Scoutbook Sync Update and New Financial Reports

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Scoutbook Sync Update and New Financial Reports

Published: Dec 21, 2017
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SCOUTBOOK SYNC

To allow units more time to activate the Youth Advancement Sync, we are moving the cut-off date to January 31, 2018.

All Scoutbook units must be active on the Sync by January 31, 2018. Starting February 1, 2018, units with active Scoutbook subscriptions will only be able to approve advancements for Scouts who are in the Advancement Sync. If you have not activated your unit and Scout within the unit, you will not be able to approve advancements for that Scout.

The user guide on activating the Sync is here: http://bit.ly/syncadv If you have any questions about the Sync please send an email to: Scoutbooksync@gmail.com.

REMINDER: As you activate the Sync, if there are Scouts that have not yet been registered (entered into ScoutNet or My.Scouting) you can un-approve those Scouts in Scoutbook and continue setting up the Sync for the rest of your unit. Once registration is complete for the outstanding Scouts you can then approve them, activate them for the Sync from the Scout account page, and they will then be included.

New Financial Reports for Scoutbook

You may have noticed something new in the reports section for your unit, den, patrol or Scout. The new Payment Log Report was put into production to give you a quick bird’s-eye view of the finances of the Scouts.

When used, you can see specific details, such as what a Scout has paid for or has been charged. If you track Scout Bucks here, you can also see the balance (although Scoutbook assumes any charge-in would be paid for by available Scout Bucks – so keep that in mind).

You can find this report at the unit, den, patrol, or Scout level, giving you a range of options of things to pull. Need to talk to an individual Scout family about dues – use this tool from the Scout’s page. Perhaps you need your den leader’s support to get money collected from the fundraiser. You can print a report specifically for that den.

  • Comments (37)
  • Grand Canyon Council Image
    a month ago
    Teresa Kolton
    According to my.scouting.org I am the committee chair. I am designated as it in Scoutbook as well. When I try to sync it says it can't verify me as one of the key 3. I have double checked my ID number to ensure everything matches between the sites and it does. What else do I need to check?
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    a month ago
    Bill Nelson
    Teresa,
    Check the following, read these troubleshooting tips carefully:
    a. Make sure you have entered your BSA Member # into your profile and setup yourself as a key 3 in the Scoutbook roster.
    b. Make sure you have a green check mark next to your name in Scoutbook for your key 3 position. If not, go into My Positions and accept the position (or your unit admin can approve your position.) This is in addition to your unit administrator position, which is a separate position.
    c. If you are a Key 3 member: make sure you appear on the current BSA roster as a key 3 member with the same membership number you are using in Scoutbook. You can check this through Member Manager or your profile on the my.Scouting.org website. If not, change the number in Scoutbook to match your unit roster. Contact your council service center if you do not show as a key 3 member on your unit roster.
    d. Check the Manage Member ID tool: log onto http://my.scouting.org from the pull-down menu and go to Legacy Tools; then Manage Member ID. Make sure the member ID that is in Scoutbook is there and is set to Primary. If not, add it and set it as Primary.

