Care Plans and Support Needs

The Medical tab is the right place for "carries an inhaler". It is the wrong place for a two-page plan agreed with a parent, a school and a specialist nurse. A care plan is that longer, structured record: what leaders need to know, what to do day to day, what to do in an emergency, and who to call.

Adding a care plan#

Open a member's profile and stay on the Overview tab. The Care plans card sits just below Medical & Consent. Click Add care plan.

Attaching documents#

You can attach the paperwork as you write the plan — you no longer have to save it first and come back. Drag a file onto the Documents box at the bottom of the form, or click to choose one. Images, PDFs, Word documents, spreadsheets and text files are all accepted.

The plan is saved first and the files upload straight after. If a file does not make it, Scoutworks tells you which one and the plan is still saved — open it and add the file again from its own Documents section.

Who can see a care plan#

Every plan has a visibility setting:

• All leaders — every leader and admin in the group can see it, and so can this member's parents.
• Group admins only — hidden from leaders, from the members list, from event views and from the parent portal.

Safeguarding plans are always group-admin-only. The setting is locked for that type, so a safeguarding plan can never be widened by accident.

Reviews#

Set a review date and Scoutworks reminds leaders and admins when it falls due within the next 30 days. Plans that are overdue are flagged on the member's card and in the members list, so a plan agreed two years ago does not quietly become the current one.

Seeing care plans where you need them#

• Members list — a small clipboard marker on any member with an active plan, so you can see coverage at a glance.
• Event RSVPs — an Additional needs panel lists attending members who have a plan, with a Print care summary button for the whole cohort. Take it to camp.
• Member history — adding a plan now appears on the young person's History tab, alongside badges, section moves and consents. It names the type of plan and who recorded it, never the title or any of its content. Admins-only plans do not appear on the timeline at all.

What parents can do#

Parents open My Children in the parent portal, choose their child, and use Tell us about a support need. They fill in the same form minus the safeguarding option and the visibility choice, and they can attach documents as they go.

Their leaders get a notification, and the plan lands on the member's record for a leader to review and finish. Parents can read the plans on their own child that are visible to all leaders, and can add documents to them — they cannot edit or remove a plan.

Archiving a plan#

When a plan no longer applies, open it and choose Archive. It leaves the member's card, the members list marker and the event panel, but it is never deleted — you can restore it, and the full history of who viewed and changed it is kept.

What's next#

• Medical Information and Dietary Requirements — the shorter, everyday health record on the Medical tab.
• Editing Member Information — a full guide to every member detail tab.
• Managing Your Child's Information — the parent's view of their child's record.