Attaching Google Docs and Sheets

If your group plans in Google Docs or Sheets, you no longer need to export a copy and re-upload it after every edit. You can attach the live document itself — to the Knowledge Base, a risk assessment, or an event's files — and anyone who opens it always sees the latest version.

Connecting your Google account#

Before you can attach documents, connect your own Google account:

1. Open your Profile from the sidebar.
2. Scroll to Connected Accounts.
3. Click Connect next to Google and sign in when the Google window appears.

Once connected, you'll see the email address of the linked account. The connection is personal to you — each leader connects their own Google account, and it works across every group you belong to.

To disconnect later, come back to the same section and click Disconnect. Documents you've already attached stay linked.

Attaching a document#

Wherever you can upload a document, you can attach one from Google Drive instead:

• Knowledge Base — in the Upload Document dialog
• Risk assessments — when adding a supporting document
• Events — on the event's Files tab

Click Attach from Google Drive, and a Google window opens where you choose the file. Scoutworks only gets access to the specific files you pick — never your whole Drive.

Before you confirm, Scoutworks shows the document you picked along with a reminder to check its sharing settings in Google Drive, and the email address of the document's owner.

How linked documents behave#

Linked documents look a little different from uploaded files — they carry a Linked · opens in Google badge so everyone knows what to expect:

You can share linked documents with parents in exactly the same way as uploaded files — toggle Share with parents and pick the sections. Parents see them in their Knowledge Base with an "opens in Google Drive" note.

Check the sharing settings in Google Drive#

This is the one thing to get right. Scoutworks links to the document, but Google decides who can open it. If the document isn't shared with the right people in Google Drive itself, they'll see a "Request access" page instead of your document.

Before you attach a document that others need to open:

1. Open the document in Google Drive and click Share.
2. Either add the specific people, or set it so that anyone with the link can view.

Things to know#

• Linked documents need an internet connection. They live in Google Drive, so they won't open at a campsite with no signal. For anything you'll need offline — kit lists, emergency procedures, activity plans — upload a copy instead.
• Attaching the same document twice is fine. If you attach a document that's already linked somewhere in your group, Scoutworks reuses the existing link rather than creating a duplicate.
• Deleting a linked document from Scoutworks only removes the link. The document itself stays safely in Google Drive.

What's next#

• Sharing Files with Your Group — folders, pinning, and sharing with parents.
• Viewing Shared Documents — what parents see in their Knowledge Base.