Adults, roles, and permissions

This guide covers the adult list, pack roles, and the permissions that decide what each volunteer can see and change in ScoutKeep.

Adults and Roles are in the Manage area, for leaders with the Manage adults, roles, and access permission. The person who set up your pack's ScoutKeep account always has every permission.

How access works

Access comes from roles, not individual people. Create a role such as Treasurer, tick the permissions it needs, and assign adults to it. When someone steps down, remove them from the role and their access goes with it.

Den Leaders and Assistant Den Leaders are different: they're assigned from each den's page, which gives them the tools for their own den automatically. See Managing families and Scouts and Leading a den.

Keep the adult list up to date

The Adults page lists the parents, leaders, and other adults in your pack, with their family, roles, and recorded training.

Use Search adults to find someone, Activity qualification to show only adults with a training such as BALOO, and Edit to update someone's details.

To add someone, such as a committee member who isn't a parent in the pack:

1. Select Add adult.
2. Enter their first and last name.
3. Add an email and phone number if you have them. You can leave the phone blank: anyone who signs in without one is asked for it before they can use the portal.
4. Under Training and qualifications, select Add qualification for each training they've completed. Choose the Qualification and enter when it was Earned and when it Expires.
5. Select Save adult.

When you save an active adult with an email address, they can sign in to your pack's portal right away with that email. ScoutKeep sends them one email saying they can now sign in, with a link to your portal. Later saves don't email them again.

Adults without an email, or who aren't active, don't get a sign-in or an email. Add their email or check Active adult later, and they get both when you save.

Once an adult can sign in, their email is their sign-in, so it's locked on the Adults page. Only they can change it, in their own account settings.

When someone leaves the pack, edit them and uncheck Active adult instead of trying to delete them.

If an adult isn't part of any family yet and you can also manage families, you'll see Create family next to their name. It opens family registration with that adult already filled in. See Managing families and Scouts.

If your pack has connected Slack, Sync Slack links adults to their Slack accounts and marks them Linked to Slack.

Add a role

1. On the Roles page, select Add role.
2. Under Start from a role template, pick a common position or leave it on Custom role.
3. Check the Role title, Category, and Description.
4. Under Recruitment, choose Not recruiting or Open to volunteers. For an open role, list what would make someone a good fit, one per line.
5. Under Assigned adults, select Assign adult and search for the person. Use Add co-leader only if the job is truly shared.
6. Under Permissions, tick what this role needs (see below).
7. Uncheck Show on the public site to keep the role off your pack website.
8. Select Save role.

Templates cover common positions, from Cubmaster to Treasurer and Quartermaster. They fill in the role details; you choose the permissions. The exception is Quartermaster, which starts with Manage equipment ticked. Check the boxes before you save.

To change a role later, select Edit role. Use Search roles or Open roles only to find positions, and the arrow buttons (with filters cleared) to reorder them.

What each permission allows

• Manage families and Scouts: the Families and Scouts pages, including registering and merging families.
• Manage events and attendance: run events on the Events page, including RSVPs, attendance, and event plans.
• Manage surveys: create surveys and read the responses.
• Manage finances: charges, payments, the ledger, and PayPal setup.
• Manage adults, roles, and access: everything in this guide, plus pack settings such as unit details, the calendar feed, features, the website, and Slack. It also controls task settings and who can manage tasks for a single den. Give this to very few people.
• Manage dens and den positions: den rosters, den leader assignments, and preparing dens for the next school year.
• Create tasks: create pack-wide tasks and manage the tasks they created.
• Manage tasks: edit and manage any task in the pack.
• Prospects: follow up with families who are interested in joining.
• Manage equipment: keep the pack's gear inventory, lend gear to families, and approve gear requests.
• Manage meeting minutes: write, approve, and share meeting minutes.
• Send announcements: write to the whole pack, any den, or anyone in it.
• Send required-action announcements: mark announcements as a Required action.

Some of these areas only appear if your pack uses that feature. See Unit settings and features.

Let someone announce to one den

Den leaders and assistant den leaders can write to their own den's families. To let someone announce to one den, make them a den leader or assistant den leader of that den. To let them write to the whole pack, give them a role with Send announcements.

See den positions at a glance

Below the pack roles, each den's current leaders and youth positions are listed. Leaders with Manage dens and den positions can select Manage den to change them.