Membership

Keeping your membership records up to date is critically important.  Membership information is maintained from the Membership menu.

Membership records are essential to many OurGroupOnline functions:

Membership records can be entered from the Active Members page.

Once you have all of your group members loaded into the system, they will be able to keep their information up to date using the My Stuff - Contact Information page.

The leaders of your group will still need to add new members, maintain leadership positions and update existing members if they leave the group.


Membership Hub

The Membership Hub is an excellent place to manage your roster, training, leadership and other membership information.  It is available to any user who has a role that is authorized for the "Maintain Membership Information" or "Membership Hub" tasks.  You'll find it at Membership → Membership Hub.

Like all hubs, you can edit the Membership Hub to fit your group's requirements.  This allows you to remove widgets you don't need - like the "Journey To Excellence" data window if you don't submit JTE reports.  You may also add or replace widgets.

You can choose from the following Data Window widgets:

Widget Name Displays Links To
Data Window - Membership - Active Scouts All scouts. The heading links to the Active Members page.
Data Window - Membership - Active Adults All adults. The heading links to the Active Members page.
Data Window - Membership - Inactive Members Former members. The heading links to the Inactive Members page.
Data Window - Membership - Adult Leadership Current adult leadership. The heading links to the Leadership page.
Data Window - Membership - Recent Adult Training The most recent training courses completed by adults, in reverse order by when they were entered into the system. The heading links to the Training page.
Data Window - Membership - Adult Leaders Needing YPT Adults currently holding leadership positions or who are merit badge counselors, whose Youth Protection training has expired or is about to expire. The heading links to the Training page.
Data Window - Membership - Required Training Training courses that are needed based on each member's current leadership position. The heading links to the Training page.
Data Window - Membership - Dynamic Subgroups Dynamic subgroups. The heading links to the Dynamic Subgroups page.
Data Window - Membership - Skills and Interests Skills and interests of your adult members. The heading links to the Skills and Interests page.

Unless otherwise specified above, the icon will allow you to update that row, and the icon will allow you to send a message to that person or group.


The Membership Hub may also include these Menu widgets:

Widget Name Contains
Menu - Membership - Membership Functions Functions that let you enter membership information.
Menu - Membership - Upload Membership Information Functions that let you upload membership data from other systems.
Menu - Membership - Directories Reports that list members.
Menu - Membership - Training Reports Reports that show training status.
Menu - Membership - Set Up Supporting tables.



Transfer Scouts To / From Other TroopWebHost Sites

When your Webelos are ready to cross over to a Boy Scout troop, if that troop is using TroopWebHost you can authorize that troop to import their information electronically.

If there are Cub Scout packs in your area who are using TroopWebHostCS, it is easy to transfer their information between your sites when scouts move from one pack to another.

To do any of the above, please select Transfer Scouts from the Membership menu.

If any packs have authorized your pack to import their scout's data, you will see their names listed in the Pending Transfers In section, as shown above.

If you have scouts that are moving to another pack, you can authorize that pack to import their data by clicking Authorize Transfer To Another Pack;  when they cross over to a troop, you can authorize that transfer by clicking Authorize Transfer To A Boy Scout Troop.  You will then see their name in the Pending Transfers Out grid, at least until the transfer has been completed.

Click View Transfer History to see a record of transfers in and out of your pack that have either been completed or declined.


When you Select a scout from the Pending Transfers In list you will see a page like the one shown at right.

Click Import Scout Data to import this scout's information into your database.  Click Decline Transfer if you do not wish to import this scout's data.


When you import a scout's data from another pack, it will:


When you authorize the transfer of a scout's information to another unit, you will see a page like this.

Select the scout from the first drop down list, then select the unit to which he is going from the second list.  Click Save & Exit to complete the authorization.

Please note that authorizing the transfer does not automatically make the scout inactive in your system.  You will still need to inactivate this scout in your system.



Active Members

Select Active Members from the Membership menu to view a list of all the members of your group.

Cub Scouts and Girl Scouts will see the Add New Scout button at the top of the page.  This is the recommended way to add a new scout to your roster, as shown here.

The other option is Add New Member; this is not recommended for adding new scouts, but may be appropriate for adding adult leaders who do not have a scout in the group.   The first page you see will ask you for their Membership Type.  The system will automatically create a User ID and password for this member based on the name that you enter here.  The Membership Type will determine what information you can enter on their full membership record, which will appear on the next page.

The User ID that is created automatically will be assigned the default User Role for the selected Membership Type.  If you wish to assign additional roles to this member, you can do so by going to the Users & Passwords page on the Administration menu.

The next screen will display the full membership record, which may vary based on the Membership Type of this member.

You'll notice that you can add a photograph for each member (depending on Membership Type).   This is a great way to learn who's who in your group.    This photo will be displayed on the Our Leaders page for the current leaders of your group.

Click the Browse button to search your local disk for a photo you would like to upload.

If you need to replace an existing photo for a member, please follow these steps:


Notice there is room for three telephone numbers:  home, cell phone, and business.

Each member can have two e-mail addresses, plus an SMS text mail address.  SMS text mail addresses look like an e-mail address, except that the first portion is the person's cell phone number.   You can find a full explanation of SMS addresses at https://en.wikipedia.org/wiki/SMS_gateway.  If you enter a cell phone number and select the cell phone carrier from the drop down list, the system will automatically generate the correct SMS address for this user.

If this member has a leadership position, the contents of the About Me field will be displayed on their section of the Our Leