Unit meeting recording tool: your frequently asked questions

What is the unit meeting recording tool?

It's a new digital tool where unit meeting organisers can register attendance at unit meetings, and record girls’ progress on unit meeting activities (UMAs) and skills builders. The tool sychronises to GO, so you only need to record the programme activities once.

Is it an app or a website?

Currently it’s a website, but we’ll be looking at potentially developing it into an app at a later stage.

Do I have to use it?

No. You don’t have to use the tool if you don’t want to, but we’re really interested in finding out how we can improve the tool to make it better for you and your girls.

How will I learn how to use it?

You’ll learn how to use the tool as you go along. We’re developing some support resources and videos to help you.

I don’t want to give up my current manual register or recording system. Does this mean I'll have to record everything twice?

If you're using both the unit meeting recording tool and the system that you already use, then yes, you'll record everything twice. We recommend you giving the unit meeting recording tool a try to see how you get on. If you don't like it, you can carry on using the system you're using already.

Why should I use this tool?  What makes it better than what I currently do? How will it help me?

We’ve developed this tool because we learned from our research that leaders wanted a way to record unit meetings. This is our first step in improving the systems that you use in Girlguiding. Over time we’ll be adding more features and testing each part with volunteers as we go. We hope that as we improve the systems and processes that we all use in Girlguiding, you’ll save time on admin and enjoy more quality time with the girls in your unit.

Will it reduce my general admin that I have to do at home?

Over time, we want to develop a system that will help you to do unit admin quickly and easily. The unit leadership team will have access to the unit meeting recording tool, so you’ll be able to share the workload with them.

Will using this take me away from the parents, girls and young members?

No. At most, it’ll take the same effort as using a paper system or spreadsheet. Our goal in building this tool is to make admin and recording easier and faster, so you'll have more time to spend on the parts of guiding you enjoy.

What device can we use to access this?  Do we have to buy one?

You can use phones, laptops, or tablets with internet access. This includes phone data, 4G and 5G. The tool will work on any device, so you won't need to buy one specially.

What information can I record in the tool?

At the moment the only data kept in the tool is: names, unit, role, attendance, and activities that you record.

How much information do I have to fill in?

You don’t need to complete too much information. You’ll need to add the meeting date, any guests, and any activities you do.

Will the tool pull through current information about each girl, like previous UMAs and skills builders they’ve done?

No, the system will not pull through current UMAs and skills builders.

How long will it take me to set up meetings beforehand?

If you’re creating a new meeting, it shouldn’t take too long. The more you use the tool, the more you’ll get used to it, and the process will get faster.

Do I have to put the planning details in before the meeting?

You can if you like, but if you haven't got time, you can complete this in the unit meeting.

How long will it take for me to do a register?

No longer than it takes to use a paper system or spreadsheet – hopefully even faster once you've got used to the tool!

Can I print/export/do fancy IT things with the meeting recording tool?

We’re working on a way for people to print the report page. However, you won’t be able to download the data. These are features we are looking to introduce in the future.

Is there a way to duplicate meetings?

No. You won't be able to duplicate meetings. At the moment, you'll need to set up a new meeting each time. This is a feature we want to add in the future.

Can I set up my weekly unit meeting as a recurring meeting?

No, not at the moment, but this is something we want to add in the future. You'll need to add each unit meeting individually.

Do I have to use the sign out function?

No, you don’t have to use this. We added it because it could be helpful if you needed to evacuate the building and someone left early. It could also be helpful if you’re at an event and someone leaves early. It’s up to you whether you want to use this function.

Can I add members who aren’t on the register, or who are on the waiting list, that have come for a visit or their first meeting?

No, not at the moment. We’re working on a solution that will allow you to add girls or adult guests, so you can add members who are visiting the unit meeting.

Can I mark a girl as having left early?

Yes, you can mark an individual girl as left if they leave the meeting early. You can still mark all attendees as left at the end of the meeting.

Once I’ve pressed submit, can I make changes?

You’ll need to follow the current process. That means depending on the changes you want to make, you will either have to login to GO or contact membership systems.

