Add new members and manage roles
Guides and training clips on how to add a new member, assign and end a role.
Quick links
Guide last reviewed: February 2026
Add a new member
Who can complete this task: Team Leaders, Lead Volunteers, Leadership Team Members, Chairs, Recruiters and Locally Employed Staff - Leadership Support.
To watch in full screen, double click the video
Start by signing in to scouts.org.uk.
On your welcome page:
1. Click ‘My membership’.
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
2. Click 'Teams'.
3. Click 'My units'.
On the 'My units' page:
4. Click 'Select' under 'Actions'.
5. Click 'Add member' from the dropdown menu.
On the 'Add member' page:
6. Type the member's 'First name', 'Surname', 'Date of birth', 'Postcode' and Email' into the boxes.
If the member was part of Scouts in the past and you know their membership number, switch the toggle button 'Scouts member' to 'Yes', and type their membership number into the box.
7. Click 'Search'.
The next steps depend on the search result.
If there aren’t matches, or if the options don’t match the member:
8. Click 'Add new member'.
9. Type 'Country of residence' into the box.
If the country of residence isn't the UK, select 'Yes' or 'No' to confirm if the member was a resident in the UK at any time since their 10th birthday.
10. Tick the acknowledgement box.
11. Click 'Add member and assign role'.
On the 'Assign new role' page:
12. Type the 'County', 'District', 'Group' and 'Section' into the boxes.
If you're adding a 'Non Member Needs Disclosure' role, leave the 'Section' box blank.
13. Select a 'Team' and 'Role' from the dropdown menus.
14. Type a 'Start date' into the box.
If you're adding a member who's under 18, and you only want to complete their criminal record check, you should add them with the role 'Non Member Needs Disclosure', and the start date should be before their 18th birthday.
This allows you to request their disclosure, and removes their learning requirements. If you add them them into a team role, this will start their joining journey requirements from the date you add them to 'My Membership'.
15. Click 'Assign role'.
What happens next: The new volunteer receives an email welcoming them to Scouts and inviting them to log in to scouts.org.uk.
If there’s a match for your search that corresponds with the member:
8. Select the member from the list.
9. Click 'Assign role'.
On the 'Assign new role' page:
10. Type the 'County', 'District', 'Group' and 'Section' into the boxes.
If you're adding a 'Non Member Needs Disclosure' role, leave the 'Section' box blank.
11. Select a 'Team' and 'Role' from the dropdown menus.
12. Type a 'Start date' into the box.
13. Click 'Assign role'.
If you're adding a member who's under 18, and you only want to complete their criminal record check, you should add them with the role 'Non Member Needs Disclosure', and the start date should be the date you add them to My Membership (before their 18th birthday).
This allows you to request their disclosure, and removes their learning requirements. If you add them into a team role, this will start their joining journey requirements from the date you add them to 'My Membership'.
If you made an error on the member's profile (for example, the name is misspelt or date of birth is incorrect), please contact the Support Centre. They can quickly correct the information.
This is a better option than creating a new profile.
The member can also request date of birth and name changes directly through My Membership. You can share the guide on how to edit personal details with them.
If you're adding a 'Non Member Needs Disclosure' role, leave the 'Section' box blank on the 'Assign new role' page.
Start by signing in to scouts.org.uk.
On your welcome page:
1. Click ‘My membership’.
On the top right (if you’re using a phone, click the menu button on the top right):
2. Click 'Search member'.
On the 'Member search' page:
3. Type the member’s name into the search box.
You can also search a member by their membership number, unit, email, team, role and accreditation. You'll need to select the 'Filter by' option from the dropdown menu.
4. Click 'Search'.
Assign a role to an existing member
Who can complete this task: Team Leaders, Lead Volunteers, Leadership Team Members, Chairs, Recruiters and Locally Employed Staff - Leadership Support.
To watch in full screen, double click the video
Start by signing in to scouts.org.uk.
On your welcome page:
1. Click ‘My membership’.
On the top right (if you’re using a phone, click the menu button on the top right):
2. Click 'Search member'.
On the 'Member search' page:
3. Type the member’s name into the search box.
You can also search a member by their membership number, unit, email, team, role and accreditation. You'll need to select the 'Filter by' option from the dropdown menu.
4. Click 'Search'.
5. Click 'Select', under 'Actions'.
6. Click 'Assign role' from the dropdown menu.
On the 'Assign new role' page:
7. Type the 'County', 'District', 'Group' and 'Section' into the boxes.
If you're adding a 'Non Member Needs Disclosure' role, leave the 'Section' box blank.
8. Select a 'Team' and 'Role' from the dropdown menus.
9. Type a 'Start date' into the box.
10. Click 'Assign role'.
Follow the 'add new member' instructions to give a role to a member who is outside of your hierarchy, for example if they're in another District or County.
End a role
Who can complete this task: Team Leaders, Lead Volunteers, Leadership Team Members, Chairs, Locally Employed Staff - Leadership Support and Managers of the Activity Permit Scheme.
Start by signing in to scouts.org.uk.
On your welcome page:
1. Click ‘My membership’.
On the top right (if you’re using a phone, click the menu button on the top right):
2. Click 'Search member'.
On the 'Member search' page:
3. Type the member’s name into the search box.
You can also search a member by their membership number, unit, email, team, role and accreditation. You'll need to select the 'Filter by' option from the dropdown menu.
4. Click 'Search'.
4. Click the member’s name.
On the left-hand side menu, under the member's name (if you’re using a phone, click the menu button on the top right and click on the member’s name):
5. Click 'Roles'.
On the member's current roles page:
6. Click 'Select' under 'Actions'
7. Click 'End role' from the dropdown menu.
On the 'End role' page:
8. Select the 'Source of leaving' and 'Detailed reason for leaving' from the dropdown menus.
9. Type your comments into the box.
10. Select 'Effective End Date'.
9. Click 'Submit request'.
If the member is deceased, contact the support centre, instead of closing their role. They'll update the profile and prevent emails being sent.
What happens next: The volunteer receives an email informing their role ended.
View Role Approval Audit
Who can complete this task: Team Leaders (except Section Team members), Lead Volunteers and Chairs.
To watch in full screen, double click the video
Start by signing in to scouts.org.uk.
On your welcome page:
1. Click ‘My membership’.
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
2. Click ‘Teams’.
3. Click ‘My Teams’
On the ‘My teams’ page:
4. Click the team that the member is in.
5. Click on the member’s name.
On the left-hand side menu, (if you’re using a phone, click the menu button on the top right and click on the member’s name):
6. Click ‘Role’.
On the ‘Current roles’ page:
7. Click the 'Role’ with a Provisional status.
On the ‘Approval audit’ page:
8. The boxes show the status of each action.
To watch in full screen, double click the video
Start by signing in to scouts.org.uk.
On your welcome page:
1. Click ‘My membership’.
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
2. Click ‘My Profile’.
3. Click ‘Roles and accreditations’
4. Click 'My Roles'
On the ‘Current roles’ page:
5. Click 'Role', which has a Provisional status.
5. Click on the member’s name.
On the ‘Approval audit’ page:
8. The boxes show the status of each action.
Start by signing in to scouts.org.uk.
On your welcome page:
1. Click ‘My membership’.
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
2. Click ‘Teams’
3. Click ‘My teams’
On the ‘My teams’ page:
4. Click the 'team', that the member is in.
5. Click on the member’s name.
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
6. Click 'Role'
On the ‘Current roles’ page:
7. Click Trustee role
On the 'Approval Audit' page:
8. Click 'Record trustee action'
9. Select 'Member meets all the requirements of a trustee' from the dropdown menu.
10. Click 'Submit'