Who is the Trustee role for?

The Trustee role is for the charity board members of your Scout group: typically the chair, secretary, treasurer and other trustees. They get their own dashboard and governance tools, separate from your leader and admin roles.

Can someone be both a leader and a trustee?

Yes. The Trustee role can be held alongside a leader role. Their trustee pages appear under Trustee View in the same sidebar, next to everything they use as a leader. Many groups have a treasurer or GSL who is also a trustee.

What's in the Strategic Risk Register?

A 5×5 likelihood-impact matrix for the strategic risks facing your charity. Eight categories cover external, operational, financial, legal and regulatory, governance, data protection, safeguarding and reputational risks. Each risk records its mitigation plan, owner, next review date and status. Every edit keeps the previous version, with an optional reason for the change.

How does the trustee iCal feed work?

Each trustee gets their own private calendar link for the trustee duties. They subscribe in Apple Calendar, Google Calendar or Outlook and see the six standard duties, plus any you add, as calendar entries. If a link is shared by mistake, they reset it in one click and the old link stops working.

Do trustees get reminders?

Yes. Scoutworks emails the duty owner 60 days, 14 days and 1 day before each trustee duty is due. If a duty has no owner, the reminder goes to your group admins.

Why can't conflict declarations be edited?

A conflict register only has value if no one can quietly change it. Scoutworks supersedes old declarations with new ones rather than overwriting them, so the full history stays on record. Group admins can remove a declaration made in error, and they must give a reason.

What is the Compliance Health Score?

A single 0–100 score that sums up governance health. It combines four signals: up-to-date risk reviews, trustee duties done or not yet due, conflict declarations in the last 12 months, and your Charity Commission filing. Each part links to its register so you can see what to fix before the next meeting.

What's in the Board Pack PDF?

Membership, a financial summary, attendance, section capacity, risk assessments, incidents, safeguarding, the strategic risk register, trustee duties and conflicts of interest, over the period you choose. Financial Overview, Receipts & Payments and Budget Variance are separate reports on the same Reports tab.

Can trustees see the asset register?

Yes. Trustees have their own read-only asset register page, and the register is in their Reports tab as a CSV. Leaders keep it up to date from the equipment records they already use.

What data can trustees see?

Young people appear as totals and trends, never as individual records. Trustees do see the adults involved in running the group where governance needs it: the team directory, risk owners, conflict declarations and the regulated-activity list.

Governance & Compliance for Scout groups

Trustee Role & Dashboard

Trustees get their own role, separate from your leader and admin roles, and their own place in the sidebar under Trustee View. The Trustee Dashboard opens on what needs attention, your Compliance Health Score and your reserves position. Group Insights then goes deeper across six tabs: Membership, Programme, Capacity, Finance, Event Risk & Safety and Youth Voice. Young people appear as numbers, not names, and capacity is projected 12 months ahead. Trustees can keep the governance registers up to date, but the accounts are read-only to them.

A dedicated Trustee role, on its own or alongside a leader role
Trustee Dashboard with an action list, the Compliance Health Score and your reserves position
Six insight tabs: Membership, Programme, Capacity, Finance, Event Risk & Safety, Youth Voice
Young people shown as totals and trends, never as individual records
12-month capacity projections for each section
Finance is read-only for trustees, so no one edits the books by accident
An 'All Trustees' group in the email composer, so leaders can write to the whole board at once

Strategic Risk Register

A proper 5×5 likelihood-impact matrix for the strategic risks facing your charity, from safeguarding and finance to reputation and data protection. Each risk has a description, a mitigation plan, a named owner, a next review date and a status. The score and tier work themselves out. Every edit keeps a copy of the previous version, with space to say why it changed. Filter and sort by category, tier, status, score or review date, and an overdue banner shows the risks that have slipped past review.

