The Challenge: Admin Overload
For Scouting Council leaders and staff, the mission is to create life-changing programs and unforgettable adventures for youth. Unfortunately, mission-critical events, like summer camp registration, often come bundled with endless administrative tasks.
For the team at Heart of America Council (one of the largest councils in the country), their program administrator was frequently overwhelmed by paperwork and manual processes. Before switching to CouncilWare, she was routinely staying until 9 p.m. several nights a week just to keep up. They needed a solution that was modern, easy to use, and purpose-built for their unique needs, allowing their staff to stop chasing spreadsheets and start focusing on programs.
The Solution: Simple, Modern Software
The Council decided to convert to CouncilWare’s modern web-based registration service.
CouncilWare is designed specifically for Scout Councils, providing an all-in-one platform for essential functions like:
- Event Registration (including drag-and-drop scheduling and BSA requirement tracking)
- Facility Reservations (for campgrounds, cabins, and shelters)
- Product Sales (merchandise, add-ons, and patches)
The platform stands out by offering a simple solution to an identifiable problem, ensuring a seamless, mobile-friendly, modern registration process for both staff and Scout families.
Pictured: The individual registration page for Heart of America Council’s Wood Badge, and the group registration page for its mini Camp Naish, both the work of CouncilWare.
The Results: More Adventure, Less Admin
CouncilWare delivered an immediate and tangible return on time, proving that its simple and intuitive design directly impacts staff efficiency.
The most profound impact was seen in the staff’s daily lives:
“Our program administrator was staying until 9 p.m. several nights a week just to keep up with paperwork. Since we started using CouncilWare, she’s able to head home by 5 p.m. every day. It’s made a huge difference.”
David Riker, Heart of America Council, Bartle Scout Reservation Director
By streamlining operations and providing a superior, easy-to-use system, CouncilWare helped the Heart of America Council achieve its true mission:
- Significant Time Savings: Staff now focus less on administration and more on the programs that deliver the adventure of Scouting.
- A Better Experience: The system improved the setup process on the back end and made registration easier for families, offering a platform that reaches younger parents who expect modern web design.
CouncilWare is the smart, affordable choice for councils dedicated to their mission. Book a demo to learn more about our solution.
