Planning Your Event Schedule

Planning who's doing what, and when, at a camp or a busy evening usually ends up in a spreadsheet nobody else can find — and keeping everyone on the same version is a job in itself. The Schedule tab lets you lay out the day as a list of timed activities, say who each one is for, and publish a clean plan that leaders, young people and parents can all follow on their phones.

Where to find this

Open any camp, activity/trip, or programme meeting and choose the Schedule tab. It's available to leaders and admins on every member event — you won't see it on admin-only events like AGMs or training.

A multi-day camp shows a day for each date; a single evening meeting is just one day. Same tool, different span.

Building your schedule

The Plan view is a simple list where the row is the editor — there's no separate form to open. Type into the next blank row and press Enter to add the activity and drop straight into a new one, so you can rattle through a whole day quickly.

Each activity carries:

Field	Notes
Name	What's happening — e.g. "Archery", "Lunch", "Camp fire". Start typing and Scoutworks suggests activities you've used before.
Start time	When it begins. Scoutworks suggests a sensible time based on the previous row.
Duration	How long it runs — type a length or pick from the quick chips.
Audience	Who the activity is for (see below). Defaults to Everyone.
Leaders	Optional — the leader or leaders running it.

Who each activity is for

Click the audience chip on any activity to choose who it's for:

Everyone on the event
A section (e.g. just the Cubs)
A patrol, six or lodge — pulled straight from your existing members, one tap
A custom group you create for the event (mixed-age, cross-section — whatever suits)
Specific people

Because every activity knows its own audience, the per-group and per-person views are worked out for you — you never have to build a separate timetable for each group by hand.

Four ways to view the day

Switch views from the header without changing any of your data:

View	What it shows
Plan	The editable list where you build and adjust activities.
Per group	Each group's own timetable, filtered from the master list.
Timeline	A day view with overlapping activities as side-by-side lanes and shared meals as full-width bands.
Teams	Set up the custom groups your activities can be assigned to (leaders and admins only).

Spotting clashes

As you plan, Scoutworks flags problems automatically and confirms when everything's clean:

The same group or person booked into two activities that overlap
The same leader running two overlapping activities
An activity that's over its capacity

Clashing activities are marked so you can find and fix them. Activities that simply happen at the same time for different groups aren't a clash — running archery and cooking in parallel is exactly what you'd expect.

Generating a first draft

Staring at a blank plan? Use Generate to spread your activities across your groups automatically as a starting point, then tweak it by hand. If you already have activities in place, you'll be asked to confirm before it replaces them.

Publishing the schedule

While you're planning, the schedule stays private to leaders. When it's ready, click Publish to share it with parents and young people. You can:

Preview first — the Actions menu shows exactly what parents and young people will see
Republish after changes so everyone gets the latest version
Unpublish to take it back out of view

What parents and young people see

Once published, each person sees only their own day — filtered to the groups they're in, on a clean, mobile-first layout built for reading in a field with one bar of signal.

Parents find the schedule on the event in their parent view, filtered to their child's groups. Parents with more than one child on the event can switch between them.
Young people with their own login see their personal day plan in the youth portal.

Exporting and printing

From the Actions menu you can export the schedule as a PDF (great for pinning up at camp) or as a CSV — either the whole plan or a per-group breakdown — to open in a spreadsheet.

What's next

Creating Events — set up the camp, trip, or meeting your schedule belongs to
Kit Lists for Camps and Activities — tell parents what to pack for the same event
RSVPs and Events for Parents — how parents see and respond to your events