Attendee records and responsible data handling

Build useful attendee records, avoid unnecessary sensitive data, and prepare clean attendance and inventory workflows.

8 min readUpdated 8 September 2026

In short

Attendees are people your Project serves or tracks; they do not need user accounts. Record only data the Project genuinely needs and restrict the module accordingly.

On this page

Attendees are not Project members

An attendee is an operational record. A Project member is an authenticated Scoutzy user with a role and module scope.

  • Attendee: may appear in rosters, attendance, or inventory holder selection.
  • Project member: signs in and manages authorised Project data.
  • The same real person can be both, but the records serve different purposes.

Create consistent records

Consistent names and purposeful fields make search, reports, and handovers safer.

Step by step

  1. 1Agree on a naming convention.
  2. 2Enter only contact details needed for the programme.
  3. 3Check for an existing attendee before creating another.
  4. 4Correct records rather than adding near-duplicates.
  5. 5Review inactive or outdated records at a planned interval.

Minimise personal data

A convenient field is not automatically a necessary field. Collecting less data reduces both operational confusion and privacy risk.

  • Know why each contact or date is recorded.
  • Restrict Attendees access to people who need it.
  • Avoid health, identity, or safeguarding details in free-text fields.
  • Use your organisation's approved system for data Scoutzy is not designed to hold.

Maintain the roster

Roster quality is an ongoing workflow, especially before reporting or a new event period.

Step by step

  1. 1Resolve duplicates and obvious spelling issues.
  2. 2Confirm contact details through an authorised process.
  3. 3Remove access from users who no longer maintain the roster.
  4. 4Export or delete data only under your retention policy.
  5. 5Keep the module disabled when a pause is needed without access.

Put this into practice

Use this browser-only checklist during your next review.

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Common questions

Does an attendee receive an invitation?

No. Only authenticated Project or Team members receive account invitations.

Can Inventory work without Attendees?

Yes. An inventory holder can be a Project member or an external named person when the Attendees module is unavailable.

Continue learning

Attendance events, marking, and reportingPrepare event types, mark attendance consistently, and turn records into useful reports without creating calendar clutter.Data, privacy, exports, and deletionUnderstand what Scoutzy stores, minimise personal data, and make deliberate retention and deletion decisions.Inventory, lending, and returnsCreate a dependable equipment register, choose the right holder type, and keep lending history understandable.