Consent2Go Q&A

Consent2Go Q&A

Welcome to the Consent2Go Questions & Answers - initiated on 19 January 2026 as part of the rollout Teams sessions for Scouts Queensland Adult Volunteers. We will continually update this page as new Questions and Answers arise or new details come from the developers/State Office. This information was last updated on 21/01/2026 at 1.47pm

For technical assistance please always email to techsupport@scoutsqld.com.au

Alert
1. Access, Roles & Permissions - 
Who can create events, participant groups and manage members?
Group Leaders/Assistant Group Leaders will have primary responsibility for creating participant groups (such as sections or units) and managing event setup. Section Leaders can create and manage events, but higher-level configuration (such as payment settings and Stripe connections) is restricted to Group Leaders/Assistant Group Leaders. 
Will Assistant Group Leaders (AGLs) have the same access as Group Leaders (GLs)?
Yes.
Can adult volunteers have multiple roles (e.g. volunteer in one group, rover scout in another)?
Yes.

Adult Volunteers with access permissions in Consent2Go login to the website directly with a username and password or use the staff app on the go.

Adult Volunteers who are also parents, can access their youth members details through the Consent2Go parent app or by clicking links that are sent out via the system to provide updates or register for events which come in emails. Parents do not login with a username and password.

Scouts Queensland is actively testing this and expects to provide clearer guidance in upcoming communications, especially around Rover Scouts which are handled differently to an adult volunteer who is also a parent.
What happens if a Group does not have a Group Leader?
The State Office can assign permissions to other user in any formation with these specialist examples based on an email received via techsupport@scoutsqld.com.au
Can someone else manage sections if the Group Leader is not tech-savvy?
Yes. Permissions can be adjusted to allow other adult volunteers to assist with participant group setup and administration. The State Office would need to be emailed via techsupport@scoutsqld.com.au to request this permission change for the formation.
Will Treasurers have access to payments?
Payment configuration (including Stripe setup) is accessible in System Settings. Section Leaders will not have access. Group Leaders/Assistant Group Leaders will have access and in the initial deployment stage - Other Adults at Group Level (eg Committee) will have the access to make the stripe connection if the GL/AGL is not aware of the login details.
Can specialist adult volunteers, district leaders, or non-group staff use Consent2Go?
Yes. Adult volunteers are treated as staff in the system and can be assigned to events, groups and activities as required, provided they are uploaded and assigned the appropriate role. Initial deployment will however focus on Group level activities only. District and Region activities and settings are largely untested in the current system and will be developed over time.
Which email will we be using to login to Consent2Go?
Adult Volunteers will use their (number)@scoutsqld.com.au email address as the primary way to login to administer the system. If the adult volunteer does not have a Scouts Queensland email (eg Adult Supporters) then they will be able to login using their personal email.
What are the levels of access for Adult Volunteers?
Section Leaders will have permissions based on their Section in the Group.

Group Leaders (and AGL's/LIC's) will have a higher level of access within the system to perform tasks including deleting members, deleting users, deleting events, adding the payment connection, etc.

Only State Office will hold the role of Full System Administration Rights in all instances of Consent2Go.

District Commissioner (and ADC's) and Region Commissioners (and ARC's) will hold the sale role as Group Leaders/LIC's for their instance of Consent2Go.
Approval Stream
All instances are setup with the same approval stream, which is required to be selected when first creating an event (bottom left of page one of process).

As we are unable to setup the approval pathway for each of the 249 instances in a simple manner, this means that effectively the Adult Volunteer creating the event, can also approve the event. As we are NOT using this system to replace a C5, the usual C5 process needs to be undertaken by completing that form and sharing with the GL/LIC who will pass up the line system.

Group Leader (and AGL's/LIC's) will be able to edit the approval stream and add their email in at a later time to assist with approving events.

It is up to the formation to work together and in alignment and followed established activity approval processes for Scouts Queensland without assuming that Consent2Go forms part of this process.
Alert2. Participants & Group Structure
Is Consent2Go only for under 18s?
No. Youth members are “participants” and adult volunteers are “staff.” Adult Volunteers are treated as staff. Rover Scouts will be added as youth and if they also hold an appointment, they will be added as Staff as well.
How are parent helpers or adult helpers handled?

Adult Supporters (helpers) will be uploaded as staff (likely as a secondary group after core adult volunteers in sections and groups). They can hold profiles, medical details and be assigned to events.

Can participants from different sections or units be included in one event?

Yes. Participant Groups can be created for any combination of members — sections, patrols, mixed groups, event-specific groups, etc. Group Leaders and Section Leaders can create these freely within their permitted member access roles of course.

Can events include members from different Scout Groups or districts?

This is not fully supported yet. Consent2Go is school-centric by design and cross-group participation is still under development. The developer is aware of Scouts Queensland’s model and is actively working on this capability.

Can Home Room be used for Patrols?

