Advancement Sync

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Advancement Sync

Published: Oct 6, 2017
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We are currently rolling out the Scoutbook Advancement Record Sync with ScoutNet to troops.  When your troop is approved by the system to activate the sync, the Scoutbook Unit Admins for your unit will be notified and given instructions.  It will be a few weeks before all troops are turned on.
 
NOTE: The sync must be activated for your troop by a currently registered Key 3 member who is also setup in Scoutbook as a unit administrator.  Often the key 3 member is not familiar with Scoutbook so it may be advisable for another Scoutbook unit admin to work closely with the Key 3 member who is going through the steps to activate the sync for your troop.  Once the troop is activated in the sync, any unit administrator can conduct Scoutbook administrative tasks going forward.
We are still in Quality Assurance testing for the Pack rollout.  It will be a few weeks before we begin rollout with the packs.
Here are some things you can do to prepare your unit to be ready for the sync:
 
1) Make sure all Scouts on the roster are registered in the unit and have their current BSA Member ID in their profile. A unit key 3 member (Unit Leader, Chartered Organization Representative or unit Committee Chair) can go to Member Manager at http://my.scouting.org and download a unit roster which has the member ID and registered name for each Scout. NOTE: For the membership ID to be accepted by Scoutbook, the Scout's First Name or Last Name must be exactly as it appears in the first name or last name field in your council's system. If you have problems, please contact your council registrar and ask them which name is in which field. 
 
2) Make sure there are no duplicate Scouts on your roster in Scoutbook.
 
3) The person who will be setting your unit up for the sync must be: a unit key 3 member (Unit Leader, Chartered Organization Representative or unit Committee Chair.) and a Scoutbook Unit Admin. They will need to verify their My.ScoutingTools login credentials so they should check that they can log in at http://my.scouting.org and they are listed as a key 3 member.
 
4) Make sure there are at least 3 Scoutbook unit admins in your unit, and that they have logged into Scoutbook at least once.
 
A user guide on activating the sync is here:  http://bit.ly/2ynvKJ7  If you have any questions about the sync, send an email to: scoutbooksync@gmail.com 
 
Looking for Help?
We have user guides, many written by volunteers, located here: http://bit.ly/scoutbook 
 
Do you have a question or comment? The best place to post it is on the Scoutbook Forums.  We have volunteers monitoring the forums daily.  The Scoutbook forum can be found at this link: https://www.scoutbook.com/mobile/forums
 
  • Comments (56)
  • Baltimore Area Council Image
    Scoutmaster
    Trained Strip
    10 months ago
    Daniel Clark
    For us, the sync process was incredibly easy and error free. You guys are doing an amazing job.
    Pending Approval
  • San Francisco Bay Area Council Image
    10 months ago
    Steve Kastner
    I second that! Hurrah for modernization and reducing administration!
    Pending Approval
  • Great Lakes FSC (Michigan Crossroads Council) Image
    Cubmaster
    Trained Strip
    10 months ago
    Jason Wilburn
    First line: "We are currently rolling out the Scoutbook Advancement Record Sync with ScoutNet to troops."

    By use of the word "Troops", should I assume rollout is only targeting traditional Boy Scouts units, and not Cub Scout Packs yet?
    Pending Approval
  • Blue Ridge Council Image
    10 months ago
    Brian Foster
    Jason Wilburn
    We are still in Quality Assurance testing for the Pack rollout. It will be a few weeks before we begin rollout with the packs.
    Here are some things you can do to prepare your unit to be ready for the sync:
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    10 months ago
    Bill Nelson
    We are a few weeks away from rolling out packs. However there is lots you can do now. Please follow these instructions:

    1) Make sure all Scouts on the roster are registered in the unit and have their current BSA Member ID in their profile. A unit key 3 member (Unit Leader, Chartered Organization Representative or unit Committee Chair) can go to Member Manager at http://my.scouting.org and download a unit roster which has the member ID and registered name for each Scout. NOTE: For the membership ID to be accepted by Scoutbook, the Scout's First Name or Last Name must be exactly as it appears in the first name or last name field in your council's system. If you have problems, please contact your council registrar and ask them which name is in which field.

