Advancement Sync Update

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Advancement Sync Update

Published: Nov 9, 2017
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We have now invited all troops with active subscriptions to the Scoutbook Advancement Record Sync with ScoutNet.  The Scoutbook Unit Admins for your troop have been notified and given instructions on how to activate the sync.  If they did not receive instructions, send an email to scoutbooksync@gmail.com.

We are happy to announce that we will begin to roll the sync to Cub Scout Packs next week.  When your pack is invited to the sync your Pack Admins will be sent an email by Scoutbook with instructions on how to activate the sync.

NOTE: The sync must be activated for your unit 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.

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

  • Comments (65)
  • Mayflower Council Image
    Committee Member
    9 months ago
    Mariette Crisci
    Terrific news!
    Pending Approval
  • North Florida Council Image
    Cubmaster
    9 months ago
    Gisella Underwood
    Awesome!!!! I can't wait! I am COR and I have been handling Scoutbook so I'm ready for the sync! PACK 329!
    Pending Approval
  • Sam Houston Area Council Image
    9 months ago
    Frank S. Razem
    We are ready and looking forward to it!
    updated 9 months ago
    Pending Approval
  • North Florida Council Image
    Cubmaster
    9 months ago
    Gisella Underwood
    Question... if leaders changed positions with BSA, but we didn't change it in Scoutbook... will the sync update their positions?
    Thanks.
    Pending Approval
  • Longhorn Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Donovan McNeil
    No sync is just advancement - Not membership data. Still have to get application or position transfer form to council
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    Gisella,
    No we are only sync'ing youth advancement, not membership.

    We hopefully will have some features late next year that will make membership management easier.
    updated 9 months ago
    Pending Approval
  • North Florida Council Image
    Cubmaster
    9 months ago
    Gisella Underwood
    Sounds good. Thank you. All paperwork is in order, just not in Scoutbook
    Pending Approval
  • Sam Houston Area Council Image
    9 months ago
    Jeff Lovejoy
    I cant wait to roll this out to my pack! Everything has worked great for my testing so far and I'm excited to say that its even easy to use.
    Pending Approval
  • Mayflower Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Doug DeMeritt
    How can we tell if is working? I have set it up but looking at the scoutnet file it is not being updated, thanks.
    Pending Approval
  • Longhorn Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Donovan McNeil
    Doug - I have been synced for a few weeks and I talked to my Registrar on a few concerns and he had everything. I added Palms for an Eagle just yesterday, and they were at Council before I got to the Shop to buy them.
    updated 9 months ago
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    If you have approved advancements in Scoutbook and the sync is activated, you are working.

    I don't know what you mean by "the scoutnet file" send us your contact information and we will help you out send it to: scoutnetsync@gmail.com
    updated 9 months ago
    Pending Approval
  • National Capital Area Council Image
    Scoutmaster
    9 months ago
    Joseph VandenBrock
    Since Lone Scouts can’t utilize online advancement therefore we can’t use ScoutNet are we going to still be able to use ScoutBook once all this syncing is completed?
    Pending Approval
  • Longhorn Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Donovan McNeil
    Joseph, I bet it will be similar to the Lone Scout system now. You provide advancement info to council, they then verify and they approve it.

