Managing families and Scouts

This guide is for leaders who keep the pack's family records in order: registering families, adding parents, organizing dens, and cleaning up duplicates.

The Families and Scouts pages appear in the Manage area for leaders with the Manage families and Scouts permission. The den pages need the Manage dens and den positions permission. See Adults, roles, and permissions for how to give someone access.

Register a family

1. On the Families page, select Register family.
2. Enter the family name.
3. Under Adults, search for an adult who's already in ScoutKeep and select Add, or select Add new adult and enter their name, email, and phone. Parents sign in with this email and get pack messages there.
4. Under Scouts, enter each Scout's name and choose their den. Select Add Scout for each additional child.
5. Select Register family.

Every adult needs a name, email, and phone number, and every Scout needs a den.

Registering a family doesn't email them, so let the parents know they can now sign in with the email you entered. If your pack uses Slack, parents already connected to it are added to their Scouts' den channels.

Find and update a family

On the Families page, use Search families to find a family, then select View family.

On a family's page you can:

• Select Edit name to fix the family name.
• Select Edit next to a Scout to change their name or den, or Add Scout to add a sibling.
• Add, change, or remove emergency contacts and saved guests, just as the family can.
• See health form status if your pack tracks health forms. Leaders who manage finances also see the family's account.

Add a parent to a family

1. Open the family and select Add parent.
2. To invite someone new, enter their email address and select Send invitation. They'll get a link to join the family with their own account. The invitation expires in 7 days.
3. If the parent is already in your roster, open Add someone already in the roster instead, search for them, and select Add to family.

Families can also invite another parent from their own family page.

To take a parent off a family, select Remove next to their name and confirm. Scouts, charges, survey responses, and existing RSVPs stay with the family. You can only remove a parent when the family has more than one.

Merge duplicate families

Use this when a family has two records, for example because each parent signed up separately.

1. Open the family record you want to keep.
2. Select More, then Merge a duplicate.
3. Search for the duplicate record and select Review merge.
4. Check the summary of RSVPs that will move. Where both records answered the same event, the RSVP on the record you keep wins.
5. Select Merge families.

The duplicate's parents, Scouts, RSVPs, charges, and other records move into the family you kept, and the duplicate is removed. This can't be undone.

Mark a family inactive

When a family leaves the pack, select Mark inactive on the Families list or under More on their page. There's no confirmation step.

The family's records stay in ScoutKeep, but they can no longer RSVP or add parents, stop getting event reminders, and can't be picked for new charges. Select Reactivate if they come back.

Look up a Scout

The Scouts page lists every Scout with their den, grade, family, and parents. Search by Scout, family, den, grade, or parent name, then select View Scout.

A Scout's record shows their den, grade, family, parents, and upcoming RSVPs. Leaders who manage finances also see the Scout's charges. Select Edit Scout to change the Scout's name or den.

Organize dens

The den page shows each den's roster and leaders for the school year, and how many dens have a Den Leader. Choose a School year to look back at earlier years.

To change who leads a den:

1. Select Manage on the den's card.
2. Select Assign position.
3. Choose the Position. Den Leader and Assistant Den Leader are adults, and Denner and Assistant Denner are Scouts from the den. For a Den Chief, an older youth from a troop, crew, or ship, enter only a privacy-safe name such as first name and last initial.
4. Set Starts on and, if you know it, Ends on.
5. Select Save assignment.

To end a position early, select End assignment.

Den Leaders get the tools for their own den automatically. See Leading a den.

Prepare for the next school year

Near the end of the year, select Prepare next year while viewing the current school year to set up next year's dens:

• Current records end the day before your next school year starts. Your pack sets that date under Settings > Unit details (see Unit settings and features).
• Scouts and adult den leaders move up to the next den.
• Youth positions, such as Denner, end.
• Arrow of Light Scouts become unassigned.

Confirm with Prepare next year. Afterward the button reads Next year prepared. Choose the new year from School year to check rosters and fill open positions.