How permissions work
Scoutworks uses role-based permissions to ensure people only see and do what they need. This keeps member data secure and prevents accidental changes to group settings.
Every user in your group has a role, and that role determines their level of access.
Roles at a glance
| Role | Access |
|---|---|
| Group Admin | Full access to everything — members, events, badges, finance, email, settings, billing |
| Leader | Access to members, events, badges, finance, email, Knowledge Base, equipment, and insights for their assigned sections |
| Parent | Read-only access to their children's profiles, events, badges, payments, and shared documents |
Admins can see and manage all sections. Leaders see only the sections they are assigned to.
Managing user roles and sections
To view or change a user's role and section access:
- Click Settings in the sidebar.
- Scroll to the User Management section (visible to admins only).
- Find the user you want to update.
- Change their role (group_admin or leader) and adjust their section assignments.
Changes take effect immediately — the user will see their updated permissions the next time they load the app.
Section-level access
Section assignment is just as important as the role itself. A leader assigned to Beavers and Cubs can see member data, events, and badges for those two sections, but cannot access Scouts or Explorers data.
To update section access:
- Go to Settings → User Management.
- Find the leader and adjust their assigned sections.
Parent permissions
Parents always have read-only access, regardless of your group's subscription status. They can view their children's profiles, upcoming events, badge progress, payments, and shared documents — but they cannot edit member data, create events, or access group settings.
Parent accounts are created when leaders invite parents from the Members page.
Best practices
- Principle of least privilege — only give people the access they need for their role.
- Review permissions each term — check section assignments are still correct, especially after leader changes.
- Remove leavers promptly — when a leader steps down, remove their access straight away from Settings → User Management.
- Keep at least two admins — so group administration is not dependent on a single person.
What's next
- Understanding Roles and Permissions — a full breakdown of what each role can access.
- Managing Users and Roles — how to invite leaders and assign roles.
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What's next?
Related guidesUnderstanding Roles and Permissions
Learn what each role in Scoutworks can access and how permissions work across groups.
Read articleManaging Users and Roles
How to add volunteers and admins, grant the extra Trustee, Treasurer and Quartermaster permissions, resend invites, and manage access in your Scout group.
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