Retention Pipeline

The first 90 days decide whether a new Scout or volunteer sticks around. The Retention Pipeline gathers every member who recently joined a unit you cover and tells you, at a glance, which ones are settling in and which ones have gone quiet — so you can prompt a phone call or a warm welcome before a new family quietly disappears.

You reach it from the commissioner tabs at Commissioners → Retention (/commissioner/retention).

Who can see this page

Retention Pipeline is for commissioners. You need an active Unit Commissioner, District Commissioner, Assistant District Commissioner, Council Commissioner, or Scout Executive role. The units you see depend on your role: a Unit Commissioner sees only their assigned units, a District or Assistant District Commissioner sees every active unit in their district, and a Council Commissioner or Scout Executive sees every active unit in their council. Without a commissioner role you will see a short “You do not have a commissioner role assigned” message instead — that is expected, not an error.

What the pipeline counts

The page looks back over a 90-day lookback window. A member shows up here when they joined one of your units within the last 90 days — specifically, when their unit membership became active in that window. Older members, inactive memberships, and units outside your assigned scope are left out.

The three stat cards across the top summarize the whole window:

• New Members (90d) — the total count of members who joined any of your units in the last 90 days.
• Engaged — how many of those new members are showing signs of life, with the percentage of new members shown underneath.
• At Risk — new members who joined more than 30 days ago with no recorded activity yet.

Tip

A high At Risk number is not a failure — it is a to-do list. These are the families most likely to lapse, and they are also the ones a single friendly check-in can save.

Engaged vs At Risk

Every new member is sorted into a status based on real activity in the system, not a guess:

• Engaged (green check) — the member has at least one event registration or a completed advancement recorded within the same 90-day window. That is concrete evidence they are participating.
• At Risk (amber warning) — the member joined more than 30 days ago and has no event registration and no completed advancement on record. Enough time has passed that silence is a real signal.
• New members who joined within the last 30 days but have no activity yet are not flagged At Risk — they are simply still new. They count toward your total but are given the benefit of the doubt while they get oriented.

Caution

“At Risk” reflects what has been logged in MySummitKeep, not necessarily what happened in real life. A Scout who attended a campout that was never recorded as an event registration will still appear At Risk. If a unit tracks attendance and advancement diligently, this page is far more accurate — which is itself a good reason to encourage units to keep their records current. See Event Roster & Attendance and the Advancement Workflow.

Expanding a unit to see members

Below the stat cards, your units are listed with the units carrying the most At Risk members shown first, so the places that need attention rise to the top. Each unit row shows the unit name and type, a running “new” count for that unit, and small green (engaged) and amber (at-risk) tallies.

Click any unit row to expand it. A table opens showing each new member with three columns:

• Member — the member’s name.
• Joined — how long ago they joined, shown as days ago.
• Status — their Engaged or At Risk badge.

Within a unit, At Risk and brand-new members are listed first, then engaged members, each ordered by join date, so the people who most need a nudge are at the top of the list. Click the row again to collapse it.

If no one has joined any of your units in the last 90 days, the page shows a simple “No new members joined in the last 90 days” message — nothing to chase, which is fine.

Using it to drive outreach

The pipeline is a worklist for early intervention. A practical routine:

1. Start with the top unit. It has the most At Risk members. Expand it and read the names.
2. For each At Risk member, prompt a personal touch. A welcome call from the unit leader, an invitation to the next meeting, or a check-in with the parent. New families rarely leave because of one bad experience — they leave because nobody reached out.
3. Look at units with zero engaged. If a whole unit’s new members are all At Risk, that points to an onboarding gap in the unit itself, not just individual families. That is a coaching conversation for the unit’s key three. Log it as part of a commissioner visit.
4. Encourage units to record activity. Because engagement is measured from event registrations and completed advancement, units that don’t log those will look worse than they are. Pointing leaders to Member Import, Bulk Invite & Operations, and good Event Planning habits both fixes the data and improves the actual experience.

Tip

Check the pipeline on a regular cadence — once a week or right after a recruiting night. The 90-day window means a family you miss today can still be reached next week, but the window does close.

The Retention Pipeline pairs naturally with Coverage Gaps: coverage tells you which units have a commissioner watching over them, and retention tells you which of those units’ new families need a hand right now.