Question 1

Do you have a district portal?

Accepted Answer

Yes! And it's completely free. Districts can register and get started at my.scoutworks.app/register/district.

Question 2

Where can I find detailed guides and documentation?

Accepted Answer

We have a comprehensive Knowledge Base covering everything from getting started to advanced features. It's always being updated with new guides and tutorials.

Question 3

£150 for everything? What's the catch?

Accepted Answer

No catch. £150/year gets you every available feature - badge tracking, event management, payments, communications, AI assistance, unlimited members, unlimited storage. While competitors charge extra for add-ons (SMS packs! Extra storage! Premium features!), we give you the lot. Every new feature we build? Yours. No upgrade fees.

Question 4

Do you charge extra fees on top of payment processing?

Accepted Answer

We don't add markup. When parents pay through GoCardless, you pay only GoCardless's fees (1% + 20p per transaction). Other platforms charge 1.95% as a platform fee on top of payment processing fees, which adds up fast. On a £20 subscription payment, you pay just 40p with us versus 59p with competitors. Over a year with 50 members paying monthly, that's saving you over £100. (Based on publicly listed competitor fees as of 3 September 2026.)

Question 5

Do parents have to set up Direct Debit just to pay for a single camp?

Accepted Answer

No. We support instant bank payments for one-off things like camp fees - parents just pay there and then, no mandate needed. Direct Debit is available for subscriptions if you want recurring payments, but for single payments, we keep it simple.

Question 6

What happens when you add new features to Scoutworks?

Accepted Answer

You get them automatically. When we add something new, groups already paying £150 just... get it. No upgrade fees, no "premium tier", no pestering emails asking you to pay more.

Question 7

How is Scoutworks different from Online Scout Manager?

Accepted Answer

Scoutworks is built around your entire group, not individual sections. This makes sharing between sections straightforward - one subscription setup for your whole group (takes seconds), shared events, shared resources, unified communications. OSM's section-first architecture means each section operates independently, which can make cross-section coordination more complex.

Question 8

Will Scoutworks force us to work a certain way?

Accepted Answer

No. We build around how you want to do things, not the other way around. Want custom section names instead of "Beavers/Cubs/Scouts"? Fine. Run subscriptions differently? No problem. Other systems have rigid structures - we adapt to your group, not force you into a box.

Question 9

Can I use Scoutworks on my phone during meetings?

Accepted Answer

Absolutely. Everything works just as well on mobile as on desktop - recording attendance, checking RSVPs, awarding badges, viewing member details. We know leaders are rarely at desks, so we've designed for phones first. And if the hut WiFi drops, the app keeps working offline and syncs when you're back online.

Question 10

Does each section in our group need a separate account?

Accepted Answer

No. One Scoutworks account covers your entire group. Set up subscriptions once for all sections. Create group-wide events in seconds. Share equipment lists. Your sections can still operate independently, but working together is built in - not a workaround.

Question 11

Can section leaders still manage just their own sections?

Accepted Answer

Absolutely. Section leaders get full control over their sections, but the group admin can see everything in one place. No more "can you add me to the Cubs section so I can help with the district event?" It just works.

Question 12

How much time will Scoutworks actually save me?

Accepted Answer

Leaders tell us the biggest time-savers are: automated badge eligibility checking (no more manual tracking), one-click event copying (reuse last term's programme), automatic RSVP reminders (no more chasing parents at 9pm), and instant attendance-to-badge connections. You focus on Scouting, we handle the repetitive admin.

Question 13

What tasks can Scoutworks automate for me?

Accepted Answer

Badge eligibility (checks automatically overnight), RSVP reminders (sent before events), census preparation (data already organised), subscription setup (configure once for whole group), event templates (copy instead of recreate). We're constantly adding more automations based on what wastes leaders' time.

Question 14

What happens if the internet drops during our section meeting?

Accepted Answer

The app works offline. Record attendance, make notes, log incidents - all without internet. When you're back online, everything syncs automatically. Because we know Scout huts have patchy WiFi.

Question 15

Do I need to be technical to use Scoutworks?

