Admin Events: AGMs, Training and Meetings

Not every event belongs on the young members' calendar. AGMs, leader training, committee meetings and trustee meetings are for the adults running the group — and giving them their own event type means they don't get mixed up with sections nights and camps.

Creating an admin event#

1. Go to the Events page from the sidebar.
2. Open the Event Actions dropdown in the page header.
3. Choose Create Admin Event.

The Create Admin Event dialog opens with a simpler set of fields than camps or activities — there are no sections to pick, no kit list, no parent helper rota, and no badges. Admin events are about adults, not young members, so those concepts don't apply.

Fields#

Setting up a recurring admin event#

Most committee, exec and trustee meetings happen on a regular pattern — the first Tuesday of the month, every term, and so on. Rather than creating each one by hand, you can set up the whole run at once.

1. In the Create Admin Event dialog, turn on Repeat this event.
2. Pick a weekly pattern and a date range — or switch to choosing your own custom dates for irregular schedules.
3. Set the start and end times that apply to every meeting in the run.
4. Fill in the rest of the event as usual and save.

Scoutworks creates one event per date, all sharing the same details — audience, location, times and any specific people you invited. Each one is numbered in order so you can see "Meeting 3 of 12" at a glance.

A few things worth knowing:

• You can set up to 52 meetings in one run. If you pick more than that, Scoutworks will let you know before anything is created — nothing is saved until the dates are within the limit.
• Everyone you invite gets one email, summarising the whole run, rather than a separate message for every meeting.
• Each meeting still tracks its own RSVPs and attendance — replying to one doesn't reply to them all.
• Editing happens one meeting at a time. There's no "change the whole run" option yet, so if a date moves you adjust that single meeting.

Choosing the audience#

Every admin event has an audience. This decides who sees the event in their calendar and who can RSVP.

What attendees see#

Admin events appear with an amber colour and a briefcase icon on the events page, calendar, agenda and table views — so they're easy to tell apart from regular section events at a glance.

• Leaders and group admins see admin events in their normal events list, regardless of which sections they lead.
• Parents see admin events that include them in their parent portal — without any section filtering. So an AGM is visible to every parent, not just the parents of one section.

RSVPs#

If you turn on RSVPs, attendees can mark themselves as I'm coming, Maybe, or Can't make it directly from the event detail page. Parents RSVP for themselves, not for their children — admin events aren't for young members, so child RSVPs don't apply.

Open the event and switch to the Who's coming tab to see who's responded. Replies are grouped under Coming, Maybe, Awaiting reply and Not coming so you can see at a glance who you've heard from.

Capturing meeting minutes#

Once an admin event has started, you can record minutes against it and keep them in one place — no more chasing the secretary's Google Doc.

1. Open the event from the events page.
2. Switch to the Minutes tab.
3. Click Add minutes to open the rich-text editor.
4. Write up the meeting — headings, lists, bold, italic, links, tables and quotes all work.
5. Click Save minutes when you're done. The button changes to Edit so you can come back and tweak later.
6. Once minutes are saved, an Export PDF button appears so you can download a copy for your records or to email round.

What's next#

• Creating Events — the walkthrough for camps, programme meetings and activities.
• RSVPs and Attendance — how RSVPs work for regular events.
• RSVPs and Events for Parents — what parents see in their portal.