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)
8 years ago

Mariette Crisci

Terrific news!

Pending Approval

Terrific news!

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8 years 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

Awesome!!!! I can't wait! I am COR and I have been handling Scoutbook so I'm ready for the sync! PACK 329!

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8 years ago

Frank Razem

We are ready and looking forward to it!

updated 8 years ago

Pending Approval

We are ready and looking forward to it!

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8 years 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

Question... if leaders changed positions with BSA, but we didn't change it in Scoutbook... will the sync update their positions? Thanks.

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8 years ago

Donovan McNeil

No sync is just advancement - Not membership data. Still have to get application or position transfer form to council

Pending Approval

No sync is just advancement - Not membership data. Still have to get application or position transfer form to council

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8 years 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 8 years ago

Pending Approval

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.

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8 years ago

Gisella Underwood

Sounds good. Thank you. All paperwork is in order, just not in Scoutbook

Pending Approval

Sounds good. Thank you. All paperwork is in order, just not in Scoutbook

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8 years 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

How can we tell if is working? I have set it up but looking at the scoutnet file it is not being updated, thanks.

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8 years 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 8 years ago

Pending Approval

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.

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8 years 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 8 years ago

Pending Approval

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

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8 years 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

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?

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8 years 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

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

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8 years ago

Doug DeMeritt

I was just informed that it is working I was able see how it works I am good, thanks.

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I was just informed that it is working I was able see how it works I am good, thanks.

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8 years 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

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?

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8 years 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

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.

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8 years ago

Wes Keller

oh boy! is this gonna be great!!!

Pending Approval

oh boy! is this gonna be great!!!

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8 years 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

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.

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8 years ago

Hollie Rowland

Fantastic news!

Pending Approval

Fantastic news!

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8 years ago

Jeremy Miller

using it now and love it for our pack

Pending Approval

using it now and love it for our pack

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8 years ago

Jami Anderson

Great news..

Pending Approval

Great news..

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8 years ago

Joseph VandenBrock

Awesome, thanks for the replies

Pending Approval

Awesome, thanks for the replies

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8 years ago

Ryan W.

Thats great news

Pending Approval

Thats great news

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8 years ago

Stewart Graham

We are using it & love it, it makes our work so much easier

Pending Approval

We are using it & love it, it makes our work so much easier

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8 years 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

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

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8 years 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

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.

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8 years ago

Jacob Fetzer

Michael, whichever completetion date was entered most recently will overwrite the other.

Pending Approval

Michael, whichever completetion date was entered most recently will overwrite the other.

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8 years 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 8 years ago

Pending Approval

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?

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8 years ago

Mickey Pines

This is awesome news guys great job to all that have worked on getting this up and running.

Pending Approval

This is awesome news guys great job to all that have worked on getting this up and running.

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8 years ago

Donovan McNeil

John it is 2 way - all old data - even ccub stuff if you have boy scouts - comes over

Pending Approval

John it is 2 way - all old data - even ccub stuff if you have boy scouts - comes over

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8 years ago

Bill Nelson

John et al,
Watch the video here, it will explain what is going on http://bit.ly/advsync

updated 8 years ago

Pending Approval

John et al, Watch the video here, it will explain what is going on http://bit.ly/advsync

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8 years ago

John Hopkins

That is awesome news. Now we just wait for the activate invite

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That is awesome news. Now we just wait for the activate invite

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8 years ago

Julia Hudson

Great news

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Great news

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8 years ago

Jeffrey 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 8 years ago

Pending Approval

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))

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8 years ago

Donovan McNeil

Jeff - they cannot be "Approved" in unit

Pending Approval

Jeff - they cannot be "Approved" in unit

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8 years 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

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.

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8 years ago

H. Hunt

Thank you.

Pending Approval

Thank you.

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8 years 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

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.

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8 years 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 8 years ago

Pending Approval

We are not automating the uploading of a file into Internet Advancement. We are actually syncing with the BSA databases themselves.

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8 years 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

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.

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8 years 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 8 years ago

Pending Approval

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!

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8 years 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

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.

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8 years ago

Bill Nelson

Karyl
I just responded to your nice email.

updated 8 years ago

Pending Approval

Karyl I just responded to your nice email.

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8 years 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

Will this be syncing all items such as service hours, hiking, camping or will we still need to upload those manually?

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8 years 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

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 ?

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8 years ago

Mark Mannix

It doesnt look like this is pulling over Merit Badges or did we do something incorrectly?

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It doesnt look like this is pulling over Merit Badges or did we do something incorrectly?

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8 years 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

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.

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8 years 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

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

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8 years ago

Ethan Angell

Will we be required to still submit advancement paperwork and blue cards?

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Will we be required to still submit advancement paperwork and blue cards?

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8 years 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

Once in the sync, the council will accept the Pack Advancement Report from Scoutbook. The sync has nothing to do with blue cards.

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8 years 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

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.

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8 years ago

zuzdgk Jackson

Just received our invite for our pack! Man you guys are good! Super excited!

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Just received our invite for our pack! Man you guys are good! Super excited!

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8 years ago

Michael Gilliam

Thank you, we are looking forward to this!

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Thank you, we are looking forward to this!

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8 years 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 years ago

Pending Approval

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.

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8 years ago

Brooks Prevette

Our pack is now synced! Thanks for all the hard work!!

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Our pack is now synced! Thanks for all the hard work!!

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8 years ago

Gary Kemp

Where do I go to sync?

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Where do I go to sync?

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8 years 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 years ago

Pending Approval

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

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8 years 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

When do you anticipate completing the rollout to cub scout packs? We are still waiting for our invitiation to sync. Thanks.

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8 years ago

Stephen Hornak

It is anticipated that by the end of the week all Cub Scout packs will have been notified.

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It is anticipated that by the end of the week all Cub Scout packs will have been notified.

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8 years ago

Christopher Cann

We have not gotten ours yet ether unless I missed the email??

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We have not gotten ours yet ether unless I missed the email??

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8 years ago

Jacob Fetzer

Christopher, you should be able to just follow the instructions here: http://bit.ly/2ynvKJ7

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Christopher, you should be able to just follow the instructions here: http://bit.ly/2ynvKJ7

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8 years 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

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?

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8 years ago

Chad Rackham

This sync is not working, I’m the scoutmaster, but only show one key.

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This sync is not working, I’m the scoutmaster, but only show one key.

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7 years ago

Mike Johnson

I am designated as a Key 3 Delegate, but Scoutbook does not recognize this. Has anyone else had this issue?

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I am designated as a Key 3 Delegate, but Scoutbook does not recognize this. Has anyone else had this issue?

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7 years ago

Paul Greene

With new scouts listed on my.scouting roster. how do you sync them to the scoutbook roster

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With new scouts listed on my.scouting roster. how do you sync them to the scoutbook roster

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7 years ago

Karen De Castro

How do I setup advancement sync for new scouts? I have entered their Member ID pulled from the Member Manager of my.scouting.org. I'm a Key 3 member.

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How do I setup advancement sync for new scouts? I have entered their Member ID pulled from the Member Manager of my.scouting.org. I'm a Key 3 member.

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