Table of Contents
Table of Contents
Confirm Youth Participation with Parents
Why Use This Feature?
How It Works
Step 1: Send a Participation Check Request
Step 2: Parent Receives an Email
Step 3: Parent Responds
Step 4: Review the Results
Frequently Asked Questions
Article Content
Keeping section rosters accurate can be challenging, especially when youth stop attending without formally withdrawing from Scouts.
The new Confirm Youth Participation feature allows Groups to send a participation check directly to parents from MyScouts. Parents can quickly confirm whether their child intends to continue participating or withdraw from the program.
This helps Groups maintain accurate rosters, improve communication with families, and free up spaces that may otherwise remain occupied by inactive members.
Why Use This Feature?
This feature can help Groups:
- Confirm whether inactive youth still intend to participate
- Improve roster accuracy
- Identify youth who should be withdrawn from the program
- Support waitlist and capacity management
- Reduce manual follow-up with families
Recommended Use Cases:
- Prior to the start of a new Scouting year
- When a youth has been absent for an extended period
- When section space is limited
- Any time a Group needs to confirm a family's intentions
How It Works
The participation check follows these steps:
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Send a participation check
From the participant roster, a Group volunteer selects Notify Parent for the youth.
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Parent receives an email
The parent receives an email identifying James Holden and 1st Expedition A Colony.
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Parent selects an option
The parent chooses one of two responses:
- Keep the youth in the program
- Withdraw the youth from the program
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Group receives the response
The Group receives a notification showing the parent's response.
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MyScouts updates the youth's role
If the parent chooses to withdraw, the youth's applicable role is automatically made inactive in MyScouts.
Step 1: Send a Participation Check Request
Navigate to the participant roster in MyScouts and locate the participant you wish to contact.
Select the Notify Parent option.
A confirmation message will appear advising that an email will be sent to the parent asking whether their child is still interested in participating in the program.
Step 2: Parent Receives an Email
The parent will receive an automated email that includes:
- The youth's name
- The section name
- A brief explanation from the Group
- Response options
Step 3: Parent Responds
The parent can choose one of the available options directly from the email.
Option 1: Remain in the Program
Selecting this option indicates the child intends to continue participating.
The Group will receive a notification confirming the parent's response.
Option 2: Withdraw from the Program
Selecting this option indicates the child will no longer participate.
The child's applicable role will automatically be made inactive and the Group will receive confirmation of the withdrawal.
Step 4: Review the Results
Once the parent responds, the Group receives an email indicating the outcome.
This allows volunteers to quickly identify:
- Youth who intend to continue participating
- Youth who have withdrawn
Frequently Asked Questions
Can parents respond without logging in?
Parents can respond directly through the email they receive.
Will the Group know how the parent responded?
Yes. The Group receives notification of the parent's response.
Can I send multiple participation checks?
You can send a notification for each child on your roster, once per week. Groups are unable to notify multiple youth simultaneously.
When should I use this feature?
This feature is intended for situations where a Group needs to confirm whether a youth intends to continue participating in the program.
Does withdrawing remove the youth immediately?
Yes. Selecting the withdrawal option will automatically make the applicable role inactive.