Upload Scouts From ScoutBook

Some Cub Scout packs use a software package called ScoutBook™.  If your pack is moving from ScoutBook to TroopWebHostCS, you can transfer much of your information electronically by exporting the data from ScoutBook and uploading those files into TroopWebHostCS.

You can create the files you'll need from ScoutBook by selecting "Export / Backup" from the ScoutBook main menu, as shown here:

This will open up a submenu with these choices:

The first file you should transfer from ScoutBook™ is the Scouts file.  It contains information about each scout in your troop.

Once you've created this file from ScoutBook, log on to TroopWebHostCS, and from the Main Menu go to Membership → Upload Members → Upload Scouts From ScoutBook.

You should see the screen shown here:

Click the Browse button to find the Scouts file that you exported from ScoutBook™.

Click the Upload Scout File button to begin loading this data into TroopWebHostCS.

This will add each scout to the Active Scouts page.

It will also create a User ID and Password for each scout.

It will attempt to create a relationship between the scout and his parents, based on the parent's email address.  If this is not successful, you will need to add these relationships manually.

It will only transfer the den number if that value in Scoutbook is just a number, with no words.  E.g., it will transfer a den number of "3", but not "Den 3".

Should You Update Existing Records?

The two checkboxes on the screen only apply if you already have membership data in TroopWebHostCS.

If you check Update Existing Records the system will attempt to find a match on BSA ID or first and last name and date of birth and apply all of the information in the upload file to your TroopWebHostCS database.

If you check Trial Run? it won't actually update your database, but it will show you which records found a match, and which did not.

These options allow you to keep your TroopWebHostCS database in synch with ScoutBook™.   We do not recommend this approach because it will overwrite any changes made to the data directly in TroopWebHostCS.   Since each member has the ability to update their own contact information from the My Stuff menu, you really can't prevent this.

If you do choose to update existing records, we recommend using the Trial Run option the first time you process each new file to verify what records will be added and which will be updated.