Scoutbook does not automatically make changes to BSA registrations. Currently, all changes are restricted to Scoutbook. Make sure you submit the appropriate paper application to your local Council Service Center to reflect any registration changes.
Scoutbook will automatically add the Scouts on your current council roster. When updates are made with registrations at your council they will populate in Scoutbook within 24 hours. If you wish to add Scouts prior to that time, see the following: (Adding them in Scoutbook will not change their registrations, you still much file the proper paperwork.) NOTE: We recommend you wait for the Scouts to appear on your roster. You can manually create them, but you run the risk of creating a record that does not exactly match the name, birthdate, address, etc. and we are not able to match the record you create to update it with the Scout’s member ID. When that happens a second (duplicate) record will be created and you will need to remove (put in an end date) of the one you entered.
All registered Scouts and Leaders will automatically be in your unit in Scoutbook about 24 hours after their registrations are posted by your local council. Any updates in their registrations will be reflected within 24 to 48 hours in Scoutbook. We recommend you wait for this to occur. Adding them manually may lead to issues down the road.
Note you must be a Scoutbook unit administrator to execute these instructions. For units new to Scoutbook, Scoutbook will make the unit leader (Cubmster, Scoutmaster, Crew Advisor, Ship Skipper), Committee Chair, and Chartered Organization Representative unit administrators. They can then add other administrators or remove the administrator position from others.
If you have never logged into Scoutbook before, you go to https://scoutbook.com and login with your my.scouting.org credentials.
You can import other unit data from other tracking programs. See the information here for more instructions.
If a Scout or leader has not been registered yet, you can place them into Scoutbook. We recommend you wait for them to be added automatically. Adding them manually may lead to issues down the road. If you decide to proceed with adding them manually: Please put them in exactly as they appear on their application. When they are registered in your unit, Scoutbook will match up their official record with the one you put into Scoutbook.
If there is an entry error and the records do not match, it may produce a duplicate Scout entry. If this is the case, contact your local council for assistance.
Manual setup: Here are a few steps to getting started using Scoutbook. Follow these steps to get a fast start on your initial setup. The example is for a Pack, however you can do the same steps for a Troop.
- Create all your dens — From your Dashboard click on the pack link. Then click on the Add Den link.
- Add all your Scouts to each den.
Go into each den page and click on the link Reassign Scout(s) and select the Scouts you wish to have in your den; and click Invite (an invitation will not be sent.) You can do that for every den and quickly move the Scouts into your den.
If a Scout has not been registered yet, you can place them into Scoutbook by clicking Add New Scout. Please put them in exactly as they appear on their application. When they are registered in your unit, Scoutbook will match up their official record with the one you put into Scoutbook.
Adding a Scout that has moved into your unit from another unit that uses Scoutbook
Please use our Transfer tool:
See: https://help.scoutbook.scouting.org/knowledge-base/transferring-a-scout-between-units-sb/
If they are coming over from a different council, you will need to click on the Scout’s membership and unapprove the Scout and remove the member ID and change the council then reapprove the Scout.
- Add your Pack leaders — Your registered leaders should be in your unit already. If a leader has not been registered yet, you can place them into Scoutbook. Please put them in exactly as they appear on their application. When they are registered in your unit, Scoutbook will match up their official record with the one you put into Scoutbook.
If there is an entry error and the records do not match, it may produce a duplicate Scout entry. If this occurs contact your local council for assistance.
Go into the Pack Roster to add new leaders or to add additional positions to leaders already on your roster.
We recommend making at least 3 adults Unit Admins in Scoutbook per unit.
Adult leaders and committee members who are so defined in Scoutbook will be able to approve advancements if you give them Edit Advancement permission. They get that by default or you can change it with Set Permissions when you create the account. Later you can adjust permissions with Connection Manager in the Pack, Troop, Ship or Crew Roster page.
Parents who are only defined as a parent in Scoutbook can only complete advancements (not approve them.) If you wish them to approve advancements you will need to give them some other unit position in Scoutbook. - Invite each parent to connect to their Scout’s records.
Go into each Scout’s Account then click on add parent. For additional parents or guardians you can add them by clicking on the Scout’s Connections link. Add each parent and guardian. Parents who are only defined as a parent in Scoutbook can only complete advancements (not approve them.) If you wish them to approve advancements you will need to give them some other unit position in Scoutbook.
For youth protection reasons only a parent can invite their Scout to join Scoutbook and view their records. For instructions on how they do that, see the Parent Account Setup guide.