When your district shares an event with your group

Your district is running a camp or a day event and has invited your group. You decide whether your group takes part, and which of your sections come. Nothing reaches your families until you accept, and you can withdraw at any time.

This article is for group leaders and admins. District teams can read Running a district event with your groups for their side.

Seeing the invitation#

When your district shares an event with your group, a banner appears at the top of your Events page. It says that your district has invited your group to a joint event. Leaders and admins in your group see it.

1. Go to Events.
2. In the banner, click View Invitation. If there are several, click View Invitations and choose one.

The Event Invitation shows the event's details, who it is from, and any message from the district. It also shows who organised it, with their email address, so you can ask a question first.

Accepting#

1. Under Sections to attend, check the sections that will come. Scoutworks ticks the sections that match the event's age range. Untick any that will not take part.
2. Read What happens next.
3. Click Accept Invitation.

The event then appears on your group's calendar, so parents can see it and reply. Your families reply to your group, as they do for any of your events.

Declining#

Click Decline. The district sees that your group declined. Nothing appears on your calendar, and nothing goes to your families.

What your district can see#

Before you accept, the district sees your group's name and nothing else about this event.

After you accept, the district team can see, for this event only:

• which of your young people and adults are coming, and their replies;
• the attendance register on the day.

Your leaders mark your own young people's attendance. The district can see the register but cannot change it.

The district does not see your other events, your members' records, or medical and medication details through this event. Taking part in an event does not change what your group shares with the district in Settings. See Group details, locations and district sharing.

Emails from the district about the event#

If your group shares with your district, the district can email your families about this event, for example to remind those who have not replied. Scoutworks sends these emails for the district, so the district never sees email addresses.

• Families who switched off Events & RSVPs in their email preferences do not get them, except a cancellation notice.
• Each email appears in your list of district emails, under Settings, Integrations, District data sharing. You can see whether it reached your own families.

If your group does not share with your district, the district cannot email your families. You tell them about the event yourself.

Withdrawing#

If plans change, you can leave the event.

1. Open the event and go to the Sharing tab.
2. Click Withdraw.
3. Confirm in Withdraw from event?.

Your families can no longer reply, and existing replies may be cancelled. The district stops seeing your group's young people and adults on the event straight away.

What's next#

• RSVPs and Attendance: how replies and registers work for your families.
• Group details, locations and district sharing: what your group shares with the district.
• Running a district event with your groups: the district's side of the same event.