Scout SuiteHow-to guide
Sharing a member with another group
Sometimes one person belongs in two places for a while: a Scout moving up to an Explorer Unit, an Explorer who helps at Cubs, a volunteer who helps two Groups. Sharing lets the other organisation add them to its sections while the record stays with the organisation that owns it.
Watch this on its own pageShare the record from their home organisation
Open the person's record and go to the Moving on tab. Under Shared with other groups, click into the search box to see the Groups and Units you belong to, or type to search for another one. Pick it and press Share. You can set an end date if the arrangement is temporary.
The other organisation can see their details and emergency contacts, but can't change them. The record stays with you.
This works for volunteers without a login as well as young people.
Add them to a section there
In the other organisation, open the section and press Add Member. Shared young people are listed under Add Young Person, and shared volunteers under Add Team Member, each marked Shared by and the name of their home organisation. Choose a role and press Add.
Their home section stays their primary section, and nothing on their record changes.
Moving up to a standalone Explorer Unit
When a Scout is moving up to an Explorer Unit that is its own organisation, their Group shares them with the Unit and the Unit adds them to its Explorers. They are in both for a while, the same as linking between two sections of one Group.
When they have moved for good, send a transfer from the same Moving on tab so the Unit owns the record.
GroupsExplorersYoung Leaders
An Explorer who helps at Beavers or Cubs is shared by their Unit, then added from that section with Add a Young Leader. Young Leaders aren't held to the section's age range. They count towards its size like any young person.
Young Leaders covers the rest, including helpers who aren't Explorers.
Volunteers without a login
Someone who helps out but doesn't need to sign in can still have a record. On the Team page, press Add volunteer and enter their name, with an email or phone number if you have one. You go straight on to their section roles.
They show on the team list as Not invited. Share them from their record like anyone else, and invite them to Scout Suite later if they want a login.
Inviting a volunteer later
When a volunteer without a login wants one, press Invite next to them on the Team page, or Invite to Scout Suite on their record. If there's no email on their record, it asks for one and saves it. They get the usual invitation email.
Their status shows on the team list and on their record: Not invited, Invited (with Resend if the email went astray), and Has access once they've accepted. Accepting signs them in to the same record, so their history and section roles carry over and they aren't added twice.
If you add a volunteer whose name or email matches someone already on the team, Scout Suite warns you and offers Invite the existing record instead. Choose Add as a different person only for someone who just shares a name. A record added twice by mistake can be removed with the cross next to it on the team list.
Stop sharing
Remove the share from the Moving on tab with the cross next to the organisation. They are taken off that organisation's section lists at the same time, and their history there is kept.
If you set an end date when sharing, the same happens automatically overnight once that date has passed.
People
More in this topic
Waiting lists, parents, moving on, and Explorer Units.