The Parent Rota Report

Running camps and activities takes a small army of parent helpers. The Parent Rota report tells you who is stepping up, who hasn't yet, and how the team is tracking over time — all from one page in Insights.

Opening the report#

Go to Insights in the main menu and open the Adults tab. The Parent Rota section sits at the top and loads automatically.

The report is available to group admins, trustees, and leaders. Admins and trustees see every section; leaders see only their own.

The four numbers at the top#

Four summary cards give you the headline figures for the period you have selected.

Filtering by section and time#

A filter bar above the charts lets you narrow the view:

• Section — focus on one section, or leave set to "All sections". Leaders are locked to their own section.
• Period — last 30 days, 3 months, or 12 months.
• Status — filter the roster to regular helpers, occasional helpers, or parents who've never volunteered.
• Search — search by parent name.

Every chart and table on the page updates to match. Your choices are remembered so the report opens the same way next time.

Charts and leaderboards#

Below the KPIs you get a visual picture of how the rota is tracking.

• Participation trend — a stacked area chart showing accepted, offered, and needed slots week by week. Useful for spotting periods where demand outstripped supply.
• Section breakdown — filled vs needed slots per section. A quick way to see whether one section is carrying more of the load than others.
• Top helpers — the five parents with the highest number of distinct events over the period. A ready-made shortlist for thank-yous.
• Upcoming rota — the next four events that still need helpers, each with the parents already signed up and a chip showing how many more slots are open.

Every chart has an info button (the small "i") that explains how the figure is calculated.

The parent roster#

Below the charts, the roster lists every parent in scope with:

• Their name and email
• The child (or children) they are linked to, with section
• Number of events they've helped with over the period
• A sparkline showing their activity pattern
• The last event they helped at

The table is sortable, searchable, and paginated — combined with the filter bar, you can slice it however you need.

Exporting to a spreadsheet#

Need the data outside of Scoutworks? Click Export CSV in the filter bar. The download respects every filter currently applied — section, period, status, search — so you always get exactly what you're looking at.

What each role sees#

• Group admins and trustees see every section and can switch between them using the section selector, or choose "All sections" for a whole-group view.
• Leaders see the report scoped to their own section only. The section selector is locked to their section.

This matches how the rest of Scoutworks handles section-level access — a Beaver leader doesn't see Cubs data, and so on.

What's next#

• Insights and Analytics — a tour of the full Insights dashboard and the other tabs.
• Parent Helpers and Young Leaders — how to set up helper sign-ups on events in the first place.
• RSVPs and Attendance — how parents RSVP and volunteer through the parent portal.