Digital tool guide: Permits
Guide on how to apply for, renew, assess, approve and revoke activity permits
This page is under construction
What's this guide for: Apply for a permit, check my permits, renew my permit, assess permit applications, approve permit applications, revoke permits, and search permit holders.
Who can perform these tasks:
All volunteers (except Helpers and Trustees) can apply, check and renew permits and search permit holders.
Assessors can manage permit applications.
Lead Volunteers (except Group Lead Volunteers) and Permit Approvers can approve and revoke permits.
Tasks for all volunteers
What you need to do before this task: Sign in to scouts.org.uk
Step-by-step:
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
1. Click Programme support.
2. Under Programme support, click Permits.
3. Under Permits, click Permit search.
In the Permit search box:
4. Type the permit you’re looking for and click the Search permit activity button, or browse the all permit activities list.
5. Click the permit name.
6. Click the Apply button.
Under the section Add permit details:
7. Select Requestor. (If you’ve selected Someone you are a proxy for, select a member for Proxy from the dropdown menu).
8. Select Category, Type and Location from the dropdown menus.
Under the section Add health factors and restrictions:
9. Type any Health factors (relevant to the activity) and Any restrictions wanted into the text boxes.
Under the section Assessor:
10. Select internal or external assessor.
- If you’ve selected internal assessor: Select the assessor's name from the list.
- If you’ve selected external assessor: Under Add external assessor detail, type their First name, last name, Email address, Phone and Assessor qualification. Then, click the tick box to confirm the assessor meets the requirements.
Under the section Add qualification:
11. If you have any relevant activity specific qualifications, click on Add qualification and type the name of the qualification, the awarding body and date gained in the text boxes. You’ll be able to upload any supporting documents under the section Supporting documents.
Tip: If you have clicked on add qualification in error, click delete this qualification to continue.
Under the section Add experience:
12. Type a summary of your experience into the text box.
Under the section Supporting documents:
13. If you have supporting documents, click on Add document, type the attachment document description into the box and click the Browse button to upload the document.
Tip: If you have clicked on add document in error, click delete document to continue.
At the bottom of the page:
14. Click the Submit button or click the Save button to return to your application within 6 months.
A message will appear at the bottom of the page confirming that you have successfully submitted or saved your application.
If you’ve saved the application to finish it later, you’ll find your permit application by clicking on My in progress permits, under My permits.
If you no longer want to apply for this permit, click the Discard button to delete the application.
Please be mindful that it might take a few minutes for the digital tool to show your application on the My in progress permits, under My permits.
What you need to do before this task: Sign in to scouts.org.uk [LINK]
Step-by-step:
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
1. Click Programme support.
2. Under Programme support, click Permits.
3. Under Permits, click My active permits (if your permit request hasn’t been approved yet, click My in progress permits instead).
4. Click the permit name to check your permit’s details.
What you need to do before this task: Sign in to scouts.org.uk [LINK]
Step-by-step:
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
1. Click Programme support.
2. Under Programme support, click Permits.
3. Under Permits, click My permits.
4. Under My permits, click My active permits.
On the My active permits list:
5. Click the permit name.
On the permit details page:
6. At the bottom of the page, click on the Renew button.
On the Renew permit page:
Under the section Add permit details:
7. Select Requestor. (If you’ve selected Someone you are a proxy for, select a member for Proxy from the dropdown menu).
8. Select Category, Type and Location from the dropdown menus.
Under the section Add health factors and restrictions:
9. Type any Health factors (relevant to the activity) and Any restrictions wanted into the text boxes.
Under the assessor section:
10. Select internal or external assessor.
- If you’ve selected internal assessor: Select the assessor's name from the list.
- If you’ve selected external assessor: Under Add external assessor detail type their First name, last name, Email address, Phone and Assessor qualification. Then, click the tick box to confirm the assessor meets the requirements.
Under the section Add qualification:
11. If you have any relevant activity specific qualifications, click on Add qualification and type the name of the qualification, the awarding body and date gained in the text boxes. You’ll be able to upload any supporting documents under the section Supporting documents.
Tip: If you have clicked on add qualification in error, click delete this qualification to continue.
Under the section Add experience:
12. Type a summary of your experience into the text box.
Under the section Supporting documents:
13. If you have supporting documents, click on Add document, type the attachment document description into the box and click the Browse button to upload the document.
Tip: If you have clicked on add document in error, click delete document to continue.
At the bottom of the page:
14. Click the Submit button or click the Save button to return to your application within 6 months.
A message will appear at the bottom of the page confirming that you have successfully submitted or saved your application.
If you’ve saved the application to finish it later, you’ll find your permit application by clicking on My in progress permits, under My permits.
If you no longer want to apply for this permit, click the Discard button to delete the application.