5×5 likelihood-impact matrix with the score and tier calculated for you
Eight categories: External, Operational, Financial, Legal & Regulatory, Governance, Data Protection, Safeguarding, Reputational
Per-risk fields: title, description, likelihood, impact, mitigation plan, owner, next review due, status
Statuses: Active, Mitigated, Accepted, Closed
Every edit keeps the previous version, with an optional reason for the change
Overdue review banner for risks that haven't been reviewed in time
Filter and sort by category, tier, status, score or review date

Trustee Duties & iCal Feed

Six annual trustee duties are set up for every group: the Annual Trustees' Report, the AGM, accounts filing, a safeguarding review, a GDPR audit and a policy review. Add your own alongside them. See them as a list or as a timeline 12 months ahead. Scoutworks emails the duty owner 60 days, 14 days and 1 day before each one is due. Each trustee also gets a private calendar link for Apple Calendar, Google Calendar or Outlook, and can reset it in one click.

Six standard annual duties set up for every group
Add your own duties: committee meetings, sub-committee reviews, anything
List view and a 12-month timeline
Email reminders 60 days, 14 days and 1 day before each due date
Statuses: Pending, In progress, Completed, with the completion date logged
Overdue badge on duties past their due date
A private iCal link for each trustee, which they can reset in one click
Each duty also appears as a card on the shared trustee task board

Conflict of Interest Register

Conflict of interest declarations that can't be quietly rewritten. Once a declaration is logged, it can't be edited. To update it, you supersede it: the new declaration replaces the old one, and the old one stays on record as expired. Each declaration records who declared it, the nature of the conflict and when. Only a group admin can remove one, and only with a reason.

Declarations can't be edited once logged
Supersede to update: the original stays on record as expired
Each declaration records who declared it, the nature of the conflict and the date
Active and Expired statuses
Only group admins can remove a declaration, and they must give a reason
Counts towards the Compliance Health Score: who has declared in the last 12 months

Trustee Meetings & Minutes

Your AGMs, trustee meetings and committee meetings in one list, upcoming or past. Search and sort them, and see at a glance which ones have minutes. Open a meeting to write the minutes straight into the event, then export them as a PDF when they're agreed. Only the person who created the meeting and your group admins can edit the minutes.

AGMs, trustee meetings and committee meetings in one list
Upcoming and past views, with search and sort
A minutes column shows which meetings are written up
Write minutes in the meeting itself and export them as a PDF
Only the meeting's creator and group admins can edit minutes

Asset Register & Insurance Schedule

Trustees need to know what the charity owns. The asset register builds on the equipment you already track, so there's no second inventory to keep. Record the cost, purchase date, supplier, funding source, warranty, useful life and replacement value. Choose straight-line or reducing-balance depreciation and see today's book value. Record disposals, from sold to stolen, and keep them on record. Export the register, or an insurance schedule for your insurer, as a CSV.

Built on your existing equipment records: one inventory, not two
Cost, date, supplier, funding source, warranty, useful life and replacement value
Straight-line or reducing-balance depreciation, with today's book value
Asset categories that follow charity accounting (SORP)
Disposals recorded: sold, scrapped, donated, lost, stolen or transferred
Asset register and insurance schedule exports as CSV
A read-only asset register page for trustees

Reserves Policy Tracking

Set your reserves policy once in Accounting settings: a number of months of running costs plus a buffer, or a fixed amount. Scoutworks works out your free reserves (bank balances less restricted funds) and your running costs from the last 12 months of spending. The Trustee Dashboard then shows where you stand against the policy, such as 2.9×. It warns you below 1×, and above 2× it suggests you consider putting the money to use.

Policy as months of running costs plus a buffer, or a fixed amount
Free reserves worked out for you: bank balances less restricted funds
Running costs taken from the last 12 months of spending
Shown on the Trustee Dashboard as a multiple of your policy
Flags reserves below policy, and suggests using funds when reserves pass 2×

Regulated-Activity Tracker

An adult who helps at your group often enough is doing regulated activity and needs the right criminal record check. Scoutworks counts each adult's days at your own events over the last 90 days. It warns at 3 days in 30 and flags a 4th day, or any overnight stay. Record each DBS, PVG or AccessNI check by hand, with its status and expiry date, and see a warning 90 days before it runs out. No certificate details are stored.

