only.

Pick a date on the calendar.
Tick who's present, it saves instantly.

Fees

Track who's paid their dues each month. Troops only.

Pick the month.
Tick who's paid, the date is recorded automatically.

Curriculum

Plan what happens at each meeting. Troops only.

Tap a date to plan that meeting.
Add a theme and pick or type activities.
Once the date passes, check off each activity you actually got to, and add a note on how it actually went. The month view shows a quick done-count for every past meeting.
Download a PDF of the plan from the Reports tab anytime.

Inventory

Every instrument and piece of equipment the band owns. Music only.

Add an item, its category, quantity, and condition.
Assign it to a band member, and log maintenance when it needs fixing.
Quantity changed, lost, damaged, restocked, recounted? Log it on the Adjustments subtab instead of just editing the number, it keeps a dated history of what changed and why.

Event Calendar

Every booking the band plays, from first inquiry to getting paid. Music only.

Two parts: Calendar (where the bookings live) and Settings (event types and other lists).
Tap a date to see or add that day's bookings.
Pick which band members are playing, their pay, and any transport pay.
Once the event happens, fill in what was actually received, it posts to Finance automatically.

Dashboard (Music)

The band's bookings at a glance. Music only.

Bookings, income vs. payouts over the last 6 months, top band members, and bookings by type.
Needs completion: past events still waiting on the amount received. Upcoming: what's booked next.
Tap Open on any row to jump straight to it in the Event Calendar.

Public Relations

Sponsors, community contacts, and Social Media's own files. Social Media only.

Sponsors: current, past, and prospective, contact info and status.
Community & Church Contacts: clergy, schools, media, government, anyone worth keeping on file.
Library and Settings tabs sit here too, alongside these two.

Meeting Notes

What the board actually discussed and decided at a meeting. General only.

Log a date, a title, and the notes, discussion, decisions, who's doing what next.
Separate from Shared Calendar, which only schedules a meeting, not what happened at it.
Search to find an old one, Edit to fix it up, or delete it.
Download a PDF of a period's meetings from the Reports tab anytime.

Content Calendar

Plan what gets posted and when. Social Media only.

Calendar view for scheduling by date, Board view for tracking by status (Idea → Drafting → Scheduled → Posted).
Attach a draft image, video, or file, and add the live link once it's posted.

Credentials

Every login the group's accounts use, in one place. Social Media only.

Passwords are masked by default, tap Reveal to view one, or Copy to grab it without showing it.
Anyone with access to this group can view, add, or edit a login.

Finance

Keep track of your group's money. Every group has one except Leaders.

Ledger: log money coming in or going out. Made a mistake? Edit or delete it, every change is recorded.
See totals for whichever month you pick.
Cash Box: the real cash your group holds. Set it up once by counting the cash and entering it as your opening balance, after that every income and expense updates it automatically.
Every now and then (end of the month is a good habit), count the cash and press Count the box. If it doesn't match, the system corrects itself and keeps a record, no need to hunt down missing receipts.
Put box cash into the bank, or took bank money into the box? Use Move money. It isn't income or an expense, the money just moves.
Net income includes a separate "Cash box over / short" line: the differences your box counts found. It's never mixed into a real category. If you find out what a difference was, add it as a normal entry before the next count.
Activity Log: every change to your money, added, edited, or deleted, with who did it and exactly when. Nothing there can be changed.
The same ledger Admin sees, nothing here is separate from the org-wide accounting system.

Vendors

Suppliers, repair shops, venues, anyone your group deals with. Every group has one except Leaders.

Add your own, or use one an admin already shared into your group under Shared Vendors.

Library

Share files with your group. Troops and Social Media.

Upload documents for your leaders to use.
Troops also get Lessons (shared lesson resources), plus anything an admin shared with the troops under Shared Library.

Reports

Download a clean PDF summary anytime, tailored to your own group.

Troops: Income Statement, Cash Box & Finance Activity Log, Monthly Fees, Attendance, Curriculum, Roster, Vendors.
Music: Music Finance Report, Cash Box & Finance Activity Log, Inventory, Inventory Adjustments, Music Event Report, Maintenance, Roster, Vendors.
Social Media: Social Media Finance Report, Cash Box & Finance Activity Log, Content Calendar, Credentials, Sponsors, Community & Church Contacts, Vendors.
General: Income Statement, Cash Box & Finance Activity Log, Meeting Notes, Vendors.
Every finance report ends with a Cash Box page: how much cash is in the box today and every box record in the period.
Leaders (admin-only): Leaders Roster, Leaders Attendance, Leader Assessment.
Pick a single month, a whole year, or a custom range spanning several months, whichever a report needs. Roster and Vendors (and Sponsors/Contacts/Credentials where they apply) aren't tied to a date at all.

LeadersAdmins only

A way to assess every leader's own attendance. Admin-only: nobody else's profile can ever be set to see this group.

Roster: every approved leader across every group, read-only. Roles and group access are still only ever changed from Admin → People.
Attendance: log who showed up, same as a troop's own Attendance tab, but pick the "Meeting" first: a general Leaders Meeting, or one of the 5 troops' own meetings (was that troop's leader there?).
Dashboard: each leader's attendance rate against every meeting logged, sorted worst-first so anyone who needs a nudge is easy to spot.
Archive: leaders who stepped away, restore them any time.
Leader Profile: one leader's details, their KPIs, and a feed of what they've done in the workspace.
Assessment: rate each leader on their functions over time.
Reports and the Shared Calendar, same as every group.

AdminAdmins only

A separate page for admins, tap Admin in the header to get there.

Overview: the 5 troops rolled up together, at a glance.
Music, Social Media, and General each get their own dashboard here too, since none of them is a scouting troop.
Finance: where the money is (the bank, every group's cash box, and the total), logging a transaction to any group, recording what the bank app shows now and then (Bank), every group's box counts (Box Counts), and every change to money anywhere (Activity Log).
Reports: every report from every group's own Reports tab, combined in one place, with the same single month / whole year / custom range picker.
Roster rolls up the 5 troops, Music, and every leader (General and Social Media keep no roster). Curriculum covers the 5 troops. Vendors (Shared) can be shared into any group except Leaders.
Library (Shared): upload once and share it with any of the 5 troops.
People: approve leaders and admins, and set which groups each one can access.