Scoutworks Features
Events & Programme Planning
Plan meetings, activities and camps in one place — draft-to-publish events, RSVPs with digital consent, payments, kit lists and risk assessments.
Events, from draft to register
Four event types — programme meetings, activities and trips, camps, and admin meetings for the grown-ups — each with the fields that matter for it. Draft events in your own time, publish when ready, and edit freely after. Add as many sections as you need from the picker, and every section is invited. Create a whole term of meetings in one go, and shift a batch of draft dates when the term moves.
- Four event types: programme meetings, activities and trips, camps, and admin meetings
- Draft-to-publish workflow — parents only see events when you're ready
- Multi-section events — pick the sections and every one is invited
- Create a term of meetings at once, weekly or on the dates you choose
- Shift a batch of draft events earlier or later in one step, with old and new dates side by side
- Set capacity for the event and for each section, upload files, and add leader-only notes
- A warning when the location is already booked by another event at the same time
- The standard Scouts safety statement shows on the event and in event emails — change it in settings or hide it per event
Programme Planner
Plan a term backwards from the badges you want to finish. Pick a section, the number of weeks and the badges — or just the requirements — you are aiming for. Drag each requirement into a week, and Scoutworks suggests activities from the official Scouts library that fit your meeting length. A coverage rail shows what is covered and what is still unplaced, and an Impact view shows how many members would earn each badge.
- Choose one or more badges as the goal, or pick individual requirements
- A warning when the goal needs more slots than the term has
- Drag requirements and activities between weeks, or move a whole meeting on the calendar
- Activity suggestions from the official library, ranked by fit to your meeting length, with cost, energy and kit
- Save your group's own activities and reuse them every term
- Coverage rail shows every requirement as covered, scheduled or unplaced
- Impact view shows who would earn each badge, and who already has it
- Create draft events with the schedule and badge links attached, or export a spreadsheet or PDF programme
Sign-Ups, Waiting Lists & Phased Waves
Popular camps fill up. When an event or section is full, a parent's yes becomes a place on the waiting list, with the reason and their position. When a place frees up, the child who has waited longest is offered it and their parents are emailed. You can also open places in waves — your Scouts first, then everyone else — and lock accepted places so nobody drops out the week before.
- Full event or full section? Parents join a waiting list and see their position
- The longest-waiting child is promoted when a place frees, and their parents are emailed
- Leaders can add someone over capacity after a clear warning — parents cannot
- Phased sign-up: open places to named members first, then the next wave, then everyone
- Each wave opens when the last one closes, and its members are emailed
- Lock accepted RSVPs so a family who said yes contacts a leader to drop out
Admin & Leader Events — AGMs, Training, Committee Meetings
An event type built for the grown-ups. AGMs, leader training, trustee and committee meetings, parent forums — events you don't want sitting in the same list as Cub night. Choose the audience: leaders only, leaders and parents, or parents only, or invite specific people. A Minutes tab is there from the start, so you can prepare the agenda and then take the minutes. Set up a series of meetings in one go.
- An event type for AGMs, training, trustee meetings, committee meetings and parent forums
- Audience: leaders only, leaders and parents, parents only — or specific people
- A Minutes tab with a rich-text editor for the agenda and the minutes
- Export minutes as a PDF, or attach the signed copy
- Repeat a meeting weekly or on the dates you choose — up to 52 at once
- Yes, No and Maybe RSVPs with an optional deadline — parents can reply for their young people
- A briefcase icon and its own colour in the calendar, so it is never mistaken for a programme event
Cross-Group Event Sharing
Invite other Scout groups to join your events — district camps, joint activities and cross-section nights. Each group manages their own members' RSVPs and places, while the host group sees everyone taking part. Payment rules are copied for each guest group and money goes to the host group's account. Attendance and leader reports cover every group, and guest leaders can award badges to their own members.
- Invite other Scout groups to any event with a couple of clicks
- Each group manages its own RSVPs and its share of the places
- Payments go to the host group's account — paid events need GoCardless connected
- Registers and leader-in-charge reports cover every participating group
- Guest leaders can award badges to their own members at shared events
- Made for district camps, joint activities and inter-group nights
Kit Lists
Create reusable kit list templates — one for a weekend camp, another for a day hike, another for water activities — and attach them to any event. Scoutworks comes with seven ready-made lists you can copy and change, or build your own. Parents see an interactive packing checklist and tick off items as they pack. Leaders see who has packed and who has not. Export to PDF for printing.