Can I pre-select girls and adults who won’t be attending?

No, not at the moment, but this is something we could add in the future.

If I have a commissioner as a guest, will the tool have this person in the system?

At the moment no, but this is something we want to do in the future.

When a girl moves unit, how much of her information will transfer to the next unit?

If the information from the unit meeting recording tool has been submitted to GO, it should appear in the next unit leader’s account.

Is there a way to backdate attendance? We don't add girls as members on GO until first subs are paid.

Once you’ve submitted the unit meeting, you can’t make changes. You’ll be able to change girls’ start dates on GO but not backdate attendance as that isn’t recorded on GO.

Do I need to track activity information in GO as well as in the recording tool?

You only need to add the activity in the unit meeting recording tool. Once you've pressed the complete button, it'll synchronise to GO, so you don't need to update GO.

Will I have to keep switching from this to GO and logging in each time?

As long as you’re in the same web browser, you’ll be able to switch between the unit meeting recording tool and GO. It uses the same login and password. You’ll be able to use it in the same way that you use GO and the learning platform.

Do I need to keep an eye on GO as well as the unit meeting recording tool?

While the unit meeting recording tool is in pilot mode, you’ll need to use GO as well as the tool. However, the tool will update GO automatically, which will hopefully save you some time.

If I use this tool to plan my term, can I export the list of meetings to consult without having to log into GO?

At the moment you can't export the list of meetings, but if you log in to the tool you can see all the meetings created in your dashboard.

Is there a specific time when the unit meeting recording will be down and unavailable for updates, like GO?

At the moment no downtime is needed to update the system. If we need to make the system unavailable for a period, we’ll email you to let you know.

When the tool feeds information to GO, will there be a new area to see registers (if needed), or is the purpose for programme recording?

There’s no separate area for registering attendance in GO. You’ll see the updated information in the usual place.

In GO you can associate the unit meeting activity to the unit, as well as individual girls. This is useful for programme planning and recycling activities after 4 years. Will this still happen in GO when using this tool?

Yes, GO will work in the same way when using the tool.

What happens if I make a mistake?

Don’t worry - you’ll be able to change it. For example, if you marked someone as present on the register, but they didn’t turn up, just mark them as left. If you’ve logged them as completing an activity, you can remove it. However, you’ll need to remove the activity from GO as well.

What happens if I forget to add something during the meeting? Can I add it in afterwards?

Yes. You can make changes any time until you press the complete button on the final page.

Who can I ask if I have problems using the tool?

For those involved in the pilot, we'll have a specific team for you to contact. We’ll use any feedback we receive to help us improve the tool and make sure it’s working for volunteers.

If there’s a bug in the tool, will a bug report be sent so I know it's the system and not me doing something wrong?

We’ll tell you of any known bugs we’re currently working on when you get access to the system. We will not send a full report to users.

Is the tool linked to me or my unit?

It’s linked to you and your leadership team. When you log in to the tool you should be able to access all the units you’re part of. Only leaders, leaders in training, unit helpers and unit administrators will have access.

Can district or division leaders use this for events with multiple units, so they can record attendance and mark activities as being done?

Not at the moment. Right now we’re focusing on recording the unit meeting, but we’re planning to find a solution that will make event planning and participation easier at unit and national levels.

Can unit helpers and assistant leaders use the meeting recording tool, as well as leaders?

Yes. Even though unit helpers don’t have full access to GO, they’ll be able to use it because it’s only girls’ names that are being pulled through into the unit meeting recording tool. This will make it easy for leaders to share the workload with them.

Since I’m the person with access to the tool, what happens if I miss a unit meeting?

No problem - you'll be able to record it later. Remember, unit leaders, assistant leaders, leaders in training and unit helpers can also have access to the tool, so they can cover for you while you’re away.

Will parents be able to access the tool? How can I get parent helpers involved in this?

At the moment, parents will not have access to the tool unless they are a part of the leadership team. In the future, we may look at allowing parents to access the tool.

How much of this can my commissioner see and help with?

Commissioners won’t be able to see your unit’s record, because they don’t have access to the unit meeting recording tool. We’re working to create a commissioner view.

