Projects: structure, settings, and lifecycle

Use Projects as focused workspaces, keep ownership clear, and handle seasonal transitions safely.

8 min readUpdated 8 September 2026

In short

A Project is an independently owned workspace with optional modules, its own settings, and either direct or Team-managed access.

On this page

What belongs in one Project

Create a separate Project when the purpose, access roster, data retention decision, or operating period is meaningfully different.

  • Good boundaries: a camp, troop year, equipment store, course, or recurring programme.
  • Avoid one Project per tiny task; event types and filters handle smaller distinctions.
  • Avoid putting unrelated groups into one Project only to share an Owner.

Settings that deserve a review

Project settings bring together identity, access, modules, event types, exports, and deletion controls.

Step by step

  1. 1Keep the name and logo recognisable.
  2. 2Review module status before inviting people.
  3. 3Define event types with names that will still make sense in reports.
  4. 4Review members or open Team access.
  5. 5Confirm the Owner before a handover or long absence.

Seasonal and repeatable workflows

For a temporary pause, disable modules while retaining data. For a genuinely separate season with different access or retention needs, create a new Project.

  • Pause: retain data and re-enable the same module later.
  • New cycle: create a new Project and rebuild only what should carry forward.
  • Shared leaders: keep the Team, then attach the new Project.
  • Historic reporting: retain the old Project with Viewer-only access.

Ownership handover

Ownership carries irreversible powers, including permanent module-data deletion and Project deletion. Transfer it deliberately.

Step by step

  1. 1Make the future Owner a trusted project member.
  2. 2Review pending invitations and current Admins.
  3. 3Export data if your governance process requires a handover copy.
  4. 4Transfer ownership through access settings.
  5. 5Have the new Owner confirm settings and retention choices.

Put this into practice

Use this browser-only checklist during your next review.

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Common questions

Should each year be a new Project?

Only when access, retention, or reporting boundaries justify it. Otherwise keep the Project and use event dates and types.

Can a Team own a Project?

No. A user remains the Project Owner. The Team manages access for its members.

Continue learning

Getting started with ScoutzyCreate a focused project, choose modules, and give the right people access without rebuilding your setup later.Project modules and dependenciesChoose useful module combinations and understand exactly what enable, retain, disable, and delete mean.Teams and multi-project accessMaintain one roster across Projects, apply access in bulk, and handle joining, detaching, and exclusions safely.