Your Group Subscription

Your Scoutworks subscription is what gives your group access to the platform. It is a simple, flat-rate plan that covers everything — no per-user pricing, no feature tiers, no hidden extras.

This guide explains how billing works, what happens during your free trial, and how to manage your subscription going forward.

Free Trial#

Every new group starts with a 6-month free trial that includes full access to every feature in Scoutworks. A credit card is required when you sign up, but you will not be charged until the trial ends.

During the trial you have access to everything — there is no feature gating. You can:

• Add members, sections, and leaders.
• Set up GoCardless and start collecting payments from parents.
• Send emails, manage events, and track badges.
• Import data from other systems.

You can cancel at any time during the trial and you will not be charged.

Pricing#

Scoutworks has a single plan:

There is no per-user or per-section charge. Whether your group has 5 leaders or 50, the price is the same. Every feature is included — there are no premium add-ons or feature gates.

Signing Up#

To start your free trial and subscribe to Scoutworks:

1. Visit the Scoutworks sign-up page.
2. Enter your details and card information to begin your 6-month free trial.
3. You will not be charged until the trial ends.

You can also find the sign-up link on the Scoutworks pricing page.

What is Included#

Everything. The Scoutworks subscription includes:

• Members and sections. Unlimited members, sections, and leaders.
• Finance and payments. GoCardless integration, subscription management, transaction tracking, payment reminders.
• Events. Event creation, RSVP, attendance tracking, risk assessments, parent helper scheduling.
• Badges. Badge tracking, evidence submissions, OSM import, stock management.
• Email. Built-in email system with rich text, templates, scheduling, and smart groups.
• Knowledge Base. Document storage and sharing with parents.
• Waiting list. Embeddable waiting list form, priority scoring, offer management.
• Insights and reports. Dashboard analytics, attendance trends, finance overview.

There is no "basic" or "pro" tier. You get everything from day one.

Managing Your Subscription#

To manage your subscription:

1. Click your avatar in the bottom-left corner of the sidebar.
2. Select Subscription from the menu.
3. This opens the Stripe customer portal where you can:

• Update your payment method.
• View your billing history and invoices.
• See your next renewal date.
• Cancel your subscription.

What Happens When Your Subscription Expires#

If your subscription lapses (the annual payment fails or is cancelled), you will receive notifications letting you know. You then have a 30-day grace period to get in touch with us and re-subscribe before your data is deleted.

During the grace period:

Leaders and Group Admins#

• Lose edit access. Leaders and admins can no longer create or update members, events, emails, or any other data.
• Read-only mode. The dashboard and existing data remain visible, but all create and edit actions are disabled.

Parents#

• Keep full read-only access. Parents can still view events, RSVP, see their children's badge progress, and access shared documents.
• Payment obligations continue. Any active GoCardless subscriptions or pending payments are not affected by the Scoutworks subscription status. GoCardless operates independently.

Renewing After Expiry#

If your subscription has lapsed and you are within the 30-day grace period, contact us to re-subscribe. Once payment is confirmed, full edit access is restored immediately for all leaders and admins.

There is no penalty or re-setup required. Pick up exactly where you left off.

Cancelling Your Subscription#

Group Admins can cancel the subscription in the app. You do not need to contact us.

1. Click your avatar in the bottom-left corner of the sidebar.
2. Select Subscription from the menu.
3. Cancel the plan from there.

Once the subscription ends, the 30-day grace period above applies. Re-subscribe within those 30 days if you change your mind.

To remove your group and all of its data as well, go to Settings, scroll to the Danger Zone, and delete the group. This also cancels the subscription.

Frequently Asked Questions#

Do parents need to pay for Scoutworks?#

No. Parents never pay for Scoutworks. The group subscription covers all users. Parent accounts are always free and always have read-only access.

Can I switch to monthly billing?#

Currently, Scoutworks is billed annually only. This keeps the admin overhead low and the price fair for groups of all sizes.

What if my card payment fails?#

Stripe will retry the payment automatically over the next few days. If all retries fail, your subscription lapses and you will receive notifications. You have 30 days to get in touch with us and resolve the issue before your data is deleted. To update your card, open the profile menu, select Subscription, and change your payment method in the Stripe portal.

Is there a discount for multiple groups?#

If you manage multiple Scout groups (e.g., a district with several groups), contact support to discuss multi-group pricing.

What's Next?#

• Setting Up Your Scout Group — first steps after creating your group.
• Group Settings — configure sections, roles, and other group-wide settings.