Accepted Answer

If you can use WhatsApp, you can use Scoutworks. We've designed it to be intuitive - the system works the way you'd expect it to, not the way a database thinks.

Question 16

Can I really do everything on my phone as easily as on a computer?

Accepted Answer

Yes. We've designed Scoutworks so mobile isn't a compromise - it's a first-class experience. Recording attendance during a meeting, checking who's paid, awarding badges on the go - it all works smoothly on your phone.

Question 17

How long does it take to set up Scoutworks for our group?

Accepted Answer

Most groups are up and running within a day or two. Import your members from OSM, set up your sections, create your first event. That's it. The system guides you through everything.

Question 18

We've been using OSM for years - can we switch to Scoutworks?

Accepted Answer

Yes, and you keep all your data. We built a dedicated OSM importer specifically for this - your badges, members, and progress all transfer across. We walk you through the process and it's included in your £150.

Question 19

What if we decide Scoutworks isn't for us - can we get our data out?

Accepted Answer

Export everything (members, badges, events, files) with one click. CSV format, ready to import anywhere else. We don't hold your data hostage - it's yours.

Question 20

What happens to our badge progress when we import from OSM?

Accepted Answer

It all comes across. Member badge progress, requirements completed, dates awarded - everything transfers so you don't start from scratch.

Question 21

What AI features does Scoutworks have?

Accepted Answer

Currently, AI helps write risk assessments based on your activity details. We're expanding this to other time-consuming tasks like drafting parent communications and suggesting activities. All AI features are included in your £150 - no extra charges as we add more capabilities.

Question 22

Do I have to use the AI features?

Accepted Answer

Not at all. They're there to help when you want them, but you can ignore them completely if you prefer to do things manually.

Question 23

Why should we switch from our current Scout management system?

Accepted Answer

If you're spending hours on admin that should take minutes, duplicating work across sections, or fighting your system to do things your way - that's why. We've built Scoutworks to be flexible, intuitive, and designed around how groups actually work.

Question 24

Can multiple leaders work on Scoutworks at the same time?

Accepted Answer

Yes. Group admins, section leaders, and even treasurers can all access what they need without stepping on each other's toes. Permissions make sense and you're not locked out of your own data.

Question 25

Can parents access Scoutworks too?

Accepted Answer

Yes. Parents get their own view where they can RSVP to events, see their children's badge progress, manage payments, and communicate with leaders. They only see their own children's information, keeping everything secure.

Question 26

How do parents make payments through Scoutworks?

Accepted Answer

For one-off payments (like camp fees), parents can pay instantly via bank payment - quick and simple, no mandate setup. For recurring subscriptions, they can set up Direct Debit. Both options go through GoCardless with no markup from us.

Question 27

Does Scoutworks support Direct Debit for subscription payments?

Accepted Answer

Yes, through GoCardless integration. Parents can set up Direct Debit mandates directly through Scoutworks, and you can manage subscriptions for your whole group in one place. Or they can use instant bank payments for one-off things.

Question 28

Is support included or does that cost extra?

Accepted Answer

Support is included in your £150. Email us, and we'll help you get set up. We've helped groups migrate from spreadsheets, OSM, and even paper records.

Question 29

Can we try Scoutworks before paying?

Accepted Answer

Yes. You can explore the live demo with no sign-up — pick a role and click around the real app. When you are ready, it is a six-month free trial to set up your own group.

Question 30

How does the shared demo work?

Accepted Answer

The demo is a shared sandbox seeded with example data. Sign in as any role — group admin, section leader, parent, trustee and more — and explore; no account needed. Because it is shared, please do not enter real names or contact details. Emails and payments are intercepted, and everything resets every Monday.

Question 31

Does it cost more if our group has lots of members?

Accepted Answer

Nope. £150 covers unlimited members. Whether you have 20 members or 200, the price stays the same.

Question 32

What if I help run multiple Scout groups - do I need separate accounts?

Accepted Answer

One user account can belong to multiple groups with different roles. Leaders who help multiple groups, parents with children in different groups - they all get access to every group they belong to without juggling multiple logins.

