Inviting Specific Members to Events

Not every event is for everyone. A selection weekend, a patrol-only activity, or a catch-up session might only be open to a handful of members. Scoutworks lets you pick exactly who is invited — and everyone else simply won't see the event.

Choosing who can sign up#

When you create or edit a camp, programme meeting, or activity/trip, you'll see a Who can sign up? section once you've chosen the sections involved. You have two choices:

Picking members#

Once you select Invite only, a member picker appears underneath. Tick the names of the members you want to invite. You can search, tick individual members, or use the section controls to select a whole group at once. At least one member must be picked before you can save the event.

When you save or publish the event, everyone you ticked is added to the invitation list. If the event is already published, they'll be emailed an RSVP straight away.

The Invitations tab#

After an invite-only event is saved, open the event and switch to the Invitations tab to see who's on the list and invite more members.

The tab has two sections:

• Invited members — everyone currently invited, with a small "X" next to each name to remove someone who shouldn't have been included.
• Invite members — a picker showing anyone in the event's sections who hasn't been invited yet. Tick the members you want to add and click Send Invitations.

Each time you send new invitations, Scoutworks emails the parents of the newly-invited members right away so they can RSVP.

What the empty states mean#

The Invitations tab will show a few different messages depending on the state of the event. Each one tells you what to do next:

What parents and members see#

• Invited members and their parents — the event appears on their calendar and My Children's Events list exactly as usual, with a normal RSVP to fill in.
• Everyone else — nothing. An invite-only event is completely hidden from members who aren't on the list, and from their parents. They won't get notifications about it, and it won't show up anywhere in their view of Scoutworks.

Capacity#

Invite-only events still respect the Maximum Capacity you set on the event. Once the event is full, parents trying to RSVP "Yes" will see the option disabled — no more over-booking a camp that's already reached its limit.

Switching the mode after publishing#

Once you publish an invite-only event, the sign-up mode is locked — you'll see a padlock and a note explaining that invitations are managed from the Invitations tab instead. This stops invited parents losing track of an event they've already RSVP'd to because it was flipped to a different mode.

If the mode is wrong, create a new event with the right setting and archive the old one.

What's next#

• Creating Events — the full event creation walkthrough for camps, meetings, and activities.
• RSVPs and Attendance — how RSVPs work once parents can see the event.
• RSVPs and Events for Parents — the parent side of the experience.