Scouts.Digital Functionality

Currently, Scouts.Digital caters for Adult, Cub and Scout Management. In the not too distant future, Scouts.Digital will also have the capability of managing Rovers.

The system runs the Cub 2015 Program (Silver Wolf, Gold Wolf, Etc.) and the Normal Scout Program (Pathfinder, Adventurer, 1st Class, Explorer, Springbok), but will soon have the ability to run the new Scout Entsha Program on a Group by Group basis.

Dashboards

Multiple Dashboards are provided based on roles:

  • Regional Commissioners (Rolled Up Information)
  • District Commissioners (Rolled Up Information)
  • Scout Group Leaders (Group Scouters)
  • Troop Scouters & Assistant Troop Scouters
  • Pack Scouters & Assistant Pack Scouters
  • Parents Committee Members (SGL Dashboard)
  • Parents
  • Scouts

Parent Dashboards

Parent Dashboards are Parent specific and show information associated to that Family Holding Bucket:

  • Statement Of Their Account
  • Cubs & Scouts in that Holding Bucket
  • Programs Attended
  • Events Attended
  • Advancement Tasks Completed & Still To Complete (Cubs & Scouts)
  • Badge Tasks Completed & Still To Complete (Cubs & Scouts)

Events & Programs

Events are separated from Programs on Scouts.Digital. Programs are the standard weekly meetings that every Scout Group runs (Whether Cubs or Scouts). Events are things like Camps, outings, etc. that do not form part of the weekly meetings and require a permit.

Programs & Events are added to Scouts.Digital at a Group Level by SGl's, TS's, ATS's, PS's, APS,s or Parent Helpers.

District Events are added by District Commissioners and Regional Events are added by Regional Commissioners.

Events can have nights under canvas or KM hiked associated to them.

Programs and Events can be created in the past but past programs cannot be edited.

Programs can have Advancement Tasks associated to them and based on the Attendance record and the specific Cub or Scouts Advancement level, these can be interactively signed off at the push of a button.

Downloads

Scouts.Digital maintains a Downloads area that is meant to assist Adult Leaders, Scouts and Parents with standard forms for Permits, Consent, etc.

At a not-to-distant point in the future, this area will turn into an automated Permit and Consent Form generation and approval facility.

The concept here is that Scouts.Digital holds all the information required to automatically generate a Permit for a Scouter (or Scout) or a Consent Form for any Scout that will be attending an event.

This means that attendance for Events will be confirmed on Scouts.Digital by a Scout or their Parent and Consent Forms will automatically be generated, based on the information for each specific Cub or Scout that Scouts.Digital holds.

Many different and varied components are envisaged here, but as this functionality is still in its infancy and not yet out of planning, this will probably only be available in early 2017.

Attendance

Attendance can be captured (or altered) for Programs and Events currently running. Past Attendance can be captured or altered as required.

Attendance is a key cornerstone of all reporting in Scouts.Digital and must be captured by an Adult Leader in the Group. Because Attendance is key in all District Reports and Star Awards, PL's cannot capture their Patrols Attendance on Scouts.Digital.

Pack and Troop Attendance is used in several Reports and calculations, including Health, Star Pack/Troop/Patrol as well as general attendance. Reports are detailed describing attendance right down to an individual Cub or Scout level.

Attendance can be captured for Events or Programs that were run in the past. Scouts.Digital uses each Cub or Scouts created or Invested date for this and you may see a different set of Cubs or Scouts on your register when you capture Attendnace in the past, depending on whether that Cub or Scout was Active (On the system) at the time.

Advancement

Both Cub & Scout Advancement Tasks can be signed off by any Adult Leader in the Group. Cubs and Scouts can only be High Level Advanced (Badge) by an Adult Leader in the Group.

When an advancement level badge is awarded to a Cub or Scout, a PDF of the Badge certificate is emailed to all Adult Leaders. This PDF Certificate is maintained on Scouts.Digital and can be accessed at any point in time by any Adult Leader in the Group.

Scout Advancement Tasks can be signed off by PL's (Their Patrol Only) and TL's (The Troop) but this needs to be authorised by an Adult Leader in the Group.

Comments, Photos and Documents can be uploaded for each Advancement Task for each Scout (Adult Leader, Parent or Scout).

A specific Scout Report was built to detail where each Group should direct their program efforts. This details how many scouts have not completed each specific Advancement Task and is designed to assist each Group in understanding where their efforts should lie in program planning.

Group Management

Group Management holds all the Create, Edit And Remove functions for all:

  • Cubs & Sixes
  • Scouts, Patrols & Scout Charges
  • Parents & Parents Committee
  • Programs & Program Management
  • Equipment Management
  • Newsletters & Meeting Minutes
  • Holidays (Days you will not run a Cub or Scout Program)

Financial Management

This area holds the ability to automatically generate Parent Invoices for Scout Groups on Scouts.Digital.

