Emailing families about a district event

A week before the district camp, a third of the families still have not replied. Or the coach time has changed and every family coming needs to know. As the district, you do not have these families' email addresses, and you do not need them. You write one email on the event, and Scoutworks sends it for you to the families of the groups taking part.

District admins and volunteers can send these emails. Viewers do not see the button.

Sending an email#

1. Open the district event.
2. Under Quick actions, click Email guest families.
3. Under Who, choose Families coming or Yet to reply.
4. Check the subject. It starts as the event's name.
5. Write your message.
6. Check the line under Who, for example "Goes to 42 families in 3 groups."
7. Click Send email.

Scoutworks confirms how many families it sent to.

Who receives it#

The email goes as a district email. It reaches a family only when all of these are true:

• the family's group has accepted the event and still takes part;
• the family's group shares with your district;
• the family's group has invited the parent to Scoutworks;
• the young person was invited to the event by their group, for events where only some young people are invited;
• the family has not turned the email off.

A meeting for leaders only reaches no families.

Families who switched off Events & RSVPs in their email preferences do not get it. Families who unsubscribed from your district's emails do not get it either. See Notifications for how families choose their emails.

How often you can send#

You can send Yet to reply once a day for each event. If you try again sooner, Scoutworks says "A reminder for this event went out in the last day." If a send fails, you can try again straight away.

Your district can send only a limited number of emails each hour, counting broadcasts and event emails together. If you reach the limit, wait and try again later.

When you cancel a district event#

When an admin or volunteer cancels a district event, Scoutworks tells the families of the groups taking part once. It reaches families who said yes or maybe, families on the waiting list, and families who had not replied. Adults from those groups who were coming in their own right are told too.

A cancellation is a safety notice. It goes even to families who switched off event emails.

If the notices fail to send, the event page shows Send cancellation notices, so you can try again.

What each group sees#

Every email you send appears in each group's own list of district emails, under Settings, Integrations, District data sharing. A group sees whether the email reached its own families, for example "Not all delivered to your group". It never sees the families of other groups.

What's next#

• Running a district event with your groups: plan the event and invite your groups.
• Sending Broadcasts Across Your District: email families and volunteers across your groups about anything else.
• Notifications: how families choose which emails they get.