For Scouts, Guides, cadets and youth groups
Built for groups where parents matter as much as members.
Scouts, Guides, cadets, church youth groups and any youth-focused organisation runs its parent-and-child accounts, meeting schedules, camp consent and parent comms on ClubHelix — with privacy built in.
Updated 10 Aug 2026
Why committees of youth groups come to us
The same problems show up in every committee meeting. ClubHelix is built to retire each one for good.
- Meeting cancellations going out via the leader's personal mobile.
- Camp consent forms returned as paper, then misplaced.
- No central record of which young people have which permission slips signed.
- Subs collected in cash with no parent record of payment.
- Parent communications via a social-media group not all parents are on.
What ClubHelix does for youth groups
The platform mapped onto the moments your year actually runs on.
Parent-and-child sign-up
Parents register first, then link one or more dependants — each dependant has their own profile, age group, consent record and medical-disclosure form. Stripe Connect for term subs.
Weekly meetings and programs
Recurring events for weekly meetings, district nights and activity blocks. Per-member ICS feed so parents see only the meetings their child attends.
Camps and events
Camps as paid events with capacity, age bands, dietary, medical and consent fields. Versioned digital waivers attach to the sign-up, with typed-name acceptances recorded permanently against each child. Conditional logic means a junior member doesn't see questions for an older section's activity.
Parent communications
Broadcast cancellations, camp reminders and parent updates from your own group@yoursite.org — with subscriber preference centre so parents only get notifications for their child's section.
Leader records and roles
Leaders are members with specific roles at each section, and their working-with-children checks and first-aid credentials are tracked with expiry reminders. Permissions and audit logs make it clear who has access to which child's details — critical for child-safe practice.
Fundraising and shop
Native ticketing for parent dinners and fundraisers. Club shop for uniform, badges and merchandise — with variants for size and stock tracking.
Youth-safety compliance
Group leaders need current working-with-children checks, current first aid, and signed consent for every youth participant. Compliance coverage reporting says who is missing what, by section, before camp rather than at the gate.
What is scout group management software?
Scout group management software is built around a fact most club systems miss: the member is a child, but the account holder is a parent. In ClubHelix, parents register first and link one or more dependants — each with their own profile, age group, consent record and medical-disclosure form — with term subs paid through the group's own Stripe Connect account. Weekly meetings run as recurring events, camps as paid events with capacity, age bands and dietary, medical and consent fields, and broadcasts reach parents from the group's own address rather than a leader's personal mobile. Whether you're a scout group, a guide unit, a cadet unit or a church youth group, youth group software has to earn parents' trust before it earns the committee's time.
Camps, consent and the end of paper permission slips
Permission slips become digital forms attached to a camp or event — completed online with medical and dietary fields, recorded against the child's profile instead of returned as paper and misplaced. Formal consent runs through versioned digital waivers: every typed-name acceptance is permanently tied to the exact wording the parent agreed to. Conditional logic keeps forms short — a junior member's parent never sees the questions meant for an older section's activity — and each parent's personalised calendar feed shows only the meetings and camps their own children attend.
Leaders, checks and who sees what
Leaders are members with roles at each section, and their working-with-children checks and first-aid credentials are tracked with expiry reminders in the accreditations register. Role-based permissions mean a section leader sees only their own section's members, and audit logs record every access to a child's record — exportable when a safeguarding review asks who saw what. If you operate above group level, a district or region sits one tier up, with cascading branding and reporting across its groups.
A youth group website parents actually check
Cancellations shouldn't depend on a social-media group not every parent is on. The public site — built with the page editor — carries the program, the news and joining information, while broadcasts from your own group address and a subscriber preference centre let parents follow just their child's section. Fundraiser and parent-dinner tickets sell natively, and the shop handles uniform, badges and merchandise with size variants and stock tracking. See the template gallery or the live demo for what families will see.
Free youth group management software to start
Groups start on the free plan and can stay there — it has no time limit. Paid plans, when a group wants them, carry a 14-day free trial, bill on a 28-day cycle and can be cancelled any time; the pricing page shows the tiers. Subs and event money settle to the group's own Stripe account — ClubHelix never holds funds, and the platform fee is never surcharged to families.
Moving a group — or a whole district
ClubHelix runs youth groups in Australia, New Zealand, the UK, the US, Canada, Ireland and South Africa. Bring the member list, set up next term's meetings, and let camp consent go digital at the next camp. Talk to us — especially for district-level rollouts — or start with the guide to running a youth group: programs, safeguarding, volunteers and the rhythm of the year.
Features in your plan
Every plan starts free and includes the whole platform below — browse all features or compare plans.
Canvas page editor
A no-code, drag-and-drop club website editor. Your page, exactly as it publishes — click a section to edit it, drag to reorder, add new ones right where you want them.
Self-registration
Club membership software that handles the joining for you: online registration and season sign-ups on your own branded site, with email verification and optional admin approval.
Events
A club events calendar with one-off and recurring events — and ticket sales built in, so you never send members off to an external ticketing site.
Forms & surveys
Build custom forms with conditional fields, and manage every response from one shared inbox.
Broadcasts
Send a message to everyone, a role, or a custom segment of members.
Donations
One-off and recurring donations with a fee-cover option, donor messages, and a ledger of their own.
Club shop
Run a club shop or team store: take uniform, kit and spirit wear orders online with variants, carts and order management — with GST handled properly on every sale.
Mobile app
A club app of your own — install-to-home-screen with your branding, push notifications and digital membership cards, no app store required.
Frequently asked questions
The questions youth group committees ask before signing up.
- Yes. A district or region sits one tier above groups, with cascading branding, a cross-group member directory and reporting on members and events.
- Permission slips are paid or unpaid forms attached to a camp or event. Parents complete them digitally, including medical and dietary fields, with a record kept against the child's profile. Formal waivers are versioned, with each typed-name acceptance permanently tied to the exact wording the parent agreed to.
- Yes. Role-based permissions mean a section leader sees only their section's members. Audit logs record every access to a child's record, with exportable history for safeguarding reviews.
- Yes — a parent's personalised ICS feed and event list include only the meetings and camps their linked dependants are in.
Does the platform support a "tier" above the group level — district or region?
How are permission slips handled?
Can we ensure only the right leaders see a child's details?
Does the parent only see their own children's events?
More clubs like yours
ClubHelix isn't a single-sport tool — browse other club types we support out of the box.
Bring your youth group online in under 30 minutes.
Start on the free plan, then take a 14-day free trial of paid features when you're ready — nothing to pay today, cancel any time before the trial ends.