This takes a little set up, but once setup, the invoicing is simple "Push Button" interaction with invoices emailed to the Parent marked as responsible for payment.

Scouts.Digital also allows capture of Payments made for each Family Holding Bucket and details a statement of account to each Parent (Their Dashboard).

Ad Hoc invoices can also be generated.

Badges

Both Cub & Scout Badge Tasks can be signed off by any Adult Leader in the Group. Cubs and Scouts can only be Awarded a Badge by an Adult Leader in the Group.

When a badge is awarded to a Cub or Scout, a PDF of the Badge certificate is emailed to Adult Leaders. this Certificate is maintained on Scouts.Digital and can be accessed at any point in time.

Scout Badge Tasks can be signed off by PL's (Their Patrol Only) and TL's (The Troop) but this needs to be authorised by an Adult Leader in the Group.

Comments, Photos and Documents can be uploaded for each Badge Task for each Scout (Adult Leader, Parent or Scout).

Reports

Several standard reports are provided as follows:

  • Management Reports
  • Health Reports (Health of each Cub or Scout based on Attendance, Advancement & Badges)
  • Accounting Reports
  • Financial Reports (Outstanding Invoicing, Age Analysis, etc.)
  • Cub & Scout Reports
  • Attendance Reports (Cubs & Scouts)
  • Advancement & Badge Reports

Several ad-hoc reports can be generated for specific requirements on an as needed basis. Please get in touch with Scouts.Digital and request any specific reports you may need.

Census

Census calculations are automated and each Scout Group utilising Scouts.Digital Census should only take a couple of seconds to do.

However, as SSA requires each Census in a very specific Excel format, you may still need to type your Census in the prescribed format.

Hopefully, we can change this in the not-too-distant future.

Star Awards

Star Awards calculations are automated and each Scout Group utilising Scouts.Digital that applies for a Star Award should only take a couple of seconds to do the calculations.

However, as the Star Award requires each award in a very specific Excel format, you may still need to type your Star Award in the prescribed format.

Parents Committee Management

Parents Committee Management is provided, based on your existing Parent Body. Parents Committee Members have some administrative rights on Scouts.Digital.

The following Parents Committee roles exist on Scouts.Digital:

  • Chairman, Treasurer, Secretary, Quartermaster, Communications Officer, Transport Officer, Projects Manager & Parent Without Portfolio

Support

A complete online support management system is actively maintained on Scouts.Digital. This area allows any logged on user to log a support request that is actionable by a System Administrator.

Eamils are sent when each support item is actioned or any notes are made, ensuring the Adult Leader is kept in the loop.

Support is managed at a Group level and all Adult LEaders in that Group see all logged calls for that Group.

Frequently Asked Questions

An exceptionally comprehensive FAQ section is maintained on Scouts.Digital. This references questions and answers on "How To" and "What If" with particular reference to Scouts.Digital.

Automated District Reports

District Reports are automated and as each District Commissioner has access to Scouts.Digital, they see their reports without Adult Leaders having to lift a finger.

Automated Emails

The following automated emails are sent:

  • Weekly Cub and Scout Program Notifications:
    • Sent at 08h30 on a Tuesday morning if a Program is found for that week
    • Sent to Parents singularly and personalised
    • Cub Parents receive Cub Program
    • Scout Parents receive Scout Program
    • Title, Description & Duty Patrol/Six details are included
  • Daily No Program In This Week Notifications:
    • Sent at 05h00 every morning if a program has not been found for that week (And a Holiday not specified for that week)
    • Pack Scouters receive a "No Program In This Week Email" of no Pack Program was found (SGL Copied)
    • Troop Scouters receive a "No Program In This Week Email" of no Troop Program was found (SGL Copied)

Family Holding Buckets

Scouts.Digital uses a Family Holding Bucket concept for all members of the same Family. (IE All Family Members are associated to the same holding bucket)

This means that:

  • Adult Leaders
  • Parents
  • Cubs &
  • Scouts
are associated to a Family Holding Bucket with multiple Family Holding Buckets being associated to each Scout Group.

There are no limits on the number of Holding Buckets in each Group and no limits on the number of people that can be associated to each holding bucket

You do not need to add Adult Leaders as Parents to the Family Holding Bucket as they are already associated.

Still Not Convinced? Grab A Demo....

Our Demo area utilises the full blown Scouts.Digital service with an active Group but all information has been anonymised.

Please note that all Invoices and Credit Notes on the demo system are redacted low resolution images. Actual generated PDF's are high resolution.

To get access to the Demo area, please click the "Get Password" button.

If you have any questions about the Scouts.Digital service, please email info@scouts.digital.