How Pathlight works
From sign-up to a fully running group board in about 30 minutes.
Getting started
Create your account
Go to pathlight.app and click 'Start free'. Enter your name and email address and choose a password. You'll receive a confirmation email — click the link inside to verify your address.
- No card required for the free plan
- Confirmation email arrives within a few minutes
- Check your spam folder if it doesn't appear
Set up your group
After confirming your email, you'll be prompted to set up your group. Choose your group type (Rainbows, Brownies, Beavers, Cubs, Scouts, or Custom), enter your group name, and set your age range.
- Age range is pre-filled based on group type — you can adjust it
- An invite code is generated automatically for you to share with co-leaders
- You become the group admin
Add your first children
Click '+ Add child' on the board and fill in their details. At minimum you need a first name. Adding a date of birth means Pathlight can automatically place them in the right age column and alert you to upcoming birthdays.
- Add name, date of birth, and section
- Tick any flags: Promise made, photo consent, allergy, medication
- For allergies and medication — always add the full detail, not just the flag
Using the board
Understanding the columns
The board shows children sorted into columns by their current age. There's also a Waiting List column on the left. Within each column, children are sorted oldest to youngest — so you always know who's coming up to the next age group.
- Children move to the next column automatically on their birthday
- You can also drag and drop a card to a different column manually
- Aged-out children are flagged with a warning — they may need moving to the next section
Recording awards
Each child's card shows six coloured circles — one for each theme award. Click any circle to record the date it was completed. The circle fills in with a tick. Hover over a completed circle to see when it was done.
- Bronze tier is awarded automatically at 2 completions
- Silver tier at 4 completions
- Gold tier at all 6 — the card gets a warm gold glow
- Click a completed circle again to clear it or change the date
Safety flags at a glance
Allergy, medication, and photo consent icons appear on every card. Hover over them to see the detail. Allergy details also appear on the card surface so they can't be missed during a session.
- Always fill in the detail field — not just the flag
- Include storage location, contact to call, and specific instructions
- This information is only visible to leaders with Pathlight accounts for your group
Searching and filtering
Use the search bar to find a child by name instantly. Use the filter buttons to show only children with specific flags — Promise made, allergies, no photo consent, or birthdays coming up.
- Filters combine — you can search for allergies AND no photo consent at once
- The board updates instantly as you type in the search bar
Working with co-leaders
Inviting co-leaders
Go to Settings and find your invite code. Share this code with your co-leader. They visit pathlight.app, click 'Create an account', and enter the code during sign-up. They'll be added to your group after confirming their email.
- Each co-leader has their own secure login
- Any changes they make sync to your screen in real time
- You can see a list of all leaders in Settings
Temporary view links
Go to Settings → Temporary view access → Generate view link. This creates a link valid for 48 hours. Anyone with the link can see your board but cannot make any changes. Useful for district commissioners, parents who ask, or substitute helpers.
- The link expires automatically after 48 hours
- Generate a new one any time you need
- Available on Unit, Unit+ and District plans
Removing a co-leader
Go to Settings → Leaders and click Remove next to their name. They lose access immediately. You can also change your invite code to prevent anyone with the old code from signing up.
- Only group admins can remove leaders
- Removing a leader does not delete any data they entered
GDPR and data
Parental consent
Before adding any child to Pathlight, you must have parental or guardian consent. This is a UK GDPR requirement. Most groups collect this as part of their standard registration paperwork. We recommend adding a line like: 'We use Pathlight to track your child's award progress and store relevant safety information securely.'
- You confirm this consent when you create your account
- Parents can ask you to delete their child's data at any time
- You can remove any individual child from their profile page
Exporting your data
Go to Settings → Export data to download a CSV file containing all your children, award dates, safety flags, and notes. You can do this at any time — useful as a backup or if you want to switch tools.
- Export available on Unit, Unit+ and District plans
- The CSV can be opened in Excel or Google Sheets
- We recommend exporting a backup periodically
Deleting data
You can delete an individual child from their profile at any time. If you cancel your Pathlight account, all your group's data will be permanently deleted within 30 days. Email privacy@pathlight.app for data deletion requests.
- Deletion is permanent and cannot be undone
- Export your data first if you need a record
- We will confirm deletion by email