Nights Away
Guide and training clips on how to apply for Nights Away events and how to approve Nights Away requests
Quick links
Guide last reviewed: May 2025
On this page you'll find:
- Apply for Nights Away
- Check my Nights Away applications
- Resubmit a declined Nights Away application
- Update an approved Nights Away application
- Cancel a Nights Away application
- Check my attended Nights Away events
- Approve or reject Nights Away applications
- Check a Nights Away application for an in progress or past event
- Check approved Nights Away requests
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 ‘Programme support’.
On the ‘Apply for nights away’ page:
3. Click ‘Event Information’ to view the form.
Under the ‘Event Information’ section:
4. Select the ‘Type of Event’ from the dropdown menu.
5. Select a ‘Hierarchy Level’ from the dropdown menu.
6. Select ‘Yes’ or ‘No’ for using an Event Passport.
7. Type the ‘Start Date’ and ‘End Date’ into the boxes.
8. Type the ‘Approximate Number of Attendees’ into the boxes.
9. Type the ‘Venue Details’ into the boxes.
10. Click ‘Event Leadership Information’ to continue filling in the form or click ‘Save’ to continue the application later.
Under the ‘Event Leadership Information’ section:
11. Select ‘Yes’ or ‘No’ for the Permit Holder.
If you’ve selected ‘No’, type the ‘Permit Holder Name’ into the box and select it from the dropdown menu.
12. Type the 'Names of Adults Attending’ into the box and select them from the dropdown list.
If you cannot see the names that you want to add in the drop down menu, you’ll need to ask them to check and edit their privacy and visibility settings, so that you can select their names.
13. Type the ‘Activities’ into the box.
14. Click ‘Planning and Approvals’ to continue filling in the form or click ‘Save’ to continue the application later.
Under the ‘Planning and Approvals’ section:
15. Type the ‘In Touch Details’ into the box.
16. Tick the boxes to confirm you agree with the ‘Risk Assessment’ statements.
17. Click ‘Browse’, select your document and click ‘Open’ to attach your Risk Assessment.
18. Click ‘Add document’ to include a supporting document. Then, type the ‘Attachment description’ into the box, click ‘Browse’, select your document and click ‘Open’ to attach your supporting document.
19. Tick the box to confirm the ‘Contingency Plans’.
20. Tick the box to confirm your Lead Volunteer is aware of the event.
21. Click ‘Submit’.
To finish the application at another time, Click 'Save'. You'll need to re upload any attachments when you return to complete the application.
A message will appear at the bottom of the page confirming you've successfully submitted your Nights Away application.
What happens next: A volunteer with the Nights Away Approver accreditation will receive your application. Your District or County Lead Volunteer can also approve your Nights Away application.
You'll receive a notification when your application is approved or rejected.
If you cannot see the names of the adults that you want to add in the dropdown list, you’ll need to ask them to check and edit their privacy and visibility settings, so that you can select their names.
If there's an error message when submitting the application, check if the venue name is 50 characters or less, then re-submit the application.
If you're returning to a saved application, you'll need to re-upload any attachments.
Under the 'Planning and Approvals' section
1. Click ‘Add document’
2. Type the ‘Attachment description’ into the box.
3. Click ‘Browse’ and select your document
4. Click ‘Open’ to attach your supporting document.
Check my Nights Away applications
Who can complete this task: All volunteers (except Trustee Board members)
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 ‘Programme support’.
3. Click ‘Nights away notifications’.
4. Click ‘My nights away applications’.
Resubmit a declined Nights Away application
Who can complete this task: All volunteers (except Trustee Board members)
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 ‘Programme support’.
3. Click ‘Nights away notifications’.
4. Click ‘My nights away applications’.
On the ‘My nights away applications’ page:
5. Click the application from the list.
On the ‘Nights away request’ page:
6. Click ‘Event Information’ to view and edit any information, if needed.
7. Click ‘Event Leadership Information’ to view and edit any information, if needed.
8. Click ‘Planning and Approvals’ to view and edit any information, if needed.
9. Click ‘Approver Comments’ to view the information.
10. Click ‘Submit’.
A message will appear at the bottom of the page confirming you've successfully submitted the Nights Away request.