    2) Make sure there are no duplicate Scouts on your roster in Scoutbook.

    3) The person who will be setting your unit up for the sync must be: a unit key 3 member (Unit Leader, Chartered Organization Representative or unit Committee Chair.) and a Scoutbook Unit Admin. They will need to verify their My.ScoutingTools login credentials so they should check that they can log in at http://my.scouting.org and they are listed as a key 3 member.

    4) Make sure there are at least 3 Scoutbook unit admins in your unit, and that they have logged into Scoutbook at least once.
    Pending Approval
  • Indian Waters Council Image
    Cubmaster
    Trained Strip
    10 months ago
    Donald Prevette
    Our Troop activation was extremely simple & error free!

    Thank you!
    Pending Approval
  • East Carolina Council Image
    Cubmaster
    Trained Strip
    10 months ago
    Joe Jeansonne
    Thanks for all of your hard work!
    Pending Approval
  • President Ford FSC (Michigan Crossroads Council) Image
    Committee Chairman
    Trained Strip
    10 months ago
    Susan Swan
    Yippie!! I cannot wait until the Cub Scout Packs are included in this!! Great job! Please keep us updated with the developments! As committee Chair, Advancement chair and Scoutbook go-to; this will make volunteer life a bit easier!
    Pending Approval
  • Far East Council Image
    Assistant Den Leader
    Trained Strip
    10 months ago
    David Hermann
    Following up with Susan's comment. I would REALLY appreciate any updates regarding the deployment to the cub scout packs. Living outside the US and making sure all thing are properly accounted for has been challenging...this upgrade to Scoutbook would be very, very helpful to me and my pack! =D
    Pending Approval
  • Great Salt Lake Council Image
    Committee Chairman
    10 months ago
    Eric Burns
    WORKED FINE FOR ME
    Pending Approval
  • North Florida Council Image
    Scoutmaster
    Trained Strip
    10 months ago
    Cecilia Brown
    Thank you for this! It is going to make my life so much easier.
    Pending Approval
  • Twin Rivers Council Image
    10 months ago
    Tom Orcutt
    Question. You say make sure all Scouts are in the BSA register and have a BSA # entered into Scoutbook. What happens if they aren't and do not have a BSA number yet? we have a number of new Scouts who do not have a BSA number yet as they are still being processed.
    Pending Approval
  • Capitol Area Council Image
    10 months ago
    Michael Holcomb
    Will this new sync also update scoutbook to match current training and advancement? For example there are courses still listed as requiered in scoutbook that you can not take anymore. Also the list of merrit badges in Scoutbook do not lign up with what is on my.scouting.org. Computers is a good example.
    Pending Approval
  • Patriots Path Council Image
    Committee Advancement Coordinator
    10 months ago
    Dyana Mark
    I currently use scout book. If I sync with scoutnet will all of my scouts currently on there be adjusted (meaning lose the achievements that I already have in) or will only my new scouts be added? Thanks
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    10 months ago
    Ed D'Avignon
    Tom,

    In order to enable sync, all approved Scouts in Scoutbook must have a BSA# in their profile and be on your BSA roster. For Scouts that do not yet have a BSA# you can simply go to their page, click Membership then their current active membership. Remove the Approved check (do not enter an end date) and click update. After you complete activation of sync, you can re-approve those Scouts. Once you have a BSA # in their profiles, you can enable them for sync with a link that will be on their pages.
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    10 months ago
    Ed D'Avignon
    Michael,