While the system uses school terminology like “Home Room,” Scouts Queensland is not formally using these fields. Patrols should instead be managed via Participant Groups, which are more flexible and supported and members can easily be assigned to Participant Groups via the member listing, compared to having to go in and edit a member directly to adjust their Home Room.

Can sections be subdivided (e.g. Cubs A / Cubs B, different nights)?

Yes. Participant Groups can represent different nights, sub-units, patrols or any custom grouping the Section/Group Leader chooses.

Is gender optional?

Gender is currently a mandatory field due to system design. Scouts Queensland did not build the system and has limited control over this requirement. The Scouts Queensland SMS has this question covered with no historical concerns with three choices of male, female and other.

Who updates the Year Level (Section)?
This responsibility falls on the Group Leader (and AGL's/LIC's) to manually update youth members 'Year' as they change between the different sections of the Group. This cannot be automated. To make this change the member record needs to be edited and the drop down selection for the Year updated.
Alert3. Events, Forms & Approvals (C4 / C5)
Does Consent2Go replace the C4?

Functionally, yes. Parent/guardian consent is given via a checkbox when accepting an event invitation. This consent is tied to the event details already in the system rather than a separate form. If the formation is correctly listing all the vital information as part of the event setup, then the completion of the checkbox is functionally the approval required for the youth members participation.

Does Consent2Go replace the C5?

No. The system includes an approval workflow aligned to formation approvals (Section Leader → Group Leader → District Commissioner), but this does not fully replace the traditional C5 process at this time.

Can custom questions be added to events?

The system supports extensive configuration, but Scouts Queensland is intentionally keeping a light-touch approach. Custom questions may be possible, but guidance on this is still pending from the developer.

Can documents (packing lists, itineraries) be added and kept live?

Documents can be uploaded to events and profiles and made available for extended periods however, they are not live automatically across all events eg gear list.

Can events have multiple price points?

We believe this answer is no although we are also still testing the system. The workaround would be to copy the event and have separate registrations for different participants and adjust the price. Unfortunately, this would mean different lists of participants, dietary requirements, etc.

Can attendance be tracked like Operoo roll calls?

Yes. Events show attending, not attending and no response statuses and reports can be downloaded for attendance, medical, catering and activity-specific needs. You can tap on a profile on an event to mark them as 'present'.

Can events be duplicated or copied?
Yes. Once an event is fully created, you can click back into it and go to the Summary Tab. On the bottom right of the summary tab is a blue button called - 'Duplicate Event'. You need to adjust the new event date and it will create a copy greyed out on the main login screen. You then need to go in and edit the event for the new date and issue invites, etc.
Alert
4. Medical & Dietary Information
Can medical conditions be filtered and reported?

Yes. Adult Volunteers can filter participants by medical conditions (e.g. asthma), dietary needs, swimming ability and download reports for events.

Are medical risk levels (low/moderate/high) used?

The system includes extensive medical data but formal risk rating levels like Operoo used are not explicitly highlighted. Scouts Queensland is focusing on practical medical visibility rather than risk scoring.

Can dietary needs include “Other”?

Parents can select dietary requirements from the provided lists only in those two fields. Additonal information could be uploaded to the profile through the upload single medication document link, which could contain clarifying information about dietary matters.

Alert
5. Payments & Finance
How are payments handled?

Payments are processed via Stripe, connected at the formation (group/district) level. This mirrors Operoo’s setup.

Can payment be mandatory to submit consent?

Yes. Events can require payment as part of accepting an event invitation and disable “pay later” options. There are however unfortunately known issues where acceptance could be made without payment being received - adult volunteers will need to track this if it occurs and send communications from the invites tab of event administration, to those who have not paid if it does.

Can payments be waived for specific people?

This use case (e.g. PlayOn credits, volunteers) has been identified and raised. The simple answer is No - if you have turned off pay later options. Credits will need to be applied to an activity for which payments are not required in Consent2Go.

Alert
6. Parents & User Experience
Is Consent2Go mobile-friendly?
Yes. There is a parent app and a staff app. Parents receive a six-digit code via text message to access and update profiles, register for events and make payments, which can all be done through the app or online via desktop web browser. The staff app provides direct access to information which could be critical medical information needed during and event.
What do parents see?

Parents see:

  • Event invitations

  • Event details

  • Consent checkboxes

  • Payment options

  • Profile update requests

  • All communication is centralised through the app and email.

How do parents who are also adult volunteers log in?

This is still being tested. Multiple roles under one email login are not yet fully confirmed.

What email address will communications come from?


All emails come from


(MCB Schools is the developer of Consent2Go). Families should be advised to expect emails from this address.
Alert
7. Data Sync & SMS Integration
Does SMS automatically sync with Consent2Go?

Not initially. Data uploads will be handled manually in batches by Scouts Queensland. A “Smart Sync” capability exists, but integration with SMS is still being developed.

What happens when new members join?

Scouts Queensland will periodically upload updated member lists. Group Leaders then issue profile update invitations to have the families complete the profile information.

