Keeping Member Data Up to Date

Member details drift out of date. A family moves house, a new allergy develops, an emergency contact number changes — and nobody thinks to mention it until something goes wrong at camp. Scoutworks keeps everything fresh in two ways: a one-off Request verification email you can send to parents any time, and quiet prompts during the RSVP flow that chip away at the job in the background.

Two ways data gets checked#

• Send a verification request — You pick a set of members (everyone, a whole section, or a handful you've just noticed are out of date) and send one email per child asking the parent to confirm all five areas of their record in one sitting. Useful before camp, at the start of the year, or when you're cleaning up after imports.
• Rolling prompts during RSVP — When a parent taps Yes to an event, Scoutworks quietly asks them to check one area of the child's record if it hasn't been looked at in a while. They never see more than one area at a time.

Both paths update the same data and feed into the same coverage view, so you can mix and match. Start with a campaign to catch everyone up at once, then let the rolling prompts keep things fresh afterwards.

Sending a verification request#

Opening the Data Verification panel: In the sidebar, click Tools, then click the Data Verification card. The panel slides in from the right.

Each row now has a checkbox on the left. Tick the members you want to ask about — use the header checkbox to select everyone visible, or combine with the section and status filters to tick (say) every member with a red dot on their medical column. The number of selected rows appears on the Request verification button in the header.

When you click Request verification, a confirm dialog opens and shows you exactly what's about to happen:

Click Send and the emails go out. The confirm dialog closes and the campaign side sheet opens automatically so you can watch the replies come in.

Tracking a campaign#

After you send a request, the Verification campaign sheet shows a live view of who's replied. It updates automatically every 30 seconds while it's open.

Five status counts at the top:

Two actions:

• Resend to pending — Sends a reminder email to every parent still in Pending or In progress. Useful if a campaign's been sitting for a few days.
• Cancel pending — Closes every outstanding request. Parents who've already replied are unaffected — their answers are kept.

Below the counts, you'll see one row per child with the parent's name, their progress (e.g. 3/5), and a coloured pill showing their status. Closing the sheet doesn't stop the campaign — you can reopen it any time by clicking the status button in the Data Verification panel header. The button shows the current completion count (e.g. 7/12 completed) while a campaign is still running.

On the member table itself, each row picks up a small pill while a request is outstanding:

• Pending (amber) — Email sent, parent hasn't replied yet.
• Completed (green) — Parent walked through every area in this campaign.

These pills disappear two weeks after the campaign ends. The five status dots on each row keep showing coverage over the longer 60/90-day rolling windows.

The rolling prompts at RSVP#

When a parent RSVPs Yes to an event, Scoutworks checks whether any of their child's details are due a review. If something hasn't been looked at in the last 90 days, a short dialog appears covering just that area — emergency contacts, medical, permissions, personal details, or address. The parent can confirm it looks good, tweak something that has changed, or skip for now.

Only one area is shown per RSVP. The next event might prompt the next area. Over a few events, a parent cycles through everything without ever facing a wall of fields. Parents who've recently completed a full verification campaign won't see these prompts for a while — there's nothing to refresh.

What parents see#

From a verification request email#

The email subject is A quick check-in about [child]'s details (or Quick reminder about [child]'s details if it's a follow-up). The body explains why, includes your personal note if you added one, and ends with a button labelled Verify [child]'s details.

Tapping the button takes the parent to a dedicated page that walks them through all five areas in order: Emergency contacts → Medical → Permissions → Personal details → Address. A progress bar at the top shows how far they've got. Each step pre-fills what's on file, and they can save changes, confirm everything's still correct, or defer that area and come back later. Closing the tab and clicking the email again resumes exactly where they left off — the link stays valid for two weeks.

If the parent isn't already signed in, they'll land on the login page first and be brought back to the right place after signing in.

From the RSVP quick check#

After tapping Yes on an event, the parent sees a small dialog titled Quick check — [child's name]. It shows one area of the child's details pre-filled with what's already on file.

Three buttons at the bottom:

Whichever of the five areas has gone the longest without a check is the one shown next.

What leaders see in the coverage panel#

The Data Verification panel gives you a live view of whose data has been checked recently, regardless of which path they came in on.

Each row shows the member's name, their section, a row-level pill if they're part of an open campaign, and five status dots — one per area of their details:

Hover or tap a dot for the exact date the parent last confirmed that area.

At the top, four summary cards show your overall coverage: total members, fully verified, partially verified, and never verified. Filter by section or status, search for a member by name, or sort by coverage status to find the members who need attention first.

When a parent updates details directly#

If a parent edits their child's record outside a prompt — via My Children in the parent portal — the areas they touched are marked as freshly checked automatically. They won't be prompted again for those areas until 90 days have passed, and if they have an open verification request, the areas they've edited are ticked off in the campaign view.

What if a parent always skips?#

Skipping a rolling RSVP prompt still counts as being asked. The next Yes RSVP will show the next area in the rotation, so skipping one area doesn't trap the parent on it. If a particular area is still overdue after they've worked through the rotation, it will come around again.

Verification request emails are different — if a parent ignores one, they'll get a gentle reminder after a few days, and the request itself quietly expires after two weeks if it's still untouched. You can always send a fresh request afterwards.

Audit trail#

Every confirmation, edit, or skip is recorded on the member's timeline under the Activity tab, so there's always a record of when a parent last reviewed each area — whether it came from an email, an RSVP prompt, or a direct edit.

What's next#

• Editing Member Information — how leaders view and edit member records directly.
• Managing Your Child's Information — the parent-side guide for keeping a child's record current.
• Medical Information and Dietary Requirements — what the medical fields cover and why they matter.