- Seven ready-made lists — weekend camp, day hike, water activities, overnight indoor, week-long camp, cycling and a regular meeting
- Interactive parent checklist — parents tick off items as they pack
- Leader progress dashboard showing who's ready and who isn't
- Copy a ready-made list and change it, or build your own from scratch
- Export to PDF for printing and handing out at meetings
- Attach any list to any event, and save an event's list as a new template
RSVPs, Attendance & Parent Helpers
Parents are emailed the moment an event is published and RSVP from their portal. Leaders see responses arrive without chasing messages. Ask for parent helpers on any event, and parents volunteer from their dashboard. Take attendance on your phone during the meeting, and download RSVPs and registers whenever you need them offline.
- Parents emailed on publish, and RSVP from their portal
- RSVPs arrive live — no more chasing responses
- Parent helper sign-ups built into every event
- Tap to mark attendance on your phone during the meeting
- Download RSVPs as CSV, and the register and leader-in-charge report as PDF
- An attendance summary report with each member's rate and trend
- Activities like shooting can require digital parental consent, signed on screen, with a PDF for each response
- Leaders accept, decline or mark themselves as tentative, with email reminders before the deadline
Fire Roll Call & Event Guests
When the alarm goes, you need one list and a headcount. Fire roll call puts everyone on the event on one full screen — young people, leaders, adults and guests — with the number accounted for at the top and anyone unaccounted for listed first. It prints from what is already on your phone, so it works without signal. Visitors without a member record can be added as guests, so they are on the list too.
- Everyone on one screen: young people, leaders, adults and guests
- "X accounted for of Y expected" in large type, with the unaccounted list first
- "Not marked" kept separate from "absent"
- Print to PDF with no signal needed
- Add guests — visitors, helpers, instructors or prospective members — with a name, type and notes
- Re-add a repeat visitor in one tap
Leader in Charge & Live Ratio Compliance
Allocate leaders to any event and nominate a leader in charge — even if they are from another section. The leader in charge can run the event: edit it, answer RSVPs for every young person on it and mark attendance, without being added to your section. A ratio bar checks RSVPs against POR, counting every adult on the event, and adapts to the venue: usual meeting place, away for the day, or nights away. A leader-in-charge PDF gathers what you need on the day.
- Allocate several leaders and nominate a leader in charge per event
- A leader in charge from another section can edit the event, answer RSVPs and mark attendance — but not delete it
- Live POR ratio bar counting leaders and parent helpers, with a breakdown by section
- Ratios adjust for the usual meeting place, away for the day, or nights away
- Email reminders to the leader in charge at 3 days, 24 hours and 4 hours before a short-staffed event
- Works across events shared with other groups — cover is counted across every group
- Leader-in-charge PDF: consents, medical, dietary, additional needs and emergency contacts for everyone attending
- Only the leader in charge can open other adults' emergency and medical details on the event, and every view is logged
Event Finances & Budget Tracking
Charge for an event straight from the event — a one-off payment request, or a rule that charges each child whose parent says yes, in one payment or in instalments. Payments link to the event and flow into the finance dashboard and reports. Each event has a live budget report showing income and spending. Nominate an expense approver for the event, so claims are signed off by the person running it rather than waiting for the treasurer.
- One-off payment requests, or a charge on every yes RSVP
- Split an event fee into instalments
- Choose which attendees each payment applies to
- Payments linked to the finance dashboard and financial reports
- Live event budget: budget, spent, remaining, income and expenses
- Nominate an expense approver for the event — the leader in charge is suggested when you create it
Risk Assessment Wizard — Three Ways, Audit-Ready
Some leaders want to build a risk assessment in the app. Some have a PDF they use every term. Some did one elsewhere and just want to confirm it. Scoutworks supports all three: build one in the guided wizard, upload a document (PDF or Word, up to 25 MB), or confirm you have one elsewhere, valid for 12 months. When an examiner asks, export the whole group's risk assessment evidence as one ZIP.
- Three evidence modes per event: build in Scoutworks, upload a document, or confirm it was done elsewhere
- A step-by-step wizard that pulls in the event details, head counts and weather
- A library of nearly 100 ready-made risks across camping, hiking, water, indoor and outdoor activities
- Add your own risks with likelihood and impact sliders, and share libraries by CSV
- Draft, complete and approved stages
- Uploads reusable across recurring weekly events
- One ZIP evidence pack — an index and a folder per event — emailed when ready
- AI suggestions for hazards and controls — see AI → Risk Assessment Suggestions
Event Schedule Builder
An event is more than a start time and an end time. Build the day as a timeline of activities — set the times, type freely, no rigid template — and assign each activity to the whole event, a section, a team or named people. Clashes are flagged as you plan, so you catch the double-booked leader while you can still fix it. Publish once and everyone sees their own version of the day.
