Preparing your Group for data migration
Discover the tasks every Group needs to complete, to make sure that their data is ready to migrate
Support each volunteer to make the updates listed in the What every volunteer needs to do section
Update each volunteer’s recorded roles
Line managers should make sure that each volunteer’s current roles are accurately recorded on Compass.
Close roles which are no longer active, including inactive Scout Active Support Member roles.
Add roles that are not recorded (for example, if a member is working with both Beavers and Cubs, they should have a role with each section).
This also applies to volunteers with multiple variants on a role. For example, if a leader has one Section Assistant role showing as Section Assistant – Beavers, Cubs, please make sure the leader has two Section Assistant roles (one in Beavers and one in Cubs).
Make sure every appointed or co-opted member of the Trustee Board is recorded on Compass. Note - Ex officio Trustee roles (Group Lead Volunteers) should not be recorded separately as a Trustee.
Check the ‘additional actions’ section to see if any of the required actions listed there apply
Close Group Occasional Helper (OH)/PVG-only rules that are no longer required
Although not a vital task prior to migration, it will be helpful for each Group to close Occasional Helper / PVG-only roles that are no longer active
This is particularly important where the Occasional Helper is a duplicate for a volunteer who currently has a role that requires a criminal record check.
Updating Section organisation records
Group Lead Volunteers can update section organisation records for Squirrels, Beavers, Cubs and Scouts Sections.
All fields in the Compass section organisation record can be updated, but particularly complete, or update, these fields:
- Section name & type
- Meeting place and correspondence addresses
- Primary contact phone number
- Volunteer email address to drive the group finder system
- Scouting enquiries email address to drive the group finder system
Additional Actions:
Several volunteers have Section roles at the wrong level. For example, Assistant Section Leader/Section Leader roles held at Group, District or County level rather than in a specific section such as Squirrels, Beavers, Cubs, Scouts or Explorers.
These roles will not have a place to migrate to in the new system. Any roles which need to migrate must be moved to the section(s) the volunteer is carrying out the role in – roles which don’t need to migrate should be closed.
For example, a District Section Leader - Explorer Scouts held at District level but not a member of a District Section will not migrate across, but a District Section Leader - Explorer Scouts held at District Section level will migrate across to the right section into the Section Team Leader role.
Several volunteers have roles in Sections which aren’t Section roles. For example, Scout Active Support Member in a Section, or a Unit Leader role at County level.
These roles will not have a place to migrate to in the new system. Any roles which need to migrate must be moved to the appropriate location. For example, Scout Active Support Members moved to Group, District or County level and Unit Leader roles moved to the appropriate Explorer Section.
Preparing your record for data migration
Find out what tasks every volunteer need to complete, to make sure that their data is ready to migrate
Open the tasks for every volunteerPreparing your District or County for data migration
Find out what tasks all Districts and Counties need to complete, to make sure their data is ready for migration
Open the tasks for Districts and Counties