What happens next: A volunteer with the Nights Away Approver accreditation will receive your application. Your District or County Lead Volunteer can also approve your Nights Away application.
You'll receive a notification when your application is approved or rejected.
Update an approved Nights Away application
Who can complete this task: All volunteers (except Trustee Board members)
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 ‘Programme support’.
3. Click ‘Nights away notifications’.
4. Click ‘My nights away applications’.
On the ‘My nights away applications’ page:
5. Click the application from the list.
On the ‘Nights away request’ page:
6. Click ‘Event Information’ to view and edit any information, if needed.
7. Click ‘Event Leadership Information’ view and edit any information, if needed.
8. Click ‘Planning and Approvals’ view and edit any information, if needed.
9. Click ‘Approver Comments’ to view the information.
10. Click ‘Submit’.
A message will appear at the bottom of the page confirming you've successfully submitted the Nights Away request.
Cancel a Nights Away application
Who can complete this task: All volunteers (except Trustee Board members)
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 ‘Programme support’.
3. Click ‘Nights away notifications’.
4. Click ‘My nights away applications’.
On the ‘My nights away applications’ page:
5. Click the application from the list.
On the ‘Nights away request’ page:
6. Click ‘Cancel event’ at the bottom of the page.
A message will appear at the bottom of the page confirming you've successfully cancelled the Nights Away request.
Check my attended Nights Away events
Who can complete this task: All volunteers (except Trustee Board members)
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 ‘Programme support’.
3. Click ‘Nights away notifications’.
4. Click ‘My nights away’.
Approve or reject Nights Away applications
Who can complete this task:
All Lead Volunteers (except Group Lead Volunteers) and Nights Away Approvers
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 ‘Programme support’.
3. Click ‘Nights away notifications’.
4. Click ‘My nights away approvals’.
On the ‘Nights away approvals’ page:
5. Click the application from the list.
On the ‘Nights away request’ page:
6. Click ‘Event Information’ to view and edit any information, if needed.
7. Click ‘Event Leadership Information’ to view and edit any information, if needed.
8. Click ‘Attendee Compliance Status’ to check for Disclosure and Learning compliance and Nights Away permits.
Note: Please manually check the compliance requirements for volunteers marked as 'N/A'. We're experiencing issues where some volunteers with learning requirements are incorrectly marked as 'N/A'.
9. Click ‘Planning and Approvals’ to view and edit any information, if needed.
10. Click ‘Approver Comments’ and type your comments into the box.
11. Click ‘Approve’ or ‘Reject’.
A message will appear at the bottom of the page confirming you've successfully approved or rejected the Nights Away request.
What happens next: My membership notifies the volunteer when the application has been approved or rejected.
We're experiencing some issues where the Nights Away application doesn't show the Event Leaders details when the application isn't submitted by the Permit Holder.
This issue is being investigated. The interim solutions are:
- The Event Leader should add themselves as attending the Nights Away.
- The Nights Away Approver or Lead Volunteer needs to manually check the compliance information for the Event Leader.
Check a Nights Away application for an in progress or past event
Who can complete this task: Lead Volunteers and Nights Away Approvers
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’.
On the left-hand side menu, under 'Teams' (if you’re using a phone, click the menu button on the top right):
3. Click ‘View all units'.
On the 'View all units' page:
4. Click the unit's name from the list.
On the left-hand side menu, under the unit's name (if you’re using a phone, click the menu button on the top right):
5. Click 'Nights Away Applications'.
Check approved Nights Away requests
Who can complete this task: Lead Volunteers and Nights Away Approvers
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 name of the member who submitted the Nights Away application.
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 the member’s name
On the left-hand side menu, under the member search (if you’re using a phone, click the menu button on the top right):
6. Click ‘Nights Away’ to view details of submitted Nights Away requests.