View Pricing

Please enter your email address to view the pricing for our plans.

Platform Releases

Scouts EMS was acquired by the team at Scout Websites earlier this year. We’re now on a journey to create the most used event management system.

For those that are a little more technical, we thought it’d be useful to outline our plan for future releases of the Scouts EMS platform. This will cover features and functionality from a bird’s eye perspective. Equally, we imagine there will be many phases beyond those we’ve detailed here, which will be derived from event organisers asking us to create exactly what they need.

Scout Websites purchased the Scouts EMS platform back in the summer of 2022. Before this, it was developed by volunteers. Scout Websites are a team of designers and developers actively work with 150,000+ Scouts worldwide, and, following ten years experience, have become the #1 supplier of websites to The Scouts. We’ve re-written the platform from the ground up, and we continue to add functionality weekly, with the aim of creating the most used event management platform for the Scouts and Girlguiding.

Below we have outlined each phase of development, with an estimated release date based on our schedule. This release date is when we plan to launch the phase to the public following a thorough testing routine.


Phase 1 and Phase 2 – Released Now

We’re working with events taking place in 2023, 2024 and 2025, and have enquiries from organisers for events taking place in 2026. Some of these conversations have involved scoping requirements, and understanding the complexities of some of the smallest, and largest Scouting and Girlguiding events in the UK.

Our team have re-written the Scouts EMS platform within the PHP framework, Laravel, with a Vue front-end. The platform is now easier to use from an experience point of view, is extremely secure, loads instantly, and allows for limitless future development and ultimate scalability.

The platform allows (amongst a lot of smaller bits):

  • Us to create an event within the platform, and work with event organisers to set controls for how the platform responds.
  • Event organisers to invite other organisers to use the platform.
  • Event organisers to view a dashboard of key statistics.
  • Event organisers to specify how many Young People and Event Volunteers can attend the event.
  • Event organisers to specify the Groups/Units that can attend.
  • Event organisers to specify if teams are required – with size controls – allowing a leader to create teams of Young People within a Group/Unit.
  • Event organisers to specify custom fields of information that need collecting from Groups, Young People, Leaders or Event Volunteers. These custom fields can be set as private, so they only show to event organisers.
  • Event organisers to invite Leaders of Groups/Units to register to attend, via one unique URL which can be shared.
  • Event organisers ability to approve a Leader before they can access the platform.
  • Leaders of Groups/Units to invite Young People to attend via their full name and an email address (of a parent or guardian).
  • Leaders of Groups/Units to view, edit the profile of, and remove, Young People.
  • Leaders to choose a Primary Leader within the Group/Unit.
  • Young People to register via the email link that is sent to their parent or guardian, and complete their profile (which can be edited via the same link if needed).
  • Event organisers to invite Event Volunteers to register and choose a role, via one unique URL which can be shared.
  • Leaders and Event Volunteers to complete their profile.
  • All profiles to be viewed by those that have the authority.
  • Event Organisers, Event Volunteers and Leaders to log into Scouts EMS from a desktop or mobile device, by entering their email address and password.
  • Event Organisers, Event Volunteers and Leaders to reset their password via entering their email address and receiving a password reset link.
  • Event Organisers, Event Volunteers and Leaders to change the event they’re within, allowing them to manage their data within multiple events easily.
  • Event Organisers can download all information into filterable spreadsheets – including custom fields information – for Groups/Units, Leaders, Young People and Volunteers.

Phase 3

Features are being rolled out as they are available, with full completion ready for events held in 2024.

  • Adding a multi-select field to the allowed fields within Custom Field creation. Allowing parameters to be set for a Custom Field, allowing Custom Fields to be created for specific users, for example, a certain Event Volunteer Role(s). The ability to choose if a Custom field is required or optional.
  • The ability to set a maximum number of Event Volunteers for each Volunteering Role that is allowed.
  • Allowing Event Organisers to reject a photo of a Leader, Young Person or Event Volunteer. An email will be triggered at this point to allow the user to upload a new photo.
  • Event organisers to specify if Groups/Units need to be grouped – for example, into sub-camps – allowing event organisers to create groups of Groups/Units.
  • Event organisers to allow any Group/Unit to attend, leaving this open for all.
  • Event organisers ability to approve a Group/Unit, and approve an Event Volunteer.
  • Event Volunteer roles to be hierarchical, with those above a role being able to manage and approve sub-users.
  • Event organisers to specify how fees are to be charged (by completing a complex pricing matrix – including when Young People, Leaders and Event Volunteers are attending) and payments are to be collected, with two options that follow. Your event will feature a tab of information within the platform showing users how fees are calculated, how payments should be made, and a history of payments that have been made. We will also allow for discounts to be added manually. (a) Groups/Units may collect payments in bulk themselves, and then receive a bill from Scouts EMS for their Young People and Leaders as a Group/Unit, and make payment using a reference supplied by Scouts EMS via Bank Transfer; (b) Young People, Leaders or Event Volunteers may receive a bill from Scouts EMS directly, and make payment using a reference supplied by Scouts EMS via Bank Transfer.
  • The ability to brand registration screens and email correspondence with the Event Logo.

Phase 4

Scouts EMS will allow payments to also be captured using Debit and Credit card, using Stripe as the payment processor, for both Grouped payments and individual payments.

The platform will allow for attendance (filterable) and medical (filterable) reports to be viewed by those that have the authority. Reports can be saved, so they can easily be accessed repeatedly by those that have the authority.


Phase 5

Scouts EMS will allow event organisers to specify how wristbands are to be used, with a few options:

(a) No wristbands required;
(b) Tyvek wristbands are to be used and can be colour-coded;
(c) Tyvek wristbands are to be used and can be colour-coded, with QR codes printed on these wristbands, allowing any individual to be scanned using any QR-enabled camera – for example, an iPhone – pulling up their Scouts EMS profile instantly;
(d) Fabric wristbands are to be used and can be colour-coded;
(e) Fabric wristbands are to be used and can be colour-coded, with QR codes printed on these wristbands, allowing any individual to be scanned using any QR-enabled camera – for example, an iPhone – pulling up their Scouts EMS profile instantly.


In the longer-term future, we will be introducing check-in and check-out functionality with wristbands, allowing individuals to check in/out of an event, or areas of an event easily.


If you’re running an event, and you’re looking for a platform to allow you to take bookings, manage data, and regulate those on-site digitally, you’ve come to the right place. It may be that our platform misses a key feature you need. We’re constantly developing, so are keen to understand anything that may be useful. Equally, if an event wants to use us, we’re happy to add fields and processes to their booking and management journeys – we’ve built the platform in a way allowing us to do this easily. If you have any queries, please do get in touch.