Please be mindful that it might take a few minutes for the digital tool to show your application on the My in progress permits, under My permits.
What you need to do before this task: Sign in to scouts.org.uk [LINK]
Step-by-step:
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
1. Click Programme support.
2. Under Programme support, click Permits.
3. Under Permits, click Permit search.
In the Permit search box:
4. Type the permit you’re looking for and click the search Permit activity button, or browse the all permit activities list.
On the permits list:
5. Click the permit name.
On the Activity details page:
6. Click the View permit holder button.
Tasks for Assessors
What you need to do before this task: Sign in to scouts.org.uk
Step-by-step:
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
1. Click Programme support.
2. Under Programme support, click Permits.
3. Under Permits, click Manage permit applications.
On the Manage permit applications list:
4. Click the permit name.
On the permit application page:
5. At the bottom of the page, click the Accept and start permit application process button, or click the Reject button, or the Re-assign Assessor button.
Option 1 - If you’ve accepted the permit request:
Under the Stages section:
1. Click the Technical competence accordion
2. Click the Start technical competence assessment button.
3. Click on the Record technical assessment button or click the Schedule assessment button.
- If you’ve clicked the Record technical assessment button, select one or more Technical assessment restriction types from the dropdown menu, type the Technical assessment details into the text box, select the tick box confirming you have uploaded the permit assessment checklist or it is already attached to this, and click the Submit and mark as complete button.
- If you’ve clicked the Schedule assessment button, click the Add new action accordion, type the Subject into the text box, select the type from the dropdown menu, type the due date / scheduled date and notes into the text boxes, and click the Save changes button. Once you’ve assessed the member, click the Mark as Complete button.
4. Click the Scouts rule knowledge accordion.
5. Select the tick box confirming that the applicant is aware of the general and activity specific Scout Association rules for the activity and how these affect them.
6. Click the Submit and mark as complete button.
The next steps to approve the permit (the sections Safe Scouting, Personal suitability and Granting) must be completed by a Lead Volunteer or Permit Approver.
Please be mindful that it might take a few minutes for the digital tool to update the permit application and to notify the Lead Volunteer or Permit Approver.
Option 2 - If you’ve rejected the permit request:
1. Select Reason from the dropdown menu.
2. Type Comments into the text box.
3. Click the Submit and reject button.
Option 3 - If you’ve Re-assigned the permit request:
1. Select an assessor from the list.
2. Select a reason from the dropdown menu.
3. Type your comments into the text box.
4. Click the Submit and re-assign button.
Tasks for Lead Volunteers
What you need to do before this task: Sign in to scouts.org.uk [LINK]
Step-by-step:
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
1. Click Programme support.
2. Under Programme support, click Permits.
3. Under Permits, click Manage permit applications.
On the Manage permit applications list:
4. Click the permit name.
On the permit application page:
Under the Stages section:
5. Click the Safe scouting accordion.
6. Click the Start safeguarding safety button.
7. Select the three tick boxes confirming that the applicant holds a valid disclosure and current safety and safeguarding training .
8. Click the Submit and mark as complete button.
9. Click the Personal suitability accordion.
10. Click the Start personal suitability button.
11. Select one or more Personal suitability restriction type from the dropdown menu and type Personal suitability details into the text box.
12. Click the Submit and mark as complete button.
13. Click the Granting accordion.
14. Click the Start granting button.
15. Select one or more Permit restriction type from the dropdown menu, type the Date of expiry and Permit restriction details into the text boxes.
16. Select the tick box confirming that in granting this permit I have transferred any restriction recommendations from the technical assessment and confirm that these restrictions have been clearly communicated to the applicant.
17. Click the Grant permit button.
The member who applied for the permit will receive a notification confirming their permit application was approved.
Please be mindful that it might take a few minutes for the digital tool to update the permit application and to notify the member.
What you need to do before this task: Sign in to scouts.org.uk [LINK]
Step-by-step:
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
1. Click Teams.
2. Under Teams, click View my team(s).
On the My teams list:
3. Click the Team name.
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
4. Under your team’s name, click Permits.
On the team’s permits list:
5. Click the permit activity.
On the permit details page:
6. At the bottom of the page, click the Revoke button.
On the revoke permit page:
7. Type the Revocation reason into the text box.
8. Click the Submit button.
Understand the permit scheme
Read the activity permit scheme to understand what activities require a permit and who can apply for a permit.
Discover activity permit schemeFirst steps in scouts.org.uk guide
Get an overview of the membership tool and learn how to sign in and change your password.
Read first steps in scouts.org.uk guideDigital tool guides
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Discover digital tool guidesAdditional support
The Scouts Information Centre can help you with any questions you might have and give you additional support.
Contact the Information Centre