Counts days at your own group's events over the last 90 days
Warns at 3 days in 30; flags a 4th day or any overnight stay
Record DBS, PVG or AccessNI checks, with status and expiry
Warning 90 days before a check expires
No certificate text stored
Found on Insights under Event Risk & Safety, with a CSV export

POR Rulebook Search

Every leader is expected to know Policy, Organisation and Rules. Almost nobody has read it end to end, because it's a dense reference document you're meant to look things up in, and looking things up in it is hard. Scoutworks makes the whole POR rulebook searchable in plain English. Type 'how many adults' and land on the ratio rules. Jump straight to a rule like 4b.10 if you already know the reference, or browse by chapter. Every rule shows when it was last synced and links to the official page on scouts.org.uk.

Search the whole POR rulebook by keyword, or jump straight to a rule number
Plain-English search: type 'how many adults' and land on the ratio rules
Browse by chapter
Synced from scouts.org.uk every week, and every rule shows when it was last updated
Links straight to the official page on scouts.org.uk
Open it from the Knowledge Base, or from search with ⌘K

Charity Register Monitoring

Most groups find out about a late filing by accident, months later. If your group is registered with the Charity Commission for England and Wales, Scoutworks checks your entry on the public register every week and shows you what changed. See your record, including filings, finances and trustees, in one place. A plain-English status tells you whether you're up to date or a filing is overdue. Serious changes, such as removal from the register, show as an alert.

Your Charity Commission record in one place: overview, compliance, trustees and finances
Checked against the public register every week, with changes shown
Plain-English status: up to date or filing overdue
Each filing marked received, received late, overdue or not required
An alert if the charity is removed, insolvent or in administration
Excepted, exempt and Explorer units can say so, so they aren't flagged
Feeds the Compliance Health Score

Compliance Health Score

A single 0–100 score on the Trustee Dashboard that tells you at a glance whether governance is on track. It combines four signals: risk reviews that are up to date, trustee duties done or not yet due, conflict declarations made in the last 12 months, and your Charity Commission filing. If a signal has no data yet, the score is weighted across the others. Each part links to its register, so you can see what to fix before the next meeting.

Single 0–100 score on the Trustee Dashboard
Four signals: risk reviews, trustee duties, conflict declarations, charity filing
Bands: Attention needed below 50, Good from 50, On track from 80
Each signal links to its register, so you know where to start
A serious Charity Commission alert keeps the score in the red
Updates within minutes as risks are reviewed, duties completed and conflicts declared

Board Pack PDF — One-Click Export

When your next trustee meeting is coming up, you don't want to build a binder. Pick a period and the Board Pack PDF puts the picture together for you. It covers membership, a financial summary, attendance, section capacity, risk assessments, incidents, safeguarding, the strategic risk register, trustee duties and conflicts of interest. Financial Overview, Receipts & Payments and Budget Variance are separate reports on the same Reports tab, ready when you need them.

One PDF for the whole board
Periods: last 3, 6 or 12 months, the financial year, or all time
Covers membership, a financial summary, attendance and section capacity
Covers risk assessments, incidents and safeguarding
Covers the strategic risk register, trustee duties and conflicts of interest
Financial Overview, Receipts & Payments and Budget Variance available as separate reports

Public Governance Page

Show parents and your community that the charity is well run. Switch on a public governance page in Settings and share the link. It lists your conflict of interest declarations with each trustee's first name only, your trustee duties with their due dates and status, and how many strategic risks sit in each tier. Nobody needs to log in, and nothing more is shown.

Opt-in: off until you switch it on
No login needed to view it
Conflict declarations shown with the trustee's first name only
Trustee duties with due dates and status
Risk counts by tier, not the risks themselves

Governance & Compliance

Trustee Role & Dashboard

Strategic Risk Register

Trustee Duties & iCal Feed

Conflict of Interest Register

Trustee Meetings & Minutes

Asset Register & Insurance Schedule

Reserves Policy Tracking

Regulated-Activity Tracker

POR Rulebook Search

Charity Register Monitoring

Compliance Health Score

Board Pack PDF — One-Click Export

Public Governance Page

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