Archiving, Restoring, and Transferring Members

Archiving a member

When a member leaves your group for good — moving away, ageing out of Scouting, or choosing to stop — archive their record rather than deleting it. Archiving preserves all their data (badge history, attendance, medical info) while removing them from your active member list.

If you expect them back, there is a better option — see Archive or move to the waiting list? below.

To archive a member:

On the Members page, find the member.
Click the kebab menu (three dots) on their row.
Select Archive Member.
Confirm in the dialog.

This is a significant action, so Scoutworks asks for confirmation before proceeding.

Restoring an archived member

If an archived member returns to your group:

Open the Member Actions dropdown in the page header.
Select Restore Member.
Find the member in the archived list and restore them.

Their full record — badges, attendance, medical information — is restored exactly as it was.

Archive or move to the waiting list?

Both keep the member's record in full — neither deletes anything. The difference is what you expect to happen next, and what your waiting list and their parent see in the meantime.

	Archive Member	Move to waiting list
Use it when	They have left and you do not expect them back — moved away, aged out of Scouting, stopped	They are leaving for now but you expect them back — a Squirrel who will return at Beavers, a family away for a year
Their record	Kept in full — badges, nights away, attendance, medical	Kept in full — badges, nights away, attendance, medical
Where they appear	The archived list	Your waiting list, marked Returning member
Their parent's account	Deactivated, if this was their only child in your group	Stays active — they can still follow their child's place in the queue
Their Direct Debit	Not touched — cancel or pause it separately	Offered as a tick-box in the dialog, ticked by default
Bringing them back	Member Actions → Restore Member	Offer them a place from the waiting list, or add them to the plan in the Transition Planner
On their return	Restored exactly as they were	Their original record is reactivated — never a duplicate

The parent's account is the one that catches people out. Archiving a child can sign their parent out of your group entirely; moving them to the waiting list never does. If you want the family to keep seeing where their child stands, move them to the waiting list.

Full walkthrough: Moving a Member to the Waiting List.

Changing sections

When a member moves up from one section to another (e.g. Beavers to Cubs), update their section assignment:

Individual: kebab menu → Edit Sections.
Bulk: select multiple members → bulk actions → Edit → Section.

This is also how you handle mid-term section changes or members who attend multiple sections.

The Sharing & Transfer tab on the Members page handles cross-group member movements. This is useful for district events, joint activities, or when a member moves to a different Scout group entirely.

Sharing gives another Scoutworks group read-only access to a member's record. The member stays in your group — they are not removed. This is ideal for district events or joint activities where another group's leaders need to see medical information, dietary requirements, and emergency contacts.

To share a member:

Open the member's detail view.
In the Scout Journey card, click Share.
Select the target group from the Group Selector dropdown (which shows other Scoutworks groups).
Optionally add a message explaining why you are sharing.
Click Send Share Request.

The receiving group's admin will see the incoming share request and can accept or decline it.

Transferring a member permanently

A transfer moves the member entirely to a different group. Once the receiving group accepts the transfer, the member is removed from your group.

Open the member's detail view.
In the Scout Journey card, click Transfer.
Select the target group, add an optional message explaining the reason for transfer.
Click Send Transfer Request.

A warning reminds you that the member will be removed from your group once the transfer is accepted.

When another group sends a share or transfer request to your group, it appears in the Sharing & Transfer tab under Incoming Requests. Group admins can:

Accept — for share requests, you will be asked to assign the member to a section in your group. For transfer requests, the member is added to your group fully.
Decline — optionally include a message explaining why.

The Incoming Requests section shows each request's type (Share or Transfer), the member's name, the requesting group, the status (Pending Consent, Pending Review, Accepted, Declined), and when it was sent.

Managing outgoing requests

The Outgoing Requests section shows share and transfer requests you have sent. You can:

Track their status (Pending Consent, Pending Review, Accepted, Declined).
Cancel a pending request if it is no longer needed.

Viewing shared members

The Currently Shared Members section lists all members that are actively shared with other groups. Each entry shows the member's name, which group they are shared with, and when the share was established.

Viewing inter-group member information

The Scout Journey card on a member's detail view shows cross-group information:

Discovery status — whether the member is visible to other groups (Discoverable) or hidden (Private).
Other group memberships — if the member belongs to other Scoutworks groups, those groups are listed.
Share and Transfer buttons — available when profile sharing is enabled for the member.

Filtering and sorting

The Sharing & Transfer tab includes search, status filters (Pending Consent, Pending Review, Accepted, Declined), type filters (Share, Transfer), and sort options (by date or status). These filters apply across all three sections — incoming, outgoing, and shared members.

What's next

Managing Your Member List — overview of the Members page and bulk actions.
Editing Member Information — update member details.
Moving a Member to the Waiting List — for members leaving temporarily who you expect back.