Membership Billing Policy
This page describes how Trailhead membership billing works today. It is an operational summary for troop treasurers and finance chairs, not legal advice.
Plans
- Base Camp (Free) — $0. Core unit bookkeeping for one treasurer.
- Overlook — $79 / year or $8 / month. Everything in Base Camp, plus committee visibility, reports, audit log, and one auto-synced bank account.
- Summit — $129 / year or $14 / month. Everything in Overlook, plus Troop Stripe Payments and up to four auto-synced bank accounts.
Summit is also where we are adding troop-management tools: Elections, Equipment (inventory program), and Youth positions (leadership & PoR tracking). These are marked coming in the product until they ship; only Summit will include them when live.
Trailhead is free for a limited number of troops as we expand. Pricing and pilot offers may change; we will give notice before material plan changes.
Pilot promotions
- Applies to annual Overlook or Summit checkout only (not monthly billing).
- First membership year at no charge when an eligible pilot code is entered at checkout.
- After the first year, standard annual pricing applies unless you cancel.
Renewal reminders
Before each paid period ends, eligible troops receive email reminders to treasurers, committee members, and scoutmasters (when we have their addresses on file).
- Regular paid plans: 60, 30, and 10 days before renewal.
- After a pilot first-free year: 90, 60, 30, 15, 10, 5, 3, and 1 days before renewal (more frequent while the first paid renewal approaches).
Reminders include a link to confirm you intend to renew. Canceling at period end stops further renewal reminders for that term.
Cancellation and refunds
Refund timing uses 3 UTC calendar days counted from the date of your latest paid membership charge (UTC calendar days).
- Inside the window: Cancel in Settings → Membership & plans (or ask us to help). Membership ends immediately and Trailhead requests a full refund of the latest paid membership charge in Stripe test/production as configured.
- After the window: Cancel keeps access through the end of the current billing period with no refund. Auto-renew stops; the unit moves to Base Camp when the period ends.
You can also use the Stripe billing portal for payment method and invoice history. In-app cancellation shows which rule applies before you confirm.
Upgrades and downgrades
- Upgrade (for example Overlook → Summit) mid-term: Stripe applies a prorated charge for the rest of the current period; the higher tier is effective immediately.
- Downgrade (Summit → Overlook): Scheduled for period end. Summit access and features stay on until renewal; the lower price starts on the next cycle.
Questions
Membership billing questions: [support@trailheadfi.com](mailto:support@trailheadfi.com).