    Would be my guess
    Pending Approval
  • Mayflower Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Doug DeMeritt
    I was just informed that it is working I was able see how it works I am good, thanks.
    Pending Approval
  • National Capital Area Council Image
    Scoutmaster
    9 months ago
    Joseph VandenBrock
    Donovan, Yes that is what I do now and it works. But my question is, will my inability for my ScoutBook account to sync prevent me from using it or will I simply be able to remain un-synced and everything work as normal?
    Pending Approval
  • Longhorn Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Donovan McNeil
    As a unit I can complete or approve advancements. If a scout is new to unit or otherwise NOT in sync, I can no longer approve his advancements until he is put into sync. It would be my guess it will not effect your use of SB at all since you cannot Approve as of now on a free or family account.
    Pending Approval
  • Circle Ten Council Image
    Committee Chairman
    Trained Strip
    9 months ago
    Wesley Keller
    oh boy! is this gonna be great!!!
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    Joseph,
    You should be able to continue as you do today without being sync'd since Lone Scouts cannot be sync'd and must still interface directly with their council for advancements.
    Pending Approval
  • Heart of Virginia Council Image
    9 months ago
    Hollie Rowland
    Fantastic news!
    Pending Approval
  • Southern Sierra Council Image
    Den Leader
    Trained Strip
    9 months ago
    Jeremy Miller
    using it now and love it for our pack
    Pending Approval
  • Hawkeye Area Council Image
    Assistant Den Leader
    9 months ago
    Jami Anderson
    Great news..
    Pending Approval
  • National Capital Area Council Image
    Scoutmaster
    9 months ago
    Joseph VandenBrock
    Awesome, thanks for the replies
    Pending Approval
  • Tuscarora Council Image
    Assistant Patrol Leader
    9 months ago
    Ryan W.
    Thats great news
    Pending Approval
  • Sam Houston Area Council Image
    Den Leader
    Trained Strip
    9 months ago
    Stewart Graham
    We are using it & love it, it makes our work so much easier
    Pending Approval
  • Blackhawk Area Image
    9 months ago
    Michael Grudek
    If we had already started manually entering in a scouts advancement details, will the sync correct anything that is off, like completion dates. Etc. Thank you
    Pending Approval
  • Washington Crossing Council Image
    Committee Advancement Coordinator
    Trained Strip
    9 months ago
    Stephen Hornak
    Michael - the key data point for advancement is rank and adventure competition dates. If data exists in the national database it will transfer to scoutbook. If data exists in scoutbook it will transfer to national. Partial data is not recorded in the national database.
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    9 months ago
    Jacob Fetzer
    Michael, whichever completetion date was entered most recently will overwrite the other.
    Pending Approval
  • Great Lakes FSC (Michigan Crossroads Council) Image
    9 months ago
    John Hopkins
    We are new to scout book this year, So is this a 2 way sync? or 1 way, just syncing from scout book to scoutnet? I'm just wondering if we need to put in years past stuff into scout book prior to being activated. Or will that info already in scoutnet flow into scoutbook?
    updated 9 months ago
    Pending Approval
  • New Birth of Freedom Image
    Cubmaster
    Trained Strip
    9 months ago
    Mickey Pines
    This is awesome news guys great job to all that have worked on getting this up and running.
    Pending Approval
  • Longhorn Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Donovan McNeil
    John it is 2 way - all old data - even ccub stuff if you have boy scouts - comes over
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    John et al,
    Watch the video here, it will explain what is going on http://bit.ly/advsync
    updated 9 months ago
    Pending Approval
  • Great Lakes FSC (Michigan Crossroads Council) Image
    9 months ago
    John Hopkins
    That is awesome news. Now we just wait for the activate invite
    Pending Approval
  • Andrew Jackson Council Image
    9 months ago
    Julia Hudson
    Great news
    Pending Approval
  • Northern Lights Council Image
    Cubmaster
    Trained Strip
    9 months ago
    Jeff Muhlenkort
    I have 2 "Test Scouts" entered into our Scoutbook roster with 2 "Test Adults" linked to them for Training. One "Test Adult" is set as a Den leader, and one is set as an Youth Adult, so I can log into those accounts and show parents how do navigate using their point of view instead of my "Admin" View.
    Will this "ScoutNet Sync" cause issues between these "Test Scouts" and the ScoutNet System as they are not actually in the Council Roster?? ((11-10-17 - @ 6:10pm))
    updated 9 months ago
    Pending Approval
  • Longhorn Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Donovan McNeil
    Jeff - they cannot be "Approved" in unit
    Pending Approval
  • Pacific Harbors Council, BSA Image
    Committee Chairman
    Trained Strip
    9 months ago
    Jennifer Olinger
    Jeff, there will be no problem. But you will need to uncheck the box next to "Position Approved" on the Membership of your test Scouts temporarily in order to activate your unit to the advancement sync. After the unit has been activated for sync, you can approve them again. For these test Scouts, you won't be able to "approve" any of their advancements or awards, because they are not on your unit's official roster.
    Pending Approval
  • National Capital Area Council Image
    9 months ago
    H. Hunt
    Thank you.
    Pending Approval
  • Occoneechee Image
    9 months ago
    Jeff Gordon
    I’m really excited about this... yet also extremely concerned. As of today, the export file from Scoutbook doesn’t load accurately into Internet Advancement. So doing it automatically doesn’t seem like it will work, either. There are several issues (I’m happy to talk with someone about all the problems we’ve had), but the real issue is that the system doesn’t accurately even say which Awards/Advancement were entered and which failed and need manual intervention. Which makes the export/upload process dangerous AND time consuming.
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    We are not automating the uploading of a file into Internet Advancement. We are actually syncing with the BSA databases themselves.
    updated 9 months ago
    Pending Approval
  • Washington Crossing Council Image
    Committee Advancement Coordinator
    Trained Strip
    9 months ago
    Stephen Hornak
    Jeff - if you are using the file from export/backup then it is not the correct file to begin with. The file for IA is created from the purchase order page.
    Pending Approval
  • Gulf Stream Council Image
    Committee Advancement Coordinator
    Trained Strip
    9 months ago
    Karyl Bertram
    Hi - who do I email about sending a sync invite? I understand all troops with paid subscriptions are syncing with ScoutNet, yet my Troop isn't. We are Troop 567 in Gulfstream Council Florida.