Question 33

Will Scoutworks work if we still use WhatsApp for parent communications?

Accepted Answer

Keep using what works! Scoutworks handles the administrative side - RSVPs, badge tracking, payments, attendance - while you can continue using WhatsApp for quick messages. Many groups use both together.

Question 34

If we get more storage or send more emails next year, will you increase our price?

Accepted Answer

Nope. Still £150. Need 100GB of storage? Still £150. Need to send 1,000 emails? Still £150. One price, all features, no surprises.

Question 35

Is my data secure, and how do you handle GDPR?

Accepted Answer

Your group's data is hosted in the EU (Amsterdam, the Netherlands) and processed under UK GDPR, with Scoutworks as your data processor and every sub-processor named in our privacy policy. It is encrypted in transit and at rest, care plans and bank details are encrypted again in the app, and each leader sees only the sections they have access to. For more information, see our Privacy Policy and Terms of Service.

Question 36

How seriously do you take security?

Accepted Answer

Very seriously. We're Cyber Essentials certified, which means we've passed an independent assessment of our security controls - and that certification is independently reassessed every year. We also hold cyber insurance. Your data protection isn't an afterthought - it's built into how we operate.

Question 37

Does the District Portal cost anything?

Accepted Answer

Nope. The District Portal is completely free. Districts can sign up and start using it straight away - no trial period, no hidden fees, no "free tier" limitations. We believe districts shouldn't have to pay just to keep track of their groups.

Question 38

How do I cancel my subscription?

Accepted Answer

Group admins can do it themselves, in the app. Open the profile menu and choose Subscription. No forms full of "are you sure?" guilt trips, and no need to message us first. The group subscription guide at /kb/account/your-group-subscription explains what happens to your data afterwards. We'll be sorry to see you go, but we won't make it difficult.

Question 39

Does Scoutworks use AI, and is our members' data safe?

Accepted Answer

Yes, for a few jobs: drafting a term programme, drafting and checking emails to parents, suggesting risks for event and trustee risk assessments, and reading receipt photos on expense claims. Each one gives a leader a draft, or filled-in fields, to check and approve; nothing is published, sent or signed off automatically. No young person's name, address, medical or contact detail is ever sent to an AI provider, and names and contact details are stripped from anything you type. A group admin can also connect your own OpenAI, Anthropic, Google or xAI account so every AI feature runs on it instead.

Question 40

Does the £150 include VAT?

Accepted Answer

Yes. £150 a year is the full price, VAT included. Nothing is added at checkout.

Question 41

Who is responsible for our members' data under GDPR?

Accepted Answer

Your group is the data controller: you decide how your members' information is used. Scoutworks is the data processor: we look after it for you and act only on your instructions. Parents' bank details for payments are entered on GoCardless's secure form, not stored by us. More on the Trust page.

Question 42

Who in our group can see young people's records?

Accepted Answer

It depends on each person's role. Admins see everything. Volunteers see members, events, badges and finance. Young Leaders get events, badges and equipment, but not member records. Trustees get a governance view with no member records. Parents see only their own children. Walkthrough: Understanding roles and permissions.

Question 43

If we connect to our district, can they see our members?

Accepted Answer

No. Your district sees group-level numbers only: member counts, section sizes, badge completion, waiting list numbers and attendance trends. Names, medical details, contact details and your finances are never shared. Nothing is shared until a Group Admin accepts the district's request, and an admin can stop sharing at any time. Walkthrough: District data sharing.

Question 44

Can I import my data from OSM or spreadsheets?

Accepted Answer

Yes. Scoutworks includes an importer tool that brings across your existing member data from Online Scout Manager or spreadsheets. Your data is mapped and validated during the import process.

Question 45

How does the capacity planning algorithm work?

Accepted Answer

It combines your live member data with your waiting list, applies your personalised admission priorities and section capacities, and generates recommendations for who should move, where, and when. You review and confirm with one click.

Question 46

Can parents apply to multiple groups at once?

