Activities and staff
- Activities
- Big groups, and building a rotation
- The schedule
- Staff and qualifications
- Permits you issue yourself
- Who’s away, and the rota
- Letting instructors roster themselves
- The jobs board, for instructors from outside
- Telling instructors what they’re down for
- Volunteers and working parties
- Under 18
- Who can do what, and who can see what
Volunteers and working parties
Volunteers are their own list, separate from staff — the parents, local Scouts and regulars who come and help, usually without a login. They don’t appear on the rota or in the ticket checks.
Plan a working party with a title, a day or a run of days (up to two weeks), the working hours each day, where to meet, what to bring, and optionally a limit on places.
The sign-up link. Switch it on at the top of the Volunteers page and share it in your newsletter or your helpers’ group chat. It lists your coming working parties and how many places are left — never who else is coming — and anybody can put their name down with an email address, no login. Somebody who signs up again with the same address is the same volunteer, and signing up twice for one working party doesn’t count twice. They get an email with the details straight away and a reminder the day before, each with a link to say they can’t come after all. You can also add people to a working party yourself, and Make a new link stops the old one working if it’s been shared too widely.
Who came. After the day, tick who turned up. Hours start at the working party’s full length — the working day times the number of days, so a 9-to-5 weekend is 16 hours, not the 32 between Saturday morning and Sunday evening — and you can change them for anybody who came for part of it, or add somebody who came without signing up. Saving again replaces what was there rather than adding to it.
Other hours are for help that wasn’t a working party — three hours mowing, a morning fixing the gate.
The volunteers list shows each person’s hours this year and ever, and when they last helped; the total for the year is at the top, and Reports shows the hours, people and working parties for any period — the numbers a grant form or an annual report asks for. Calling a working party off emails everybody signed up, with a note if you write one.
Volunteers’ contact details are visible to anybody who can take bookings, and not to viewers. The sign-up link is switched on and off by owners and leaders.