    Scoutbook contains both current and historical advancement data. The Computes MB was retired but is still listed in Scoutbook since some Scouts may have earned it before it was retired. If you have further questions, please ask in the forums where we are more likely to see them quickly.
    Pending Approval
  • Pacific Harbors Council, BSA Image
    Committee Chairman
    Trained Strip
    10 months ago
    Jennifer Olinger
    Dyana, importing your unit roster via a ScoutNET roster import and the advancement sync are two separate things. But either way, you will not lose advancements that are currently in Scoutbook.
    Pending Approval
  • Utah National Parks Image
    10 months ago
    Judd Whetten
    Even though I am the committee chair, I was not a troop admin. I am now, but didn't get the notice. Is there a work around for me?
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    10 months ago
    Jacob Fetzer
    Judd, follow the instructions posted by Bill N here: https://www.scoutbook.com/mobile/forums/using-scoutbook/99892/getting-ready-for-the-advancement-sync/

    Watch the video, too.
    Pending Approval
  • Chief Seattle Council Image
    Cubmaster
    Trained Strip
    10 months ago
    Mike Ellis
    This is great news, however, when do initial packs get the functionality back? We had it for a minute then it was ripped away!
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    10 months ago
    Jacob Fetzer
    Mike, there are still some bugs on the Cub Scout side that need to be fixed before it is broadly rolled out. The rollout for packs will restart as soon as we are comfortable they have been fixed.
    Pending Approval
  • Chief Seattle Council Image
    Cubmaster
    Trained Strip
    10 months ago
    Mike Ellis
    Understood. Hopefully the same bugs don't exist on the troop side. I'll be happy to test when you are ready to move forward with packs again.
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    10 months ago
    Jacob Fetzer
    No, the same bugs do not exist on the troop side. They are unique to the Cub Scout program.
    Pending Approval
  • Del Mar Va Image
    Scoutmaster
    Trained Strip
    10 months ago
    Tom Pahutski
    Worked great! Next CoH should be a breeze!
    Pending Approval
  • Tuscarora Council Image
    Committee Member
    9 months ago
    Sheila Smith
    Thanks for all your hard work on making things easier.
    Pending Approval
  • Garden State Council Image
    Committee Member
    9 months ago
    Jim Tsai
    After performing the Advancement Sync, we had some newly registered scouts come through a few days later. When I click on each of these scouts, I see a message that says, "[NAME] is not setup for BSA advancement sync. Click here to activate." [NAME] would have each scout's first name.

    I would click to activate but then I get a popup error message saying:

    www.scoutbook.com says:
    Advancement sync activation failed for the following reason(s):
    Scout was not found on official BSA unit roster.

    The new scouts show up correctly in Internet Advancement. Is this something that will rectify itself eventually or is there something else I need to do? Thank you.
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    9 months ago
    Jacob Fetzer
    Jim, yes, there are multiple BSA systems that need to populate with the roster. So, scoutnet/Internet Advancement is just the first one. When you see it show up in Member Manager on my.scouting.org, you can expect to be able to activate sync for these Scouts.
    updated 9 months ago
    Pending Approval
  • Grand Teton Council Image
    Committee Member
    9 months ago
    Cory Codling
    We currently have Advancement Sycn setup for our troop. I can no longer export an advancement file to upload to the old BSA advancement site so I expect the sync to be working. However, the old BSA advancement site does not have any of the advancement records that I entered into Scoutbook a few days ago. Our local scout office will not let us purchase any awards until the records are in the BSA advancement site. I really don't want to enter all these records manually in the BSA advancement.
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    Cory,
    Please send an email with your contact information to: scoutbooksync@gmail.com I would like to ask you some questions about your issue.