Alert
8. Email and Communication within Consent2Go
Should Adult Volunteers use Consent2Go email or the Scout M365 email system for record keeping?
Effectively both have their own purposes. Consent2Go emails are going to usually be associated with a request to update their profile or notification of an event, reminder for an event, payment receipt for an event, etc.

All other communications from the formation should be conducted through M365 @scoutsqld.com.au emails, where you can store templates and draft emails, etc to reuse again and again.
Are there email templates?
There are some very basic preformatted messages eg. there is one associated with a profile update invite request.
There are also set event notification formats which are visible to the event organiser before sending out invites.
There is no way to store template emails in Consent2Go. Please use your normal M365 @scoutsqld.com.au to be conducting business outside of Consent2Go needs.
Is communication limited to emails?
Consent2Go has the ability to send email announcements from the Participants tab. It also sends emails associated with the events.

SMS is a feature of Consent2Go although it has not yet been enabled on our Scouts Queensland instances.

There are no chat features within Consent2Go.
How does emailing work in Consent2Go (BCC, recipients, visibility)
All emails sent are to Parents Only. Adult Volunteers must choose No for sending to Students as we are not including emails for each individual youth members profile. Their profile will have Parent or Guardian contact information only.

Emails sent via the system to all participants or a group of participants are send individually by the system. The recipient cannot see who else received the email. It is addressed automatically to the Parent or Guardian name on the Parent/Guardian 1 profile or Parent/Guardian 2 profile.

If someone replies to the email they get an auto response that their email has not worked as the admin@mcbschools.com address is a no reply address.

Adult Volunteers will need to paste in their own Scouts Queensland email signature to every email sent, with return contact information.
Do emails go to both parents / secondary contacts for youth members?
Yes. Once the profile has been updated with Parent/Guardian 2 profile information, then email alerts go to that contact as the same time as Parent/Guardian 1.

Remember - we say No to sending emails to students are there are no email addresses for them.
How does emailing work for Rover Scouts or youth who don’t use parent contacts?
Rover Scouts will be entered as Participants (student/youth) and their own email (if we have it available in SMS) will be used instead of their Parent/Guardian. It will be placed into the Parent/Guardian field so that they manage their own profile.

This will be separate to their login for the administration of Consent2Go if they also hold an adult volunteer appointment.
Do sent emails appear in Adult Volunteers’ Scout email accounts (Outlook) for tracking?
No. Consent2Go only allows you to choose to send to Parents/Guardians and not add extra emails.

You would receive the email though if the Adult Volunteer also happens to be a parent of a participant who may be invited to the event or selected to receive the announcement email from the Participant page.
Can leaders see sent email history within Consent2Go?
Every profile has a Timeline of audited information for every single activity that can be viewed by an Adult Volunteer with access.
Are there filters so emails can be sent only to participants of a specific activity?
Yes - you would use the Participant Groups to be able to control who receives what communications if you do not want everyone to receive the email.
Does the system send automatic reminders to parents who haven’t responded?
Yes, if it's associated with an event reminder that you can see as part of the event setup process.
Alert
9. Other Information
Is Consent2Go a direct replacement for Operoo?

We are attempting to avoid stating that Consent2Go is a replacement for Operoo as it is a completely different system that does some of what Operoo did. Some of the functions are a replacement however, the entire system is not. It is also a temporary replacement / stepping stone. Scouts Queensland has longer-term plans for a more integrated system later in 2026 that will be of enormous benefit to our members.

What should groups use in the meantime?

Consent2Go should be used once profiles are live. Operoo access will cease at the end of January 2026. In the worst-case scenario paper based information via the C4's will need to be used.

What about existing Operoo events?

Events after Operoo shutdown on 31 January will need to be recreated in Consent2Go. If an event in Operoo is needing to be accessed after 31 January then you will need to run the event another way as all Operoo access ceases on 31 January 2026.

When does Consent2Go go live?

Profiles are expected to be uploaded this week, subject to data processing. Group Leaders/AGLs can begin setup once notified via email of their login access.

Will there be more training and an FAQ?

Yes. Additional training sessions will be announced via the Chief’s Newsletter and this Q&A has been created and will be updated accordingly.

Media or Photo Consent
Media or Photo Consent is available in Consent2Go however, we are NOT using this feature. The Scout Membership System (SMS) already has this feature built in and should be the sole source of truth. Section Leaders, GLs, AGLs, etc should be able to run the Photo Consent Report in SMS to produce this list. Updates can be made by emailing to membership@scoutsqld.com.au
Why is the Address Field blank?
We are NOT using the address field of Consent2Go per member. This address field on the members first page of their record, will be blank from the outset. This data is stored within our Scout Membership System (SMS) and does not need to be replicated in Consent2Go.

Consent2Go allows Parents and Guardians to update their own address but does not allow them to see or update the primary address on the member profile. As it is blank - this is a good thing. Updates to the address should be made directly in SMS or emailed to membership@scoutsqld.com.au for the State Office to update SMS for you / the member.
For technical assistance please always email to techsupport@scoutsqld.com.au 

Thank you for your support!

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