Can we have multiple leaders logged in at same time to update the activities their unit is doing?

At the moment, only 1 person can log into the unit meeting recording tool to complete the register and log activities. However, we’re working on an idea that will allow multiple people to complete the register and log activities at the same time.

Can I give young leaders access to use this tool?

At the moment no, young leaders can’t use the unit meeting recording tool. You’re not able to share a device with them that you’re logged into, because this would go against Girlguiding’s managing information policy. However, we’ll be looking at how different people will be able to complete the register on different devices.

Can patrol leaders update this and plan their own activities? Can I give it to patrol leaders to take the register?

No. Unfortunately, girls won't be able to access the unit meeting recording tool to plan or take the register. It's for adult leaders only. However, there is nothing to stop them planning their own activities, with the leader or unit helper recording them on the tool. If patrol leaders are keeping their own records of who’s attending in their patrol, they can still carry on doing this.

Can we see who has viewed or edited the register or records?

No. This isn't an option on the unit recording tool, so you won't be able to see who has viewed or edited the records. This may be something that we can consider for the future.

When will I do this in my unit meeting when things are so hectic?

You should be able to use the unit meeting recording tool instead of taking a manual register, or alongside it, so it won’t take any more time than what you do now. You also don’t have to add activities during the meeting – you can add them after the meeting, if that’s easier for you.

Do I have to fill this in at the meeting, or can I update it later?

You can complete it at the meeting or at a later date. It's up to you! However, it may make things a little easier for you if you fill it in during the meeting. That way you won't have more work to do afterwards.

Can I add activities after the meeting has happened?

Yes, you can add activities after the meeting has ended, as long as you haven’t submitted the meeting.

How long after the meeting do I have to update the information?

There's no time limit to when you update the information. You can do it at a time that works for you.

Can I plan activities for a whole term in advance, then use that plan when that week comes?

Yes. You can create multiple meetings ahead of time to help with your planning. You can also edit them as and when you need to, until you submit the meeting in the tool. If you’re creating a meeting in advance, you should be able to quickly create a new one from the summary page of the meeting you’ve just created.

What information is available in this tool?

At the moment the data kept in the tool is: names, unit, role, attendance, and activities that you record. Activities will be transferred into GO automatically when you have recorded them in the tool.

Can I see the waiting list?

No. This isn't part of the unit recording tool.

Will it help to remind me of members’ additional needs or allergies?

The tool hasn't doesn’t currently record this, but this is something we can review for the future.

Can I record equipment I might need at the unit meeting?

Yes, you can add notes in the free text box to help you remember equipment you may need, or any other notes you want to add.

Can I record who has paid subs?

At the moment no, but this is something we might add in the future.

Can I record if girls have made their Girlguiding Promise in the meeting, or will I still need to record this separately?

At the moment no, but this is something we could add in the future.

Can I see parents' contact details?

At the moment no, but this is something we might add in the future.

Can I record who has given a consent form? Can consent forms be completed in the tool?

At the moment no, but this is something we might add in the future.

Can I see who is signed up to a trip?

At the moment no, but this is something we might add in the future.

Will this help me recruit new leaders?

No. The unit meeting recording tool hasn't been developed to support the recruitment of new leaders. You may want to check out the recruitment pages on the website for help with this.

How do I add non-programme activities?

Just enter them into the additional information space and they'll be recorded.

Will this include recording for interest badges (done either at the meeting or at home)?

At the moment no, but this is something we might add in the future.

Will this tell me if any girls are missing specific things to complete awards?

At the moment no, but this is something we might add in the future.

Will this tell me when I need to give out a badge?

At the moment no, but this is something we might add in the future.

Can I see the UMA card so I can see what equipment is needed?

At the moment no, but this is something we might add in the future.

Does it show me when the girls have nearly earned their theme awards? Can it show me the amount they still need to do?

At the moment no, but this is something we might add in the future.

Is there a way to search or filter for certain activities, for example a 15 minute activity?

At the moment no, but this is something we might add in the future.

