Creating Events

Three types of event#

Scoutworks supports three event types, each with its own creation dialog and tailored fields:

• Camps — overnight or multi-day events with accommodation, kit lists, and parent helper management.
• Programme Meetings — your regular weekly or fortnightly section meetings, with optional recurrence.
• Activities/Trips — one-off outings like zoo visits, swimming trips, or hikes.

Creating an event#

1. Click Events in the sidebar.
2. Open the Event Actions dropdown in the page header.
3. Choose the event type:
   • Create Camp
   • Create Programme Meeting
   • Create Activity/Trip

Each option opens a multi-tab dialog tailored to that event type.

Camp fields#

The Create Camp dialog has the following tabs: Info | Date | Venue | Accommodation | Attendance | Badges | Finance | Leaders | Helpers | Files | Equipment | Consents.

Key fields on the Info and Date tabs:

Programme Meeting fields#

The Create Programme Meeting dialog has tabs: Info | Date | Venue | Attendance | Leaders | Badges | Finance | Files | Consents.

Key fields:

• Title, Description, Meeting Date, Start Time, End Time (all on the Info/Date tabs)
• Recurrence toggle — enable to create recurring meetings (weekly, fortnightly, etc.)
• Venue — select from saved meeting locations
• Sections (required) — which sections attend
• Leader in Charge, Leader Notes
• Cost per Person (£) — if there is a charge for this meeting

Activity/Trip fields#

The Create Activity/Trip dialog has tabs: Info | Date | Logistics | Attendance | Badges | Finance | Leaders | Helpers | Files | Equipment | Consents.

Key fields:

• Title (placeholder: "Zoo Visit, Swimming Trip")
• Activity Start Date/Time and Expected Return Date/Time
• Venue/Location — where the activity takes place
• Meeting Point — where to meet before departing
• Transport Provided toggle — whether the group arranges transport
• Sections, Maximum Capacity, Cost per Person (£)

The Scout Association safety statement#

Every event carries The Scout Association's standard safety and insurance wording, so nobody has to retype it into the event description. You will find it on the About card of the event's Event Details tab, and parents read exactly the same wording when they open the event.

The standard wording is:

It is switched on for every event and every group, so a new event needs nothing from you.

Turning it off for one event#

1. Open the event and stay on the Event Details tab.
2. Click the edit button on the About card.
3. Switch off Show the Scout Association safety statement.
4. Click Save.

That change applies to this event only. If your group has agreed its own amended wording, or wants the statement off for every event, a Group Admin sets that once in Settings → Governance — see Group Settings.

Consent forms#

The Consents tab in every event creation dialog lets you require parents to complete permission forms before their child attends. This is essential for activities that need explicit parental consent, such as target shooting, swimming, or overnight stays.

Adding consent requirements#

1. On the Consents tab of the event creation dialog, click Add Permission Form.
2. In the Add Permission Form dialog, select a Consent Type from the dropdown. Available types include activity-specific forms such as Target Shooting (which covers air rifle, air pistol, small-bore rifle, full-bore rifle, clay pigeon, crossbow, target sprint, and muzzle-loaded shooting).
3. Click Next to see a description of the consent type and, where applicable, a list of specific activities.
4. If the consent type has activity options (e.g. the different shooting disciplines), tick the specific activities that apply to your event.
5. Click Add Requirement to attach the consent form to the event.

You can add multiple consent types to a single event. Each type can only be added once — if all available types are already attached, the dialog will let you know.

How consent requests reach parents#

When a parent RSVPs yes to an event that has consent requirements, Scoutworks automatically sends them an email with a secure, tokenised link to the permission form. Parents do not need to be logged in to complete the form — the link is unique to their child and the event.

Tracking consent responses#

Once an event is published and parents begin responding, you can monitor consent status from the event detail view:

1. Open the event and find the Consents card.
2. Each consent requirement shows a progress bar indicating how many parents have submitted their form (e.g. "4 of 12 submitted — 33%").
3. Click on any consent requirement to open the Consent Responses dialog, which shows a table with columns for Member, Parent, Status (Pending, Submitted, or Revoked), and Submitted date.

Sending consent reminders#

If some parents have not yet completed the form:

1. Open the Consent Responses dialog for the relevant consent requirement.
2. Click Remind N Pending at the bottom of the dialog. This sends reminder emails to parents whose forms are still outstanding.
3. Parents who have already been reminded today will be skipped to avoid over-notifying.

You can also send reminders from the consent requirement's kebab menu (three dots) by selecting Send Reminders.

Downloading consent PDFs#

Once a parent has submitted their consent form, you can download a PDF copy of their response:

1. In the Consent Responses dialog, find the submitted response.
2. Click the PDF button on the row to download that individual parent's signed consent form.
3. To download all submitted forms at once, click Download All PDFs in the dialog footer.

These PDFs include the parent's medical confirmation, activity permissions, signature, and relationship to the child — everything you need for your records on the day of the event.

Publishing events#

Events start in Draft status. While in draft, they are only visible to leaders — parents cannot see them.

When you are ready to share an event with parents:

1. Select one or more events on the Events page.
2. Open the Event Actions dropdown.
3. Click Publish (N) where N is the number of selected events.

Published events immediately become visible to parents, who receive notifications about them.

Bulk actions#

When you select multiple events on the Events page, the Event Actions dropdown offers bulk operations:

• Publish (N) — publish all selected draft events at once.
• Archive (N) — archive past events to keep your calendar tidy.

What's next#

• RSVPs and Attendance — configure RSVPs and track attendance.
• Risk Assessments for Events — create risk assessments for your events.
• Event Finances and Payments — manage event costs and collect payments.