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Getting your data into any online system can be a challenge. We’ve done our best to make this process as easy as possible and we can import data from most sources whether you collected it manually or exported from another system. We understand that sometimes it can be difficult because not all data is made the same. We’re here to help so if you need it just send an email to firstname.lastname@example.org . We do lots of imports so we can often get your data into the system fairly quickly.
To access the import section use the menu Administration => Data Import. You can import both user and awards data separately as needed.
It is highly recommended to setup synchronization between Scout Manager and Scoutbook which is the official scout record keeping location. Once you have this setup you can get updates from SB and push updates back to the BSA with a few clicks.
This is an excellent way to do an initial setup of all your scout and award data!
Follow this process to synchronize your scout awards to Scoutbook.
Scout Manager will sync up with the Scoutbook roster by receiving the data it has on file, then it will send over your advancement data. It all happens in just a few minutes and you can watch the progress as we work. Below we’ve provided some insight for what will be moved between the systems.
You may have data in another system that you want to import either separately or in addition to the ScoutNet import. For example you may want to import your adult leaders and parents (which is not currently, available using the ScoutNet import). For this process we recommend providing your data in spreadsheet form and saving the data as comma separated values (CSV) format.
You may need to do a fair amount of data preparation in a spreadsheet application, but it will save you valuable time later so it’s worth the effort. To save time we provide a spreadsheet template with header columns pre-populated.
Template link: use this template when you already have your scout/parent data in a spreadsheet
The headers help the import process figure out what data is in which column to be sure to use the exact name in the template, however the order of the columns is not important. Both Scouts and Adults can be imported at the same time – there’s a user type field to let the system know which type of user you’re importing.
Parent data You can provide parent data on the same row as the scout. The system will recognize this and automatically associate them together. This is a huge time saver later on so consider it. Up to 4 parents can be specified.
When importing data it’s important to validate that the data is consistent in each column top to bottom. Adults don’t get ranks, den/patrol and other Scout related fields.
Awards import If you need to import awards from a source other than ScoutNet, the specification for the data is as follows:
Save this as comma separated values (CSV). Some awards names contain commas! This will mess up your data (because its comma separated), so remove any commas and other special characters from awards names before attempting the import.
You can import awards data as many times as you want. The import is smart enough to update already imported awards (e.g. you need to update dates) and not create multiple awards.
The scout’s name must match exactly else the import with kick it out. If you see this during the import process go back to your spreadsheet and make corrections, then retry the import. The import may also kick out award names that it doesn’t recognize. This is usually due to inconsistent naming practices across software applications. The easiest resolution and recommended is to update your spreadsheet with the exact BSA name and then retry the import.
This process can be tedious. If you’re having troubles send an email to email@example.com and ask for help.
By far the easiest path to importing scout & award data is to use the ScoutNet import. Using your ScoutNet credentials the system can pull in all your scouts and their awards in a few minutes. The process is mostly hands off requiring on a final review and import click from you. 6After that I’d recommend using the Scout & Parent CSV Template to prepare your data for import (click the link to download the template). The advantage of using this template is that you can pull in both scout and adult/parent data at the same time. To use it:
Note that you cannot import parent data without a scout. But you can import adults along with your scout data, just be sure to specify which is which (use the template!).
When the import finishes you’ll have your scout data and parents (if you added them) in the system. The import process will automatically link the parents to the scouts. If you run the import process multiple times it will detect existing scouts and update their information.
You can also combine techniques. For example, use ScoutNet to get your scouts. Then export the data (get it from the Data Backup), add parents to the scouts using the Scout & Parent CSV tempalte and then import it. The import will auto-discover the scouts by first/last name – it won’t create duplicates and just update whatever data you add/changed.