Transferring Members Between Units

When a Scout or adult moves from one unit to another — a family relocates, a Scout ages into a sibling’s troop, an adult joins a second unit — you do not have to delete them from one roster and re-enter them in the other. MySummitKeep has a two-party transfer workflow: one unit initiates the move, the leaving unit confirms the departure, and the receiving unit confirms the arrival. The member’s history travels with them.

You manage all of this from Members → Transfers (the Member Transfers page).

When to transfer vs. re-invite

Use a transfer when the person already exists in a MySummitKeep unit and is moving to another unit on the platform. The transfer keeps their member record intact, so their global credentials follow them automatically — training records, health forms, BSA registration, emergency contacts, and merit-badge progress.

Use an invite instead when:

• The person is brand new to MySummitKeep, or
• They are joining a unit that is not yet on the platform.

In those cases, see Member Import for adding people in bulk, or invite them individually from your roster.

Tip

A transfer needs a destination unit that exists in MySummitKeep. If the receiving unit is not on the platform yet, invite the member there first, then they re-establish locally — there is no transfer to initiate.

Initiating a transfer (the transfer wizard)

From the Member Transfers page, click Initiate Transfer (top-right). A four-step wizard opens, titled Initiate Member Transfer:

1. Select member to transfer — pick an active member of your current unit from the dropdown.
2. Select destination unit — type at least two characters to search by unit name or number, then choose the receiving unit from the results.
3. Reason (optional) — note why the member is moving (for example, family relocation or joining a sibling’s unit). This is visible to both units.
4. Review & confirm — check the member, destination, and reason, then click Initiate Transfer.

Only an active member of your unit can be transferred, the destination must be a real unit, and you cannot transfer a member to the same unit they are already in. If an open request already exists for that member-to-that-unit pairing, the system blocks a duplicate.

Note

You initiate a transfer out of your own unit — you are the leaving (source) unit. You cannot pull a member out of someone else’s unit; that unit must initiate, or you wait for the request to arrive in your Incoming list.

Outgoing vs. incoming transfers

The Member Transfers page splits requests into two sections so you always know which side you are on:

• Outgoing Transfers — requests where your unit is the one letting the member go (the source/leaving unit).
• Incoming Transfers — requests where your unit is receiving the member (the destination unit).

Each row shows the member’s name, the from-unit → to-unit direction, the optional reason, the date, and a colored status badge. Accept and Reject buttons appear only on the row when it is your unit’s turn to act.

Departure confirmation (leaver)

When a transfer is initiated, it starts in Awaiting Departure Confirm. The leaving unit acts first.

On the Outgoing Transfers row, the source unit’s leader sees Accept and Reject:

• Accept releases the member and advances the request to Awaiting Arrival Confirm — now it is the receiving unit’s turn.
• Reject declines the move and stops the transfer.

Nothing changes on either roster yet. Departure confirmation simply hands the request to the receiving unit.

Arrival confirmation (receiver)

Once the leaving unit has confirmed, the request appears as actionable in the receiving unit’s Incoming Transfers list at status Awaiting Arrival Confirm.

The receiving unit’s leader clicks Accept or Reject:

• Accept completes the transfer. The system adds the member to your unit’s roster as an active member (inheriting their prior role and member type), deactivates their membership in the old unit, and marks the request Completed.
• Reject declines the arrival and stops the transfer.

Tip

The member’s global records — training, health forms, BSA registration, emergency contacts, and merit-badge progress — are tied to the person, not the unit, so they appear in your unit automatically the moment you accept. There is nothing to copy over.

Transfer statuses explained

Each request carries a status badge that tells you exactly where it is in the handoff:

Status	Meaning
Awaiting Departure Confirm	The transfer was initiated; the leaving unit needs to confirm the member’s departure.
Awaiting Arrival Confirm	The leaving unit confirmed; the receiving unit needs to confirm the arrival.
Completed	The receiving unit accepted; the member is now active in the new unit and inactive in the old one.
Rejected	Either unit declined the transfer; no roster changes were made.
Cancelled	The request was withdrawn before completion.

A rejected request shows the rejection reason (when one was given) on the row so the other unit understands why.

Note

A transfer only moves the member once both units agree. Until the receiving unit accepts, the member stays on the original roster — nobody is moved or removed mid-flight.

Rejecting and cancelling transfers

Rejecting is done with the Reject button on whichever row is currently yours to act on — the source unit during departure confirmation, or the destination unit during arrival confirmation. Rejecting ends the transfer with no roster changes; the member remains in their original unit.

Because a rejected, completed, or cancelled request is considered closed, it no longer blocks a fresh attempt. If a transfer was rejected by mistake, simply initiate a new transfer from the wizard.

Caution

A completed transfer is final from the workflow’s point of view — accepting moves the member immediately. If someone was transferred in error, the correcting unit initiates a new transfer to move them back rather than trying to undo the completed one.

For everyday roster maintenance that does not involve another unit, see Managing Members and Member Import.