- Build the day as a timeline of activities — free text, no rigid template
- Assign each activity to the whole event, a section, a team or named people
- Flags a leader booked into two activities at once, or anyone in two overlapping activities
- Publish once; leaders, young people and parents each see their own day plan
- Export the schedule, or print a sheet for each team
- A Menu tab on camps — share the camp menu with parents, day by day with allergens (see Outdoors → Camp Menu Planner)
- Put young people and adults into tents — see Outdoors → Campsite Planner
In Touch — Home Contact
Every activity away from the hut needs someone at home holding the details, and it is usually a text message and a hope. Name one of your leaders as the In Touch home contact on any event, next to the Leader in Charge, and they get an emergency-ready view of that event: the roster, the headcount, on-site and parent phone numbers, the itinerary and the escalation steps — without access to the section's other records.
- Name a leader or admin as the In Touch home contact on any event
- They get an emergency-ready view: roster, headcount, on-site and parent numbers
- Itinerary and escalation steps in the same place, ready before anything goes wrong
- Scoped to this event — no medical, finance or badge records
- They are emailed a link to the view
- Filter the Events page to find every event with an In Touch contact set
Medication & First-Aid Log
Medication on camp is usually recorded on a scrap of paper in someone's pocket. Log each dose or minor first-aid treatment in seconds — who, what, when, and who gave it — with the child's medical information and their parents' medicine consent shown as you log, so you give medicine safely rather than from memory. Save a child's regular medications once and log them again across the camp in a tap.
- Record each dose or minor first-aid treatment in seconds — who, what, when, and by whom
- The child's medical info and parental medicine consent shown at the point of logging
- Save regular medications once for quick repeat logging across a whole camp
- Add a witness where you need one
- A complete, timestamped record — a removed entry stays in the audit trail
Incident Reporting
Report an injury, illness, near miss or property damage through a guided form that captures the right fields every time. Members and leaders are picked from your records, so name, date of birth and section fill themselves in. For a serious incident, a helper lays out everything the Scouts' reporting form asks for, ready to copy. Admins are notified when a report is submitted, and safety insights show incidents by section, type and month.
- Guided form for minor and serious incidents — injury, illness, near miss and property damage
- Name, date of birth and section filled in from your records
- Serious incident helper with every field the Scouts' form needs, ready to copy
- The incident approver, or your admins, notified the moment a report is submitted
- Draft, submitted, reviewed and closed stages
- Only admins can delete a report, with a reason, and it is kept on record; severity changes are logged with who and why
- Safety insights by section, type, severity and month
Uniform Management
Somebody always has the spare neckers, and nobody can remember who. Catalogue polos, neckers and woggles with their sizes, then issue uniform to a named young person or volunteer so it shows on their profile. Stock is kept per section or centrally, with a restock level on each size, and every change is logged. Loaned items have a return date, so you can see what is overdue.
- Catalogue uniform items with sizes and a photo
- Issue several items to one or more people at once — it shows on their profile
- Stock per section or central, with a restock level and a 'needs restocking' count
- Loans with a return date, flagged when overdue
- Mark items returned to stock, or written off
- A full history of every restock, issue and return
Lost Property
The lost property box grows all term and gets emptied into a bin bag in July. Snap a photo of anything left behind and it's logged in seconds with no paperwork. Parents browse the board from home, spot their child's jumper, and claim it with one tap so you can hand it back next week. At the end of term, clear the whole box in one go.
- Photograph anything left behind — logged in seconds, no forms
- Parents spot their child's kit from home and claim it with one tap
- Hand it back at the next meeting instead of storing it until July
- Clear the whole box at end of term in one action
- Works on a phone at the hall door, where lost property actually happens
Equipment Management
Inventory everything your group owns, book it from events, and track its condition over time. Nested storage locations let you find anything ('Shed → Top shelf'). Print QR labels and scan them with your phone to view an item, check it out or check it in. Group identical items — 50 hi-vis vests — and book them by quantity while each keeps its own record. Attach PAT certificates, gas safety certificates, manuals and receipts to every item.
- Full inventory with asset numbers (EQ-0001), categories and nested storage locations
- Book equipment from an event, with a packing list from the booking
- Pooled items: book '4 hi-vis vests' while each vest keeps its own QR code and history
- Change quantities on a booking before it starts — once approved, only downwards
- Choose how bookings are approved: by a quartermaster, per item, or not at all
- Print QR labels on A4 sheets and scan them with your phone's camera
- Kit mode for items with parts — check the whole kit out together, record the condition of each part on return
- Six condition ratings, overdue reminders every morning, and a history of every checkout
Frequently asked questions
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