What can a trustee see in Scoutworks?

Trustees get read-only access to a dedicated dashboard covering member numbers, finance, and risk and compliance. They cannot see individual member records, change settings, or take operational actions. Everything they see is the kind of information a charity board needs to govern responsibly.

How do I invite a trustee?

From your group's user management settings, invite a trustee by email and assign the Trustee role. They receive a secure invitation link and create their own login. The role can be assigned alongside an existing leader role, or on its own for board members who are not active volunteers.

Can a trustee also be a leader?

Yes. Many groups have trustees who are also section leaders or admins. The Trustee role is layered on top of any existing role — they get the governance dashboard in addition to their normal access.

What is in the Board Pack PDF?

A single PDF covering the strategic risk register, trustee duties status, conflict of interest register, financial overview, receipts and payments, and budget report for the reporting period you choose. It is designed to be dropped straight into a committee meeting pack with no reformatting.

Is the financial data audit-ready?

Yes. Scoutworks runs a full cash accounting ledger with restricted fund tracking, bank reconciliation, and Gift Aid reporting in the format HMRC expects. The reports satisfy treasurers, auditors, and the Charity Commission — and trustees can review them at any time.

Does it meet Charity Commission requirements?

Scoutworks tracks restricted funds separately from general funds, provides full audit trails for incidents and finances, and produces standardised financial reports suitable for the annual return. Trustees have direct read access to all of it — no waiting on the treasurer to compile information.

Scoutworks for Trustees

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

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

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

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

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 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

Full Accounting Ledger

A proper cash accounting system built for Scout group treasurers. Connect several bank accounts, reconcile with scored match suggestions, and track restricted funds separately, as the Charity Commission expects. Import statements from the main UK banks or SumUp, with the format detected and duplicates caught. Attach receipts to any transaction, close the year on the date that suits you, and set a reserves policy your trustees can see on their dashboard.

Cash accounting ledger built for Scout groups, with reports for treasurers, trustees and examiners
Several bank accounts, reconciled with scored match suggestions
Restricted funds tracked separately, with healthy, warning, critical and over-budget status
CSV import from Barclays, NatWest, NatWest Bankline, Lloyds, HSBC, Starling, Monzo, Unity Trust, SumUp or any CSV, with duplicates caught
Split one bank transaction across categories, events, sections, funds and budgets, and undo a split
Close the year on any date, such as your AGM; the close lists uncategorised transactions and open claims first
Transfers between your own accounts create both sides, linked
Set a reserves policy; trustees see your free reserves against it (see Governance)
Financial Overview, Receipts & Payments, Budget Variance, Restricted Fund and Transaction Ledger reports

Insight Dashboards

Nine dashboards cover the whole group: Members, Capacity, Events, Badges, Finance, Adults, Safety, Young Leaders and Youth Voice. They're kept up to date as your group changes, within minutes rather than at the end of term. Most charts carry a short note on what they show and how they're worked out, so nobody argues about the numbers. Group admins see the whole group, and section leaders see their own sections.

Nine tabs: Members, Capacity, Events, Badges, Finance, Adults, Safety, Young Leaders, Youth Voice
Kept up to date within minutes as members join, events run and badges are awarded
Most charts explain what they show and how they're calculated
Group admins see the whole group; section leaders see their own sections
Everyone works from the same figures
Census and Leavers reports one click from the Insights page

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

For Trustees

Trustee Role & Dashboard

Board Pack PDF — One-Click Export

Compliance Health Score

Strategic Risk Register

Conflict of Interest Register

Trustee Duties & iCal Feed

Full Accounting Ledger

Insight Dashboards

Incident Reporting

Governance without the noise

Board-ready in one click

Charity Commission confidence

Frequently asked questions

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