    If after trying these, you are still stuck, send an email to scoutbooksync@gmail.com with a good time to call
    Pending Approval
  • Pacific Harbors Council, BSA Image
    Committee Outdoor/Activities Coordinator
    Trained Strip
    a month ago
    Christine Sherwood
    Question - As COR, I would like to run a report to see who is entering what awards, is there a report I can build that will pull the name of the person entering advancements as complete?
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    a month ago
    Ed D'Avignon
    Christine,
    This is no way to determine who marked an award as complete, just as there is no way to determine who checked off a requirement complete in a handbook. You can determine who approved requirements and final completion by looking at the award or requirement in Scoutbook. The approver's name is listed, but you need to click on each entry individually. If the approve is BSA Administrator, then the award was imported from ScoutNET either via sync or a roster import.
    Pending Approval
  • Great Salt Lake Council Image
    Committee Advancement Coordinator
    Trained Strip
    a month ago
    Dan Decker
    Is there a way to cancel a subscription? I purchased a subscription for both the troop and pack. The Troop has loved Scoutbook and uses it effectively. The cub leaders are less technologically inclined and will not use Scoutbook (or any other computer tracking system). I planned to allow the pack subscription to expire after the year mark. With the above information it appears the pack will be unable to record awards on scoutnet because they have a subscription in Scoutbook. How can this be resolved?
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    a month ago
    Jacob Fetzer
    Dan, you have misunderstood the post above. There’s no harm in ceasing use of Scoutbook before the subscription expires. The pack can continue to use Internet Advancement until it is replaced by Scoutbook Lite later in 2018. Then that can be used without a subscription to Scoutbook.
    Pending Approval
  • The Spirit of Adventure Image
    Committee Member
    a month ago
    Peggy Pates
    Is there a way to verify that the sync was successful? Troop 3 Manchester MA Spirit of Adventure Council, synched last Thursday night
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    a month ago
    Jacob Fetzer
    Peggy, go to your dashboard > administration. Your troop should have an A with an arrow circling it if Sync was successfully activated. Your troop roster will also have the same symbol by every scout’s name.
    updated a month ago
    Pending Approval
  • Black Swamp Area Council Image
    Committee Chairman
    Trained Strip
    a month ago
    Dave Lamore
    When will a quick entry be available for the new financial reports. It would help when group charges are the same.
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    a month ago
    Bill Nelson
    Dave,
    Quick entry for the payment logs are on the requested list, however we don't know when it will be developed.
    However there is a volunteer created quick entry feature available here for Chrome and Firefox users. Information is here:
    https://www.scoutbook.com/mobile/forums/using-scoutbook/111353/feature-assistant-extension/
    Pending Approval
  • Three Fires Council Image
    Den Leader
    Trained Strip
    a month ago
    Joshua Hoffman
    If I have a Den subscription, will I still be able to usd Scoutbook and approve things as I have been as a Den Level record? I understand it will not be uploaded to Intermet Advancement and thats fine - I just want to keep using Scoutbook as I have been.
    Pending Approval
  • Great Salt Lake Council Image
    Scoutmaster
    a month ago
    Vaughn Emett
    How do I get notified that we are eligible for advancement sync? Presently, none of the icons for sync show up per the published instructions.
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    a month ago
    Jacob Fetzer
    Vaughn, all units are now eligible. I’m not sure why you wouldn’t have received the notice, but you can follow the published instructions to activate it.
    Pending Approval
  • Lake Erie Council Image
    Committee Chairman
    Trained Strip
    a month ago
    Tim Yarian
    How do you unapproved a scout to get my roster ready for the sync? I don’t want to delete them.
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    a month ago
    Jacob Fetzer
    Tim, Go to that scout’s Page, click (scout)’s membership. Then, go into the current membership, uncheck the position approved box, and click update.

    Then, once you activate sync, you can recheck the position approved box.
    Pending Approval
  • Great Salt Lake Council Image
    Scoutmaster
    a month ago
    Vaughn Emett
    The published instructions describe icons that do not appear on my Edit Troop page. What am I missing?
    Pending Approval
  • Grand Canyon Council Image
    Committee Member
    Trained Strip
    a month ago
    Bill Nelson
    The sync section is at the bottom of the Edit Troop page and will disappear once your unit is sync'd

    Is your Scoutbook troop subscription up to date?
    If you go to your dashboard does your troop have a A with a circle around it next to the troop's name ... if so you are already sync'd
    You will also see the line This unit was setup for BSA Advancement Sync by ... under the troop information in the Edit Troop page in the upper right if you are sync'd

    If you are still stuck after checking these, email: scoutbooksync@gmail.com with your contact information and a good time to call
    updated a month ago
    Pending Approval
  • Southwest Florida Council Image
    Committee Advancement Coordinator
    Trained Strip
    a month ago
    Tina Tine
    I received an email stating that all ranks and merit badges needed to be entered before midnight tonight. I have done this in Scoutbook and our Troop is synced. Do I still need to enter all of the advancements into the Internet Advancement site? I looked at one of the scouts that received a rank advancement and it did not appear on Internet Advancement.
    Pending Approval
  • Pacific Harbors Council, BSA Image
    Committee Chairman
    Trained Strip
    a month ago
    Jennifer Olinger
    Tina, no you only need to enter them at Scoutbook. They should sync over to Internet Advancement in 24-48 hours. In order to see the advancements at Internet Advancement, you will need to click on the "Start Over" button and reload your roster there.
    Pending Approval
  • Great Salt Lake Council Image
    Scoutmaster
    a month ago
    Vaughn Emett
    I have a red flag next to our Troop name. No A inside a red circle, no indication that we are already synced. Our subscription is up to date, per the icon next to our troop number.
    updated a month ago
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    a month ago
    Jacob Fetzer
    Vaughn, I'd suggest sending screenshots of what you see on the Edit Troop page to scoutbooksync@gmail.com.
    Pending Approval
  • Great Salt Lake Council Image
    Scoutmaster
    a month ago
    Vaughn Emett
    Under "Verify scout roster" I get the message: "missing BSA Member #" for one of my Scouts. If I have the Scout's number from the BSA database, how do I enter it in Scoutbook?
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    a month ago
    Ed D'Avignon
    Vaughn,

    On your roster, click on your Scout, then click Edit Profile. Scroll down a little to the BSA# field, enter the number and click Update.
    Pending Approval
  • Great Salt Lake Council Image
    Scoutmaster
    a month ago
    Michael Christensen
    We have been trying to use Scoutbook, but I think we are just going to use Internet Advancement now. If I decide to use only Internet Advancement, will it still work? Or at some point will I be forced onto Scoutbook anyway?

