Parents hear from Scoutworks on your group's behalf all the time — confirmations, reminders, receipts. This gallery shows you exactly what each of those emails looks like, with the subject line it arrives under, so you're never guessing what a parent means when they say "I got an email about…".
Every email is sent on behalf of your group (the footer says so, with your group's name), uses the same clean layout, and puts any action the parent needs to take on a single clear button. For the full map of when each email goes out and who receives it, see Emails and notifications Scoutworks sends automatically.
The previews below use a fictional family — Sarah and her daughter Emily at "1st Bromley Scouts" — but they're real renders of the actual templates, so what your parents receive looks exactly like this with your group's details.
Accounts and joining
Parent welcome
Subject: Welcome to 1st Bromley Scouts — sent automatically when a parent's account is created.
Child added to a parent's account
Subject: Emily Johnson added to Beavers — sent when you link a child to their parent.
Request to complete a child's details
Subject: Please complete Emily Johnson's details for 1st Bromley Scouts — sent when you ask a parent to fill in missing information.
Events and RSVPs
RSVP request
Subject: RSVP needed for Emily Johnson — sent when a child is invited to an event. The parent can answer Yes, No, or Maybe straight from the email.
RSVP reminder
Subject: Reminder: RSVP needed for Weekend Hike (Emily Johnson) — the nudge parents get as the deadline approaches (at 7, 4, and 2 days out), if they still haven't answered.
Consent and permission slips
Consent request
Subject: Permission Form Required: Summer Camp 2026 — sent to every parent or guardian of the child as soon as a place needing consent is confirmed. These always send, even to parents who've switched other emails off.
Payments and money
Upcoming payment reminder
Subject: Payment reminder: £45.00 due for Emily Johnson — sent 7 days before a payment is due, and again the day before.
One-off payment request
Subject: New payment request for Emily Johnson — sent when you request a one-off payment, such as a camp deposit.
Subscription approval request
Subject: Action Required: Approve Emily Johnson's subscription — sent when you ask a parent to approve a new subscription. Parents must approve each subscription individually before anything is collected.
Payment receipt
Subject: Payment Receipt - £45.00 — sent when a Direct Debit collects successfully. It doubles as the parent's record.
Payment failed
Subject: Action required: Payment failed for 1st Bromley Scouts — sent immediately when a collection fails, so the parent can sort it out. Scoutworks retries the most common failure (insufficient funds) automatically.
Refund processed
Subject: Refund Processed - £25.00 — sent when you issue a refund, with the reason and the date it was processed.
Waiting list
Application confirmation
Subject: Emily Johnson added to 1st Bromley Scouts waiting list — sent the moment a child joins the list, so parents know their application went through.
Place offer
Subject: Great news! We have a place for Emily — sent when you offer a place. It includes the section, meeting day and time, start date, who to contact, and a respond-by date.
Interest check
Subject: Are you still interested in a place at 1st Bromley Scouts? — sent when you check whether a family still wants their place on the list.
Looking for the other emails?
Emails tied to a specific workflow are previewed in the guide that covers it:
- Expense claims — the new-claim email approvers receive is in Reviewing and paying expense claims; the approved, needs-changes, and reimbursed emails claimants receive are in Submitting expense claims.
- Parent helpers — the accepted and declined emails helpers receive are in Parent Helpers and Young Leaders.
- Waiting list (rarer cases) — the deferral, withdrawal, and offer-revoked emails are in Processing Waiting List Applications.
- Weekly digests — the leader digest is in Notifications; the badge evidence digest is in Badge evidence and reviews; the parents' weekly badge update is in Viewing Your Child's Badge Progress.
What's next
- Emails and notifications Scoutworks sends automatically — the full map of when each of these goes out, and who receives it.
- Sending emails to parents — compose and send your own messages.
- Notifications — manage what you personally receive.
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Related guidesEmails and notifications Scoutworks sends automatically
A reference for leaders and admins: every automatic email and in-app notification Scoutworks sends, who receives it, and when.
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How to view and manage your notifications in Scoutworks — the notification bell, push notifications to your phone or laptop, and choosing which emails you receive.
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How to compose and send emails to parents from Scoutworks, including recipient selection and access points.
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