The Great Crossing
Its that time of year again! Your Boy Scout Troops are starting to fill with newly graduated Cub Scouts. These scouts pose a problem for Scoutbook admins every year, and so this year we wanted to send a bit of a refresher over. Let’s talk about how to migrate your scouts from one unit successfully and painlessly to another.
First – on the Cub Scout side. You want to make sure your AOL scouts have everything entered in their awards and advancement, and that the sync has occurred. I know this is “instant” but I still like to give it 24 hrs because I’m nervous like that. This first step is really important because it is not always the easiest to move a Boy Scout back to Cub Scouts to enter in their advancement and awards. Trust me when I say this. Just make sure the whole world of Cub Scouts is completed and synced first.
Second – the Cub Scout Scoutbook Admin will want to find out who the Boy Scout Troop’s Scoutbook Admin is. The Cub Scout Admin will give Full control connection rights to this scout to the Boy Scout Admin.
Third – the Cub Scout Scoutbook Admin goes into Connections Manager on the Pack Roster page and removes the connections from the Pack leaders except the Parents and the Cub Scout Pack Admin. If the entire den is moving over, instead of going to the pack connection manager to remove connections, go to the den page then connection manager so you can do a whole row at a time... assuming the entire den is crossing over together.
Once you’ve done these things – let the Boy Scout Admin know – although they probably received the notice of being connected to a new scout anyway.
The Boy Scout leader then does the following things:
• End their membership in the Pack via edit membership.
o This may need to be done by the Scoutbook Admin from the Troop or anyone else with connections to the Scout
• Add them to the Troop and Patrol through the Edit Membership
o If you don’t have a patrol to add them to yet (has not been selected), I suggest creating a “Z-HoldingPatrol” for new scouts until they are placed somewhere)
There are a few other things for the Troop Admin to do and check here.
• Assign Troop connections to the scout – usually through the Connection Manager in the Troop Roster Screen
• Adjust connection access as needed (look for a blog coming on what connections when)
• Check to make sure the profile has correct info – like contact information, school and grade, etc.
• Reach out to the parents to make sure they know the scout has been transferred, and whatever profile updates might be needed.
• I also like to confirm the “Date joined Boy Scouts” is entered, as that helps with ranks and the OA eligibility report.
Occasionally, the scout will transfer to a unit without a Scoutbook account. In this case, the last Scoutbook unit of record (the Pack) should ensure the Parents have full control and leader connection to their scout, and to remove connection to everyone except the admin of the Pack. The Pack Scoutbook admin OR the parents can then edit the membership of the scout.
There are some resources available from the Scoutbook User Advisory Committee too – like this video on moving them from a den or Patrol. Since its very similar – here is that video: https://www.youtube.com/watch?v=aE_Fk2rvLCM&feature=youtu.be
Once the Scouts are on your official roster, you can activate the sync for them. See the video here on how to do that: https://youtu.be/twEZ2GhRZXo
That’s it! Easy – as long as the Cub Scout Admin does their thing first – the rest is as easy as a can of beans on an open campfire! How is it going for you? Running into any unforeseen issues? Let us know!