Use Internet Advancement Calendar to schedule events for your Pack, Den (dens included) Troop (patrols included), Crew and/or Ship.
Any calendar changes made in Internet Advancement will immediately be reflected in Scoutbook and visa versa. (Note: Scoutbook does not have support for repeated events, but Internet Advancement does; they show up as individual events in Scoutbook)
Calendar event creation and attendance permissions are currently limited to the following positions:
- Assistant Den Leader (If assigned to a Den can edit Den Calendar)
- Assistant Scoutmaster (If assigned to a Patrol can edit Patrol Calendar)
- Assistant Webelos Den Leader (If assigned to a Den can edit Den Calendar)
- Calendar Editor for youth
- Chartered Organization Rep Delegate
- Chartered Organization Rep.
- Committee Chairman
- Committee Secretary
- Council Unit Representative
- Crew Admin
- Cubmaster
- Den Admin (If assigned to a Den can edit Den Calendar)
- Den Leader (If assigned to a Den can edit Den Calendar)
- Pack Admin
- Scoutmaster
- Ship Admin
- Skipper
- Tiger Den Leader (If assigned to a Den can edit Den Calendar)
- Troop Admin Role
- Unit Outdoors / Activities Chair
- Venturing Crew Advisor
- Webelos I Den Leader (If assigned to a Den can edit Den Calendar)
CHECK YOUR TIME ZONE
IMPORTANT: Before using the calendar for the first time, make sure your unit’s time zone is set correctly. Select your unit in the drop down (top right) in Internet Advancement. Then click on the gear icon and select settings. Scroll down to see or adjust the Unit time zone.
ACCESSING THE CALENDAR
To access the calendar from your unit’s Roster screen in Internet Advancement: Make sure you are viewing your unit (you can change units, if needed, with the upper right pull down menu,) then click on Calendar in the menu to the left.
CREATING AN EVENT
Click on the start date for your event. Or the plus sign in the upper right of the calendar screen.
You can select that you are creating an event (used for meetings and future events) You can select that you are creating an event (used for meetings and future events). If you are just creating an activity log, click Activity Logs from the left hand side menu and click “+ New Activity Log.” Please note that Activity Logs can be created within the event once the event has concluded. For more information on how to enter activities, please see our guide here.
Put in an event name, Start Date and End date (if it is a repeating event, be sure to click the checkbox for “Repeat Event” and put in the first occurrence of the series.
Put in a start time and end time.
Put in a description of the event and any additional notes.
If you would like to require permission slips, click the Required Permission Slip box. This will provide the BSA standard permission slip to be available to the attendees for download.
Select “Event with RSVP” if you are looking for the participants to RSVP. Make sure you have attendees identified so the RSVP system will work for the event.
Put in a location (optional) and if you have a URL to a map of the location
You can select event reminders and enter what you wish to say in your reminder. Then select when you wish the reminder to go out. . The maximum amount of reminders is three.
You can also adjust which calendars (unit, sub-unit) you wish the event to show on on by adding units/sub-units under “Event Calendars.”
Add and adjust the attendees to your event on the right side of the screen.
Remember to click Create Event to save your calendar event.
EDITING AN EVENT
To edit, duplicate or delete an existing event: go to your calendar, click on the event, and edit button next to the words EVENT INFORMATION.
EVENT RSVP
If you click the box Event with RSVP in your event edit screen, your event will support RSVPs.
The results of attendee’s replies will be shown on the upper right of the Edit screen.
You can also answer for them by clicking on Quick Entry RSVP.
Members can also RSVP by going to the calendar and clicking on the event.
ATTENDANCE
The invitees will turn into ‘attended’ after the event. You are able to edit who did and did not attend similarly to editing invitees.
ADDING / LINKING EVENTS TO ACTIVITIES
To reconcile activities (add/edit/delete) that were associated with the event after the event has concluded, scroll down to the bottom of the page, Add an activity. The people who were invited to the event will be listed in the activity. You can then adjust who attended the activity if not all of them participated.
REPORTS
Reporting is coming soon
EXPORTING TO ANOTHER CALENDARING SYSTEM
You can download an iCal (.ics) file from a calendar and import it to a third party system. The download is available at the bottom of the calendar screen.
FREQUENTLY ASKED QUESTIONS
Q. Does an event automatically record a corresponding advancement requirement?
A. No, not at this time.
Q. Can we import another calendar using iCAL to the Internet Calendar?
A. Not at this time
Q. How can I change a single occurrence event to a recurring event?
A. Delete the event and create a new recurring event, or create a recurring event starting at the next occurrence of your event.