Accepted Answer

Yes. Parents can apply to multiple groups through the waiting list portal. Scoutworks detects duplicate applicants across groups, giving districts a true picture of how many young people are waiting for a space.

Question 47

Do you support both fixed-date and rolling transitions?

Accepted Answer

Yes. Groups that make all moves at set times in the year can use fixed-date transitions. Groups that move members as space becomes available can use rolling transitions. Both models are fully supported.

Question 48

How does sibling detection work?

Accepted Answer

Scoutworks automatically identifies potential siblings within your group based on shared family details. You can confirm the relationship and create sibling links, making family management straightforward.

Question 49

Do parents need to download an app?

Accepted Answer

No app download required. The Parent Portal works in any web browser on any device. Parents get a direct link to their dashboard.

Question 50

When is census data actually collected?

Accepted Answer

From the very first moment a member joins. The automated onboarding workflow captures all census-relevant information as part of the standard joining process. There is no separate census data collection exercise. We collect the fields required by The Scout Association and keep that up to date annually.

Frequently asked questions

Popular questions

Pricing

Features

Getting Started

Data & Migration

Parents & Payments

Security

Members & People

Badges & Awards

Finance

Events & Planning

Platform & Admin

Districts

Insights

Start your free trial today

Frequently asked questions

Popular questions

£150 for everything? What's the catch?

How is Scoutworks different from Online Scout Manager?

Is my data secure, and how do you handle GDPR?

We've been using OSM for years - can we switch to Scoutworks?

Can I use Scoutworks on my phone during meetings?

Do you charge extra fees on top of payment processing?

Pricing

£150 for everything? What's the catch?

Do you charge extra fees on top of payment processing?

What happens when you add new features to Scoutworks?

Is support included or does that cost extra?

Does it cost more if our group has lots of members?

Features

Do you have a district portal?

How is Scoutworks different from Online Scout Manager?

Will Scoutworks force us to work a certain way?

Can I use Scoutworks on my phone during meetings?

Does each section in our group need a separate account?

Getting Started

Where can I find detailed guides and documentation?

Do I need to be technical to use Scoutworks?

How long does it take to set up Scoutworks for our group?

Why should we switch from our current Scout management system?

Can we try Scoutworks before paying?

Data & Migration

We've been using OSM for years - can we switch to Scoutworks?

What if we decide Scoutworks isn't for us - can we get our data out?

What happens to our badge progress when we import from OSM?

Parents & Payments

Do parents have to set up Direct Debit just to pay for a single camp?

Can parents access Scoutworks too?

How do parents make payments through Scoutworks?

Does Scoutworks support Direct Debit for subscription payments?

Security

Is my data secure, and how do you handle GDPR?

How seriously do you take security?

Does Scoutworks use AI, and is our members' data safe?

Who is responsible for our members' data under GDPR?

Who in our group can see young people's records?

Members & People

Can I import my data from OSM or spreadsheets?

How does the capacity planning algorithm work?

Can parents apply to multiple groups at once?

Do you support both fixed-date and rolling transitions?

How does sibling detection work?

Badges & Awards

Which badge schemes does Scoutworks support?

How does automatic badge completion work?

Do I need to manually track Top Award requirements?

What is the Badge Impact tool?

What is the Joining In report?

Finance

How does zero-fee payment processing work?

What is the difference between Direct Debit and open banking payments?

How are GoCardless payouts reconciled?

Is the accounting suitable for our AGM reports?

Can I track restricted funds separately?

Events & Planning

What types of events can I create?

Can I create events for multiple sections at once?

How does the draft-to-publish workflow work?

What is the leader-in-charge report?

Can I nominate a leader in charge from another section?

Platform & Admin

How many sections can I create?

Can a leader be assigned to multiple sections?

Do I get my own email address?

Can I create and reuse email templates?

What export formats are supported?

Districts

How do groups connect to the district?

What data can the district team see?

Is the District Portal included in the subscription price?

How is group data privacy protected?

How does cross-group waiting list visibility work?

Insights

What insight categories are available?

Do section leaders and group leaders see the same data?