Scoutbook Sync Update and New Financial Reports
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Scoutbook Sync Update and New Financial Reports
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.
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
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.
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/
Then, once you activate sync, you can recheck the position approved box.
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
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.
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.
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.
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.
After January 31, 2018, units will not be able to approve advancement, awards or requirements for Scouts that are not enabled for sync.
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.
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