Committee purpose: The Registration & Records Committee owns the accuracy of trek information. This includes who is attending, what forms are complete, who has checked in, and which records need to be provided to trek leadership.
Privacy reminder: Medical details, emergency contacts, youth information, and parent contact records should be handled carefully and shared only with authorized leaders who need the information for trek planning, safety, or supervision.
👥 Participant Records
📋 Forms Tracking
✅ Check-In
👨👩👧👦 Family Assignments
📦 Final Records
Registration Status
At-a-Glance Tracking
Use this section to quickly review the most important registration numbers before reporting to the Trek Director.
Total Youth Registered
Total Adult Leaders
Missing Medical Forms
Missing Image Releases
Confirmed Families
Check-In Complete?
Participant Roster
Roster Builder
Use this table to organize participant information. For large treks, this may be exported from your registration form system and used here as a review checklist.
| Participant Name | Ward | Age | Role | Parent / Guardian | Phone | Forms Complete? |
|---|---|---|---|---|---|---|
Missing Forms Tracker
Track incomplete records so Communications can send accurate reminders.
| Name | Missing Item | Parent Contacted? | Reminder Date | Status | Notes |
|---|---|---|---|---|---|
Check-In Table
Use this on departure day to confirm who is physically present before vehicles leave.
| Name | Checked In? | Family Assignment | Medical Notes Given to Medical? | Bag / Gear Checked? | Notes |
|---|---|---|---|---|---|
Family Assignment Review & Validation
Use this dynamic worksheet to review family assignments before check-in and before sharing final family lists with approved leaders. Add as many trek families as needed.
Families: 0 • Total Youth: 0 • Missing Ma/Pa: 0 • Oversized Families: 0
| Trek Family | Ma | Pa | Youth Boys | Youth Girls | Total Youth | Notes | Status | Remove |
|---|
Committee Handoff Reports
Reports Registration Provides to Other Committees
Registration is the source of truth for the information other trek committees need. Use these report links after the roster, forms, check-in, and family assignments have been reviewed.
Medical Planning Report
Use the Participant Tracker to confirm medical form status, allergy notes, medication flags, emergency contacts, and special needs before handing approved information to Medical & Safety.
Transportation Report
Use the Check-In Dashboard to confirm who is attending, who is checked in, late arrivals, no-shows, and ride or vehicle notes for Transportation and Operations.
Meal Count Report
Use the Participant Tracker to confirm youth, adult leaders, Ma & Pa couples, committee adults, and special food notes before handing counts to Food & Water.
Leadership Assignment Report
Use the Family Builder and Family Assignment Review to confirm Ma & Pa assignments, family groups, adult leaders, and final family lists for the Director, Ma & Pa, and Operations.
Committee Training
Registration & Records Training Videos
Use these short trainings to understand the dashboard, registration records, company assignments, and final preparation checklist.
Lesson 1: Dashboard Overview
Start here for the Registration & Records dashboard overview and how the committee uses this page during trek planning.