Scout SuiteHow-to guide
Eligible children and possible duplicates
The list works out each child's age from their date of birth, so you do not have to. The section list shows who fits now and who fits later, oldest sign-up first.
Open a section's waiting list
In a section, Waiting list shows Eligible for that section. It lists the children whose age fits the section today, and any whose family chose that section on the form. The oldest sign-up is at the top.
Read the eligibility column
Yes, now means the child fits the section today. From a date means they are too young now and reach the section on that date. Past this section means they are too old for it.
Under the child's name, the next section and the date they reach it are shown. A Beaver turning 8 shows Cubs on their birthday, so you can decide between a Beaver place now and a Cub place later.
Filter for siblings and friends
Tick Has a sibling in the group or Has friends in the group to narrow the list. Siblings first moves children with a brother or sister in the group to the top, and the rest stay in the order they signed up.
Record when the family signed up
The queue and the eligible lists put the oldest sign-up first. When you add an entry or edit one, Signed up on can be set to the day the family really signed up. It cannot be in the future. Leave it blank when adding and the day you add it is used.
A CSV import uses a date-added or signed-up column if the file has one. Without it, each imported child is dated to the import.
Offer a place
On a section's waiting list, Offer place is at the start of each waiting child's row. It adds them to the register as a young person in that section, on a trial, marks the entry Accepted, and emails the parent if you tick that. You can set a first meeting date and a response date.
The same button is on the main Waiting list page. A Team Leader can offer places into their own section, including a child whose family didn't choose a section but whose age fits.
Changing the status to Accepted on the edit page doesn't do any of this. It only changes the label, and an Accepted entry can't be offered a place. If you did that by mistake, put it back to Waiting and use Offer place.
Keep notes on each call
On an entry's edit page, Leaders' notes is a box for what happened when you rang, such as "thinking about it, will ring back". Only leaders see it. The family never does.
The notes show on the waiting list, and the two phone numbers show under the parent's email, so you can scroll down the list and see where each family has got to, and find the right child when a parent rings back.
Edit or remove an entry
Every entry on the main Waiting list page, and on a section's eligible list, has a pencil to correct a child's or family's details and a bin to remove it. Removing asks you to confirm first. Both are recorded in the audit log, by field name, without the personal details.
A Team Leader can edit and remove the children in their own section kind. A child with no section yet is theirs when their age fits.
Check possible duplicates
If the same child was signed up twice, the Possible duplicates panel lists the pair and why they matched: same name and date of birth, same name and parent email, or same date of birth and parent phone. The last one needs the same first name too, so twins and triplets, who share a date of birth and a parent's phone, are not flagged.
Nothing is merged or removed for you. The older sign-up keeps its place in the queue. Remove newer deletes the repeat, and Edit newer lets you check it first.
A repeat sign-up is added as a new entry at the back of the queue. Remove it rather than leave both, so the child keeps only one place.
People
More in this topic
Waiting lists, parents, moving on, and Explorer Units.