Frequently Asked Questions
Short, calm answers to the most common questions about ScoutForge and the Trustee Compliance Tool.
About ScoutForge
What is ScoutForge? +
ScoutForge is a set of simple digital tools designed to help Scout groups manage governance and administration. The first tool focuses on trustee governance and evidence recording.
Who is ScoutForge for? +
ScoutForge is designed primarily for:
- Group Chairs
- Group Scout Leaders
- Treasurers
- Trustee Board Secretaries
It can also be useful for District or County volunteers in a read-only review capacity.
Can District or County trustee boards use ScoutForge? +
Yes. While ScoutForge is designed first and foremost for Scout Groups, the Trustee Compliance Tool can also be used by District or County trustee boards without issue. The core governance needs are similar, and the tool works equally well for recording meetings, decisions, policy acknowledgements, and evidence of oversight at District or County level.
Is ScoutForge officially part of Scouting? +
No. ScoutForge is an independent tool designed to support Scout groups. It is not operated by The Scout Association and does not replace any official Scouting systems.
Why was ScoutForge created? +
Many trustee responsibilities require good record-keeping, but there is no simple, dedicated place to keep that evidence. ScoutForge exists to reduce admin, improve clarity, and lower anxiety for volunteer trustees.
Trustee Compliance Tool
What problem does the Trustee Compliance Tool solve? +
It helps trustee boards:
- Record meetings and decisions
- Track awareness of key policies
- Log risks and incidents
- Export clear evidence of governance activity
All in one place, without complex paperwork.
Does this tool make our group “compliant”? +
No. ScoutForge does not assess or certify compliance. It records evidence of governance activity, which may support compliance discussions.
Does ScoutForge replace Scout policies or POR? +
No. ScoutForge does not host, interpret, or override any Scout policies or POR. It simply records trustee awareness and activity.
Does ScoutForge replace central Scouting systems? +
No. Eligibility checks, training, DBS, and membership records remain in the central Scouting systems and are not duplicated in ScoutForge.
Evidence Packs
What is an Evidence Pack? +
An Evidence Pack is a downloadable summary of your trustee records over a selected period.
It brings together:
- Trustee details
- Meeting records and decisions
- Policy acknowledgements
- Risks and incidents
- Follow-ups and actions
What are Evidence Packs used for? +
They are commonly used:
- For internal reassurance
- Ahead of AGMs
- During reviews or inspections
- When trustees are asked to demonstrate good governance
Do Evidence Packs prove compliance? +
No. They provide supporting evidence of governance activity, not a guarantee or certification of compliance.
Who can see an Evidence Pack? +
Only users with access to your group can generate or download Evidence Packs. You control who the pack is shared with.
Can Evidence Packs be customised? +
In the MVP, Evidence Packs include standard sections and date ranges. Future enhancements may allow more customisation.
Data, Safety, and Boundaries
Does ScoutForge store safeguarding case details? +
No. ScoutForge does not store safeguarding case details or personal data relating to young people.
Does ScoutForge store DBS or training information? +
No. These are managed through central Scouting systems and are intentionally out of scope.
Is ScoutForge GDPR compliant? +
ScoutForge is designed to store minimal, role-appropriate data and avoid sensitive personal information where possible. Full privacy details are provided in the Privacy Policy.
Where is our data stored? +
Data is stored securely using standard UK/EU hosting and security practices. Details are available in the Privacy Policy.
Districts and Counties
Is ScoutForge designed specifically for Districts and Counties? +
The primary focus of ScoutForge is Group-level governance and compliance, as this is where most trustees currently feel the greatest administrative burden. District and County use is supported, but the initial design and defaults are group-focused.
Can Districts or Counties see data from Groups? +
Not at the moment. ScoutForge does not currently provide linked or shared views between Counties, Districts, and Groups.
Each entity manages its own records independently.
Will linked District and County views be added in future? +
Possibly. Future features may allow optional, permission-based linking between Groups, Districts, and Counties, based on real user feedback and demand. No assumptions are made about oversight or access, and no automatic data sharing is planned.
Why isn’t everything linked from the start? +
ScoutForge prioritises:
- Simplicity
- Data clarity
- Trustee confidence
Linked structures introduce complexity and expectations around oversight, which will only be explored once the core Group tool is proven and user-led demand is clear.
Using the Tool
How long does it take to use? +
Most actions, such as recording a meeting or logging a decision, take only a few minutes. The tool is designed to be fast and low-effort.
Do all trustees need accounts? +
No. Trustees can be recorded without individual logins. Accounts are only required for people entering or managing records.
Can District or County volunteers access our records? +
Only if you explicitly give them read-only access. ScoutForge does not automatically share data outside your group.
Can we upload existing documents? +
Yes. You can upload agendas, minutes, scans, or photos as supporting evidence.
Pricing and Access
How much does ScoutForge cost? +
ScoutForge is currently £10 per group per year as an early introductory offer. Standard pricing is £25 per group per year.
Are there multiple pricing tiers? +
There is one core plan with no feature tiers. Pricing transitions from introductory (£10/year) to standard (£25/year).
Is there a free trial? +
During early launch and alpha, some groups may be invited to trial ScoutForge. Trial availability may change over time.
What happens if we stop paying? +
You will retain access to your data for a reasonable period. Details are outlined in the Terms of Service.
Future Development
Will ScoutForge include other tools later? +
Possibly. ScoutForge is being built as a growing set of tools to support Scout groups, starting with trustee governance.
Will ScoutForge include RA management or waiting lists? +
These are potential future areas, but no dates or guarantees are made. The current focus is delivering a solid trustee governance tool.
Can we suggest features? +
Yes. Feedback from real Scout groups is actively welcomed, especially during early rollout.
Support and Responsibility
Does ScoutForge provide legal or governance advice? +
No. ScoutForge is a record-keeping and evidence-support tool only.
Who is responsible for trustee decisions? +
Trustees remain fully responsible for their duties, decisions, and compliance obligations. ScoutForge does not take on trustee responsibility.
What if Scout guidance changes? +
ScoutForge records activity rather than interpreting policy, which helps it remain useful even as guidance evolves.
Final reassurance
ScoutForge exists to support trustees, not to control or judge them. If it ever feels stressful or burdensome, something has gone wrong.