    I did email the address provided above - scoutbooksync@gmail.com - just wondering if there was someone else to contact. Thanks!
    updated 9 months ago
    Pending Approval
  • Pacific Harbors Council, BSA Image
    Committee Chairman
    Trained Strip
    9 months ago
    Jennifer Olinger
    Karyl, have one of the Troop Admins look under Edit Troop. When you scroll down to the bottom of that page, you should see a "BSA Advancement Sync" section. A Troop Admin and a member of the troop's Key 3 should be able to activate the advancement sync there.
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    Karyl
    I just responded to your nice email.
    updated 9 months ago
    Pending Approval
  • Longhouse Council Image
    9 months ago
    Brent Bartlett
    Will this be syncing all items such as service hours, hiking, camping or will we still need to upload those manually?
    Pending Approval
  • Washington Crossing Council Image
    Committee Advancement Coordinator
    Trained Strip
    9 months ago
    Stephen Hornak
    Brent - the sync process is for advancement. I am not certain where you are uploading camping, hiking or service hours but this is not part of that. Are you perhaps thinking of the JTE site ?
    Pending Approval
  • Twin Rivers Council Image
    Committee Member
    Trained Strip
    9 months ago
    Mark Mannix
    It doesnt look like this is pulling over Merit Badges or did we do something incorrectly?
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    9 months ago
    Jacob Fetzer
    Mark, if you see the A with arrows circling it for every scout on your roster, you did it correctly. It may take a day or so (depending on the backlog) for everything to sync in both directions.
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    Mark,
    When you say pulling over, do you mean from SB to Internet Advancement. If you are checking in Internet Advancement, you need to "START OVER" in Internet Advancement and LOAD ROSTER again to see updated records.
    For a follow up, send your questions to scoutbooksync@gmail.com
    Pending Approval
  • Twin Rivers Council Image
    Scoutmaster
    Trained Strip
    9 months ago
    Ethan Angell
    Will we be required to still submit advancement paperwork and blue cards?
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    Once in the sync, the council will accept the Pack Advancement Report from Scoutbook.
    The sync has nothing to do with blue cards.
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    9 months ago
    Bill Nelson
    Activating your unit for Advancement Sync is a one time process. You only have to do it once. There is no reason to wait for Recharter.
    Pending Approval
  • Longs Peak Council Image
    Assistant Scoutmaster
    8 months ago
    Shawn Jackson
    Just received our invite for our pack! Man you guys are good! Super excited!
    Pending Approval
  • Pacific Harbors Council, BSA Image
    Webelos Den Leader
    8 months ago
    Michael Gilliam
    Thank you, we are looking forward to this!
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    8 months ago
    Bill Nelson
    Don’t get confused! It takes a Key 3 person to initially activate the sync, but after that step any Scoutbook Unit Administrator can bring Scouts in and out of the sync.
    updated 8 months ago
    Pending Approval
  • Indian Waters Council Image
    Cubmaster
    Trained Strip
    8 months ago
    Donald Prevette
    Our pack is now synced! Thanks for all the hard work!!
    Pending Approval
  • Grand Canyon Council Image
    8 months ago
    Gary Kemp
    Where do I go to sync?
    Pending Approval
  • Washington Crossing Council Image
    Committee Advancement Coordinator
    Trained Strip
    8 months ago
    Stephen Hornak
    Gary - the blog post itself contains the needed information but here is a link for info https://drive.google.com/file/d/0B7eow1old_bYQjl2LTduZGJIQ0U/view
    updated 8 months ago
    Pending Approval
  • Westchester Putnam Image
    Committee Member
    8 months ago
    Matt Hart
    When do you anticipate completing the rollout to cub scout packs? We are still waiting for our invitiation to sync. Thanks.
    Pending Approval
  • Washington Crossing Council Image
    Committee Advancement Coordinator
    Trained Strip
    8 months ago
    Stephen Hornak
    It is anticipated that by the end of the week all Cub Scout packs will have been notified.
    Pending Approval
  • Daniel Webster Council, BSA Image
    Den Leader
    8 months ago
    Christopher Cann
    We have not gotten ours yet ether unless I missed the email??
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    8 months ago
    Jacob Fetzer
    Christopher, you should be able to just follow the instructions here: http://bit.ly/2ynvKJ7
    Pending Approval
  • Greater Cleveland Image
    Cubmaster
    Trained Strip
    7 months ago
    Michael Hughes
    I have 2 new scouts that do not have member ID's yet and Scountnet won't let me sync.

    I know that council will probably not get them entered in before Jan 1st so how do I get the synch to work?
    Pending Approval
  • Trapper Trails Image
    Scoutmaster
    6 months ago
    Chad Rackham
    This sync is not working, I’m the scoutmaster, but only show one key.
    Pending Approval
  • Golden Empire Council Image
    Assistant Cubmaster
    Trained Strip
    6 months ago
    Mike Johnson
    I am designated as a Key 3 Delegate, but Scoutbook does not recognize this. Has anyone else had this issue?
    Pending Approval
  • Last Frontier Council Image
    Lion Guide
    Trained Strip
    2 months ago
    Paul Greene
    With new scouts listed on my.scouting roster. how do you sync them to the scoutbook roster
    Pending Approval
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