    What happens after the deadline?
    If I don't sync Scoutbook with internet advancement before Jan 31, will I be barred from syncing it later? In case we decide to start using Scoutbook later.
    updated a month ago
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    a month ago
    Jacob Fetzer
    Michael, you are certainly welcome to continue using Internet Advancement until it is retired and replaced by Scoutbook Lite. For known details of Scoutbook Lite, see the previous blog post. Note that Scoutbook Lite is a completely different user interface than Scoutbook. It will just use the same underlying database.

    After the Jan 31 deadline, you will be unable to approve anything in Scoutbook if you have not activated sync. This is in preparation of making the Scoutbook database the official system of record. You will be able to activate sync at a later time if you choose to.
    Pending Approval
  • Coastal Georgia Council Image
    a month ago
    Don Sanker
    My troop is not currently subscribed to Scoutbook and we are evaluating our software tracking future. What effect will subscribing after the 31 January deadline have on our ability to sync data?
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    a month ago
    Jacob Fetzer
    Don, regardless of the Jan 31 date, all units that start a new paid subscription will need to activate the advancement sync. The 30-day trial is done without turning sync on.
    Pending Approval
  • Las Vegas Area Council Image
    Committee Advancement Coordinator
    a month ago
    Carrie Nichols
    Now that my Troop is sync'd. What do I print to send to the trading post to order advancements and merit badges?
    Pending Approval
  • Simon Kenton Council Image
    Cubmaster
    Trained Strip
    a month ago
    Jacob Fetzer
    Carrie, from the needs purchasing report, add items to a purchase order. Then within the purchase order scroll down to Advancement Report. That is what you need to print.
    Pending Approval
  • Las Vegas Area Council Image
    Committee Advancement Coordinator
    a month ago
    Carrie Nichols
    Thanks Jacob, I just wanted to make sure that's all was needed to send to council for purchasing. I'm so used to there being more paperwork to send them.
    Pending Approval
  • Daniel Boone Council Image
    Committee Chairman
    a month ago
    Erick Johanson
    I have 2 scouts that want to have a personal account link to our Troop. They are set up, but when I put in their BSA ID# it tells me that # is linked to another scout. How can I get them into the system so they can see everything going on with the Troop?
    Pending Approval
  • Washington Crossing Council Image
    Committee Advancement Coordinator
    Trained Strip
    a month ago
    Stephen Hornak
    Erick - the parent would need to invite the scout to connect to their account in scoutbook. It seems like you are making a second account for them.
    Pending Approval
  • Water and Woods FSC  (Michigan Crossroads Council) Image
    Cubmaster
    Trained Strip
    a month ago
    Nathan Chance
    what happens if you miss the cut off date?
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    a month ago
    Ed D'Avignon
    Erick,

    Have the parents put the Scout in your unit in Scoutbook and connect to you. At that point you can approve their membership and enable the Scout for sync.
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    a month ago
    Ed D'Avignon
    Nathan,

    After January 31, 2018, units will not be able to approve advancement, awards or requirements for Scouts that are not enabled for sync.
    Pending Approval
  • Palmetto Council Image
    Committee Chairman
    Trained Strip
    8 days ago
    Paul Sweeney
    My unit just started using the payment log to keep track of individual scout accounts(scout bucks). It is working perfectly to show money earned from popcorn and camp card sales. And to show money spent on recharter and campouts. My question is why cant parents see the payment log unless they have full control permissions? I need my parents to see it and my treasurer to be able to add transactions. I have tried giving parents every lower level permission and they can not see payment log under their own son.
    updated 8 days ago
    Pending Approval
  • Northern Star Council Image
    Assistant Scoutmaster
    Trained Strip
    8 days ago
    Ed D'Avignon
    Paul,

    The SUAC recommends parents be given full control of their Scouts. As you have found, full control is required to see the Payment Log. This was a design decision made when Payment Log was originally implemented. I do not know the thinking behind it.
    Pending Approval
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