Virtual Scout Hall (Teams Site) - Add Members and Set Up

Scouts NSW has set up a Virtual Scout Hall (Microsoft Teams site) for each Scout Group to allow Groups to communicate and conduct meetings virtually.

By default, the Group Leader/Leader In Charge of each Scout Group has been appointed the owner of the site. 

• Note: The GL/LIC must activate their Scouts NSW email address for their Virtual Scout Hall/Microsoft Teams site to be created. If you have NOT activated your Scouts NSW email address, the site will NOT be created.
• Note: All Leaders (GLs/LICs/SLs) who wish to hold an online meeting via Microsoft Teams must have a Scouts NSW email address. This email address must be added as a Member of the Group's Virtual Scout Hall/Microsoft Teams site.

This document details the instructions for Group Leaders/LICs to add members to their Group's Virtual Scout Hall/Microsoft Teams site. It also details the steps required for invited members such as Section Leaders and Youth Members (Parents/Guardians) to set up/accept their Microsoft Teams invitation to allow them to participate in virtual meetings. 

Instructions for Group Leader/LIC

1. Log in to the Office 365 portal by visiting https://www.office.com/ and clicking 'Sign in'. Use your nsw.scouts.com.au email address and password to log in.
2. Select the 'Teams' App from the panel shown.
   
   
   This can also be done via the Desktop application if you have installed it 
   
   
3. When you are in the Teams app, you will see a heading called 'Teams' on the left hand side of your page. Under this heading, you will see the Team "Hall - XXX Scout Group". This is your Group's Virtual Scout Hall (Microsoft Teams site).
   
   
   
   
4. To add members to your Team, select the Team and click on the 3 dots to the right of your Team name .
5. Select 'Manage Team'. Your screen will look similar to the screen shot below. 
   
   
   
   
6. Click on the purple 'Add Member' button on the right hand side of your page. 
7. Type in the email address of the person you would like to add. Please note - if you would like to add a Youth Member, you will need to add their Parent/Guardian. If an error message pops up when adding a new member, please close the 'Add Member' box and try again. 
8. Once added, the person will appear under the 'Members and guests' subheading. 
9. All added members will receive an email notifying them that they have been added as a Member or Guest to your Group's Microsoft Teams site. 
   
   

Instructions for Section Leaders, Youth Members and Parents and Guardians

1. You will receive an email notifying you that you have been added as a Member or Guest to your Scout Group's Microsoft Teams site. The email will look similar to the screenshot below.
   
   
   
   
2. To accept the invitation, click on the purple 'Open Microsoft Teams' button in the email.
3. You will be prompted to set a password. If the email address you use is already attached to a Microsoft account (e.g. a nsw.scouts.com.au email address for Section Leaders), this step may not be required, so please proceed to Step 7.
   
   
4. Enter a Password and a Display Name. The Display Name should be the Family name (e.g Cook Family)
5. Click 'Next'. A verification code will be sent to your email address.
6. Enter the verification code you receive via email, and click 'Finish'. 
   
   
   
   
7. Log into the Teams site by visiting https://teams.microsoft.com/go# and entering your email address and password. 
8. You will be shown the screen below. Select 'Yes'
   
   
   
9. At this screen select Scouts Australia NSW (Guest) and press 'Continue'.
   
   
   
10. Accept the Permissions.
    
    
    
11. You are now in your Scout Group's Virtual Scout Hall!