2. Topics
• What is Scoutbook?
• Scoutbook Tool Access
– Understanding Roles
• Setting up a Unit
– Creating a Den/Patrol
– Adding New Scouts
– Parent Connections
• Parent Tools
• Den/Patrol Tools
• Unit Tools
3. What is Scoutbook?
• BSA supported tool to manage your unit
– Calendaring
– Email communications
– Rank advancement
– Adult leader training
• Connects to ScoutNet
• Is free for use
5. Roles & Membership
• Roles are assigned by adding a “membership”
to a person.
• Membership is used to define a start and
(possible) end date for a role.
• Membership is also used to define someone’s
time in a position (den/patrol leader, scout as
a Bear, etc.)
6. Roles & Membership
You can see the
length of time that a
person has
membership in a
role. For adults,
roles can be scout
roles and Scoutbook
permission access
roles.
And you can add
additional roles.
10. Setting Up a Den/Patrol
Once the den is
created, you can
click on the den
to begin adding
leaders and
scouts
11. Adding an Adult Leader
First search to
see if they are
already
registered with
the BSA.
If not, then add
them in the
lower section.
12. Adding a New Scout
• The application form should be submitted to
the Mid-Iowa Council registrar to be entered
into the ScoutsBSA database
• OR an electronic application can be approved.
• A day (or two) after the registrar enters the
scout, they should appear in the unit roster as
an unassigned scout.
13. Adding a New Scout
The new scout
Ethan shows up
not assigned to
a den on the top
level Pack page.
14. Adding a New Scout
Click on your
new scout and
scroll down to
the Membership
Link to assign
them to their
den/patrol
15. Adding a New Scout
Click on
“Reassign Den”
to move them to
a den.
16. Adding a New Scout
Now pick which
den/patrol to
which they will
be assigned.
17. Adding a New Scout
• You then need to connect the scout to their
parent.
• For Cub Scout Lions and Tigers, the parent on the
application form will exist in the database and
you should search for them and connect them
(rather than creating an additional copy of them).
• It helps to take a picture of the scout application
to capture adult/guardian information.
19. Connecting an Adult
Just click the
“Add” to add a
connection.
This scout has
parents and the
Cubmaster and
Assistant
Cubmaster
connected
already.
20. Connecting an Adult
First search to
see if they are
already
registered with
the BSA.
If not, then add
them in the
lower section.
Also grant them
permission
TIP: Once you add someone as a parent, they cannot be removed unless you send email to scoutbook.support@scouting.org
In the e-mail, they should explain the situation and provide as much identifying information as they can (Scout’s name, BSA ID #,
parent’s name, unit number, council name). If connecting an existing adult – make sure it’s the right one.
21. Scout Tools: Visible to All
• View Den/Patrol & Pack Calendars
• Edit Profile: self and scout
• RSVP for events
• View Payment Log
• Scout Advancement/Awards
• Scout Leadership/Training
• Scout Hiking/Camping/Service Logs
24. Den/Patrol Calendar
On the Pack page, you’ll see all the Pack events.
On the Den/Patrol page are the events just for that group.
The calendar is located in the upper right corner.
25. RSVP for an Event
When an invite is emailed for the event, there is a link to RSVP for the event.
31. Scout Advancement
Click on a specific rank to determine rank advancement not completed. The
check list below is just a visual aid. Click on the belt loop picture to get to details.
32. Scout Advancement
You can click “Percent Complete” to finish the work without updating the checklist.
47. Manage Den/Patrol Calendar
• Pro Tip: If you use Chrome, there is an
extension: Feature Assistant Extension for
Scoutbook.
• It prevents you from timing out when logged
in and helps with emails and calendaring.
52. Calendar: Add Event
• Pick Calendar and specify at Unit Level or
Den/Patrol Level
• Can set Invitees and have them RSVP
• Scheduled reminders: will send out email
reminders to invitees. Text in the “Event
Description” is what is emailed out
• Manage Advancement: can note which items
will be worked on at the meeting
53. Email
Top part will list
parents and the
ones in your
den/patrol will be
preselected.
Scroll to the bottom
to compose the
message.
54. Email
• Can send email to your den/patrol through Scoutbook
• Uses simple text editor. Account email is the “reply to”
email.
• Can attach X months of events from the calendar to the
end of the message
• TIP: Type your message in another editor first and then
copy/paste it in when you send it. If you take too long
to compose your message, the connection may time
out and you’ll lose your work. Or, use the Chrome
Extension to prevent time outs.
55. Scout Advancement (Quick Entry)
Quick entry link is
accessible near
the bottom of the
Den/Patrol page.
56. Awards – Quick Entry
Can click each
item completed.
Your own scout
will be available
to choose (on
left). Admins
(den/patrol and
unit) will be able
to click any of the
scouts.
57. Den/Patrol Tools: Connections Manager
• Unit Admins, Den/Patrol Admins have full
control for all scouts in the den. Parents
have full control for their own scouts
• You can use this interface to change the
access level for all non-parents to a scout.
– Useful to add an advancement chair, or
merit badge counselor.
• Click on the name of the scout (across the
top) or adult leader (on the left) to change
access to all of the other kind of person
• Access Levels:
– View Profile
– Edit Profile
– View Advancement
– Edit Advancement
– Full Control
58. Unit Admin Tools
• Reports
• Advancement Approval
• Add Entries to Payment Log
• Manage Pack Calendar
• Set up Den/Patrol
• Add Adult Leaders and Scouts
60. Unit Tools: Advancement Flow
Earned advancement
entered
Advancement
approved; Add to PO
Items on PO
purchased; PO closed
Moved to awarded
Where: Under Scout -> Enter Advancement/Awards
OR Under Den/Patrol -> Quick Entry
Who: Den/Patrol Leader or Parent
Where: Under Unit-> Unit Reports
Who: Advancement Chair
Where: Under Unit-> Unit Reports
Who: Advancement Chair
Where: Under Unit-> Unit Reports
Who: Advancement Chair
61. Payment Log
• You can record an amount due here for an
activity on the calendar or some other
category (like dues).
• The amount in a Scout’s account is visible to
the parents, so they can see what is owed.
• The admin can run a report with everyone’s
balance to see who still needs to pay.