Why are you tracking times? This is not needed.

In this version of the tool, the system will record the time that something is recorded, for example the time you’ve marked someone as present or left. If you don’t find this information useful, feel free to ignore it.

Why do I need to give the meeting a name? I don't do this currently.

This is so you have more information in the list of meetings in your dashboard. If you don’t want to, you don't have to give your meeting a name. After listening to feedback, we've also added a default ‘date of unit meeting’ which will be added automatically. If you want to change this, please do.

Why do I need to fill in who the meeting organiser is? I don’t do this currently.

The idea behind this is that in the future we can create a rota that shows who is leading each meeting. You'll be able to use this to say which leader will be running individual activities in a meeting or at an event. You don’t need to have different leaders for each meeting. If this is helpful, feel free to use it.

Why do I need to add guests?

It's so you know who was at the meeting. This could be useful for several things, including if you had speakers attending or if there was a safeguarding concern.

What options are available to me to use the tool online?

The unit meeting recording tool is an online tool which you can access through a web browser, just like you do with GO. You can you access it through your mobile, laptop, desktop or tablet.

How can the programme support leaders to campaign for better Wi-Fi connections in meeting venues?

This may be an opportunity for commissioners and leaders in your area to discuss and develop ways of fundraising to help leaders access the internet. For example, you could discuss funding and buying dongles.

What if the Wi-Fi in the meeting venue isn't working, or is too slow?

You don’t need to be connected to the internet during the unit meeting. You can update the unit meeting recording tool when you're able to get online after the meeting. Just keep a record of who was at the meeting and what activities you did, and you can add them at a later date.

If I don’t have an internet connection during the meeting, can I still use the tool during the meeting and save the information for when I get online?

No. Initially, the unit meeting recording tool is only online. However, we’re looking at options to make it offline, so that it will sync up with GO whenever you're able to get online. In the meantime, just keep a record of who was at the meeting and what activities you did, and you can add them later when you’re able to go online.

If I use my phone data, how much data will it use? 

Potentially about 1MB of data per week. Please remember that this is a unit legitimate cost, so if you have to pay extra for phone data to use the unit meeting recording tool, you'll be able to claim the money back from your unit funds.

Will this hold sensitive data? Do I have to be careful who sees it?

Any data is sensitive. However, as this is a new tool, the data that you'll see is names, unit, role, attendance and activities that are recorded in the unit meeting recording tool. As the platform develops, it’s likely that more sensitive data will be added. Don't forget you're logging into the system using the same login that you use for GO and the learning platform, so you do need to be careful what data can be seen.

What will the data collected in the tool be used for?

The unit meeting recording tool will allow you to track young members’ attendance over time. We’ll also track the data to see the impact and outreach that Girlguiding has on young members across the UK. Please be assured that only the unit will see all the information. Anything outside the local unit will be anonymous.

How long will this data be kept for?

The data will be kept in line with Girlguiding policies and GDPR requirements. You can find out more in our privacy policy.

How can I support others in my county that aren't as confident or experienced with technology?

We want the platform to be as simple and easy to use as possible. So we’re testing the unit meeting recording tool with leaders at all levels of confidence using technology. If you know any leaders who might need some extra support, why not have a cuppa and look at the tool together before a unit meeting? We’re developing videos and other resources to help them too.

How can commissioners identify people with the right tech skills to help those who are less confident using the tool?

Ask around in your area to find people who are confident using the unit meeting recording tool. They might be able to mentor people who need it.

How can Girlguiding empower and support volunteers with their digital skills?

We're looking at various ways to support volunteers with their digital skills. We're currently developing a video to support those using the unit meeting recording tool.

Can parents and carers view information in the tool to cut down on questions?

At the moment no, but this is something we might add in the future.

Am I able to share girls' progress with parents through this tool?

At the moment no, but this is something we might add in the future.

Can I contact parents through the tool?

At the moment no, but this is something we might add in the future.

Can I send a message to all parents to notify them about plans?

At the moment no, but this is something we might add in the future.

Can parents see progress towards badges?

At the moment no, but this is something we might add in the future.