    All the Scout Shops have been notified to accept the unit advancement report from Scoutbook for sync'd units.
    If they have any questions they can also send an email to scoutbooksync@gmail.com or scoutbook.support@scouting.org or contact member care.
    updated 9 months ago
    Pending Approval
  • Grand Teton Council Image
    Committee Member
    9 months ago
    Cory Codling
    Thanks, Bill, information is sent.
    Pending Approval
  • Mayflower Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Doug DeMeritt
    Will I be able to see the sync'ed information in scoutnet? I updated on Sunday a scout that complete two Awards Fire'm Chit and Totin' Chip and they are not showing scoutnet for that scout?
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    9 months ago
    Ed D'Avignon
    Doug,

    Units do not have direct access to ScoutNET. Some awards synced via Scoutbook will not appear in Internet Advancement which shows units a subset of what is in ScoutNET. Once enabled for Sync, Scoutbook is the official BSA record for those Scouts.
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    Doug,
    When you say you are checking 'ScoutNet' do you mean Internet Advancement? If so, you need to go to the beginning of Internet Advancement (Start Over if you are on the page listing the Scouts) and Load Roster again. IA has to pull the data from ScoutNet to show it to you. It can take a day or so for the data from Scoutbook to appear. Realize that Internet Advancement doesn't show all the data that is stored in Scoutbook (like advanced palms) even though that data will have been recorded in ScoutNet by the sync.

    If you continue to have questions, feel free to send an email to Scoutbooksync@gmail.com with your contact information and a good time to call.
    updated 9 months ago
    Pending Approval
  • Greater St. Louis Area Council Image
    9 months ago
    Steve McGillivary
    Is there a report that can be sent to administrators that outlines the changes made during the initial sync? I'd be interested to see where the difference was between scoutnet and scoutbook and how they were resolved. In preparing Eagle paperwork we've found that we have had several merit badge cards that were signed by our district but not recorded in scoutnet. I've attempted to fix this in scoutbook over the last year. If they were in scoutbook but not in scoutnet I'd like to know if they were kept during the sync.
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    9 months ago
    Ed D'Avignon
    Steve,

    What you can do is use Export/Backup (if you are a unit admin) and select Advancement before activating sync. This will dump all of the advancement data for your unit that is in Scoutbook. At least 24 hours after you activate sync, do another Export/Backup of Advancement. Compare the two files. The differences will show you what changed.
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    9 months ago
    Jacob Fetzer
    Steve, if the MB is in Scoutbook but not Scoutnet prior to the enabling sync, sync will add it to Scoutnet.
    Pending Approval
  • Garden State Council Image
    Committee Advancement Coordinator
    9 months ago
    Jamie Sherfesee
    Can't wait to see this in action!!!
    Pending Approval
  • Southern Shores FSC (Michigan Crossroads Council) Image
    Cubmaster
    Trained Strip
    9 months ago
    Michael Gergel
    My biggest problem with advancement is some of my Cubs are listed in different versions of the tracks. So when a den leader goes to credit all the boys some of them don't appear. Seems like we have checked the box to move them to the newest adventures. Any suggestions?
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    9 months ago
    Ed D'Avignon
    Michael,

    Please post in the Using Scoutbook forum where we can better assist you.
    Pending Approval
  • Mid-America Council Image
    Committee Chairman
    Trained Strip
    9 months ago
    Jeremy MacClure
    How are the preparations going for activating the sync for packs?
    Pending Approval
  • Narragansett Council, BSA Image
    Committee Chairman
    Trained Strip
    9 months ago
    Megan Dumont
    I'm wondering if there is an announcement for packs yet?
    Pending Approval
  • Pacific Harbors Council, BSA Image
    Committee Chairman
    Trained Strip
    9 months ago
    Jennifer Olinger
    Megan, not yet.
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    We will be inviting Packs to the advancement sync very soon. Please read the first post in this forum thread about what to do to get ready: http://bit.ly/advsync
    updated 9 months ago
    Pending Approval
  • President Ford FSC (Michigan Crossroads Council) Image
    Committee Chairman
    Trained Strip
    9 months ago
    James Longo
    Quick question about this. I have all the checkboxes set now to activate advancement in Scoutbook. So I know they can enter advancement in Scoutbook and it will sync back to Scoutnet. However, can this still be entered in Scoutnet if needed right now, and sync back to Scoutbook as well? Can they both still be used once you active this?

    Thanks, James
    Pending Approval
  • Washington Crossing Council Image
    Committee Advancement Coordinator
    Trained Strip
    9 months ago
    Stephen Hornak
    James - The process behind sync is that a unit would not need to enter items in Internet Advancement.
    Pending Approval
  • Tidewater Council Image
    8 months ago
    Walter Rodgers
    When are you rolling out Scoutbook Advancement Record Sync for cub scout packs? I have a red banner that informs me it will be effective January 1st, 2018 but I can't get it to work.
    Pending Approval
  • Cradle Of Liberty Council Image
    Committee Advancement Coordinator
    Trained Strip
    8 months ago
    Scott Kleeman
    We transitioned over to the new Scoutbook sync. Now when I log into Internet advancement there's nothing listed. No scouts and an error message: "error processing your report, please try back later." Any ideas or should I not be worried about this? Thanks, Scott
    Pending Approval
  • Great Southwest Council Image
    6 months ago
    Daniel Romero
    I am with a scout pack and the link is still not working. What should we do
    Pending Approval
  • W D Boyce Image
    6 months ago
    Ryan Morge
    Is there anyway to enter advancements into Scoutbook before BSA gives a new Scout a BSA ID?
    Or do we have to wait for the ID?
    Keeps error out on us and don’t really want to write out his advancements then enter when he gets an ID
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    6 months ago
    Jacob Fetzer
    Daniel, which link is not working? I'd suggest posting your questions in the forums where they get more visibility.
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    6 months ago
    Jacob Fetzer
    Ryan, yes, for those scouts who do not have sync activated, you can still enter their completions, but don't check the leader approved box when you do. Once you activate the sync for that scout, you'll be able to approve those completions in the needs approval report.
    Pending Approval
  • Three Harbors Council Image
    Committee Chairman
    Trained Strip
    6 months ago
    Van Phifer
    That suggestion is not really helpful as it defeats other useful aspects of scoutbook such as the "needs purchasing report". Yes you can enter the advancement but if recharter is "in process" or new scouts are being processed there won't be any advancement for those new scouts. Basically the scout gets the award in scoutbook but it gets missed for ordering. 1 step forward and 3 steps back. When making these changes BSA needs to consider the scouts and volunteers needs first. This "upgrade" just made a bunch more work for the already overloaded volunteers.
    Pending Approval
  • San Diego Imperial Council Image
    5 months ago
    Ravi Iyer
    Very good instructions, very well setup.. it took only minutes for me.
    I had a couple of IT issues not related to sync, got immediate attention and was resolved.
    Thanks for the amazing work !
    Ravi
    Pending Approval
  • Golden Empire Council Image
    Chartered Organization Representative
    5 months ago
    Stephen Kimbrough
    Wow, I am impressed with this system! Great that Pack 5 is moving forward quickly to implement its use. I got a chance to look over the records in the Pack and love the detail. I hope Troop 5 Corning follows and also my grandson's Troop 154 in Red Bluff where I am an ASM.
    I need to study the database. Will this supplant the advancement records or will is run concurrently? Will the Cubs and Scouts and their parents have access to their records?
    Pending Approval
  • Chief Seattle Council Image
    5 months ago
    Bryon Slatten
    I accidentally subscribed to this blog. How do I unsubscribe? The button is missing.
    Pending Approval
  • The Spirit of Adventure Image
    Cubmaster
    Trained Strip
    4 months ago
    Jeffrey Hyer
    In verifying my AOL Scout's advancement records in Scoutnet, I noticed that one of my Scouts records don't match that of Scoutbook. We have successfully synched our scouts and advancement. All advancement was approved properly. I can't seem to figure out why the synch isn't working automatically. Is there a way to manually kick it off or see an error report.

    I've confirmed the Member ID so the only data element I can't confirm as matching is birthdate, but since those fields in the profile are greyed out (as the profile has successfully synched), I don't think there is a mismatch.

    Help, Please... they are going to register as Boy Scouts soon.

    Pending Approval
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