Scouts QLD approved the roll out of CareMonkey for all Scout Groups in QLD in March 2019. The implementation of CareMonkey is a sub project of the Group Management Software Project (GMS) and it will introduce online forms for families that will support the local management of medical details and permissions. Groups will now be able to manage Scout activities and the permissions to attend through an online, electronic process. This will eliminate the need for paper C4 forms for these activities.


What is CareMonkey?

CareMonkey is a parent-controlled Electronic Health Form (EHF) for organisations with a duty of care. Parents can easily update medical information and provide consent for activity attendance with the click of a button, while providing Scout Groups with the ability to create electronic permission forms and instant access to this emergency information if it is required.

It can be used as an electronic version of the C4 forms that parents and Groups have to fill in for activities, excursions, camps, etc.

What is the purpose of CareMonkey for Scouting in Queensland and is the data secure?

At Scouts QLD, the health and safety of our members is something we take very seriously. The privacy and management of this data is critical to Scouts QLD, as it is to our members.


  • Provides Scouts QLD with the opportunity to introduce a standardised, secure and auditable system to consistently capture and store health-related information. Click here to go to the CareMonkey Security practices information
  • Simplifies and standardises event/activity/excursion planning and permissions.
  • Reduces the risk of outdated or unavailable information in the case of emergency.
  • Allows Scout Groups to initiate, communicate, and manage events electronically by creating electronic permission forms.
  • Gives Scout Groups instant access to emergency information if it is required.

The tool gives parents total control over what information is shared and who can access that information, ensuring only authorised personnel have access to sensitive information such as health, medical and emergency contact details. 

CareMonkey is designed with users’ privacy and data security as its highest priority. Click here to go to the CareMonkey Security practices information

Who can I contact if I have questions about Caremonkey?

Our CareMoney Project implementation team can be contacted to answer any questions you may have about CareMonkey, and share their best tips for making the most of the tool for your Scout Group. Get in touch by emailing

How can my Group start to use CareMonkey?

Scout Groups are all welcome to register their interest in using CareMonkey by emailing

A member of the Scouts QLD CareMonkey Implementation Project Team will confirm eligibility based on a data check. To qualify, your formation must have a minimum of 80% of the data in SMS correct including a parent email address for all Members.

What is the implementation time frame?

The initial rollout has commenced with the Groups that have expressed interest and the ex-Dibbs users. If your Group would like to be in the early stages of the rollout email

My Group already uses CareMonkey, how do we transition?

Scout Groups already using CareMonkey will be able to transition their existing account into the Scouts QLD account during the implementation phase. There will be changes to the setup that may alter eforms and other settings to match the overall implementation. Once the account is merged you will also see the benefit of the link to SMS for creating profiles when new Members are enrolled and Member’s personal contact information will be updated back into SMS when a profile is amended.

What is the cost to use the system?

The cost of the software has been included in the Youth Membership fees for 2019/2020. 

If your Group has already commenced using CareMonkey there are arrangements to transition your account and look at credits for the remaining period. 

What data is required?

Medical and emergency contact details are the primary data, no more than you would have been asked to provide on a paper form. We also ask for a doctor’s contact details, as well as Action Plans for Asthma and Anaphylactic Allergies. The more information you provide, the better placed your Group will be to provide assistance in an emergency.

Why is having data up to date in SMS important?

The email address in the Parent Email Address in the Parents Tab (to be implemented shortly) for youth members under the age of 18 will be used as the profile owner – the person who gives consent.

The email address in the Member Summary Tab for young adults and adult members over the age of 18 will be used as the profile owner – the person who gives consent.

Who else uses CareMonkey?

CareMonkey is a proven model in Scouting, schools and other associations with a duty of care. It is used widely by:

  • Schools and higher education
  • Sporting clubs and organisations
  • Youth Groups
  • Scouts Victoria
  • Scouts South Australia
  • Scout Tasmania
  • Scouts NSW
Scouts Victoria implemented CareMonkey state-wide in 2016 to cover all Groups for activities, excursions, camps and major events.

Organisations also using the tool include the National Rugby League, Waterpolo Australia and Touch Football Australia.

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For Families

  • Simple to use and efficient for busy parents making it easier for children to participate in Group events and activities
  • Eliminates the need for a paper based C4 form
  • Gives parents and carers the control over the data shared with Scouts QLD

For Leaders

  • Spend less time on paper and more time on Scouting
  • Helps eliminate the paper based C4 for most Group-related activities
  • Helps you communicate effectively to your Group

For Scouts QLD

  • Helps Leaders and families spend more time on Scouting and less time on paperwork
  • Reduces the organisational carbon footprint by encouraging online processes
  • Increases data accuracy, auditing capability, and data security


CareMonkey implementation