App Userguide

From the main menu you can access:

• Activity Assurance Toolkit
• Submit, manage, or review activities/events that require approval under Policy, Organisation & Rules (POR).
• Group/District Assurance Check‑In
• (If enabled) Review or update Group/District assurance status.
• Find Welcome Conversation Volunteers
• Search for approved Welcome Conversation Volunteers in any District.
• Minimum Ratio Calculator
• Check the minimum adult supervision ratios for your event type and section.
• Change District
• Your District is selected automatically from your Microsoft 365 profile.
• Tap here if you need to change it.
• Report a Safety Incident / Safeguarding Support
• Quick links to national Scouts safety and safeguarding processes.

Use the Select District page to choose the District you belong to.

Tap a District name, then press Save.

Your choice affects:

• Where activity submissions are routed
• Which volunteers appear in search results

Use this area to create new activities, manage your submissions, or, if you are a reviewer, approve District events.

Menu Options:

• New Activity or Event
• My Activities & Events
• Review District Submissions (Reviewers only)

A list of activity types requiring approval is shown on the page.

Fill in the form with the details of your planned activity.

Required fields include:

• Group
• Section(s) involved
• Activity/Event Type
• Activity/Event Name
• Activity/Event Date

You can also:

• Add a Section/Team name (optional)
• Indicate if the event is joint with another organisation

Tap Submit when finished.

This screen shows all activities you’ve submitted.

Each entry displays:

• Event name
• Date
• Unique activity reference ID
• Status (Submitted / Returned / Approved)
• Section icons (Sq, B, C, Sc, E)

Tap an event to view or update it.

You can filter by status.

When editing an event:

Updating an event automatically returns the status to Submitted.

You can:

• Change basic details
• Adjust sections involved
• Confirm declarations (e.g., external provider requirements)
• Update the event date or name
• Read reviewer notes

Tap Submit to resubmit for approval.

Select the Event Type.

Enter the number of young people attending in each section:

• Squirrels
• Beavers
• Cubs
• Scouts
• Explorers (/Young Leaders)

The calculator will display the minimum Adults Required (based on POR 4.3.10)

Notes at the bottom explain rules for SEND adjustments, Young Leaders, and activities requiring higher ratios.

Use the filter to choose a District.

A list of Welcome Conversation Volunteers will appear including:

• Name
• District

Scroll to browse all volunteers.

Reviewers can:

• Filter events (e.g., Submitted, Returned)
• See all submissions from their District
• Open any event for review

Selecting an event opens the full review screen.

As a reviewer, you can:

• Add additional comments
• Set the status (Submitted → Returned or Approved)
• Enter reviewer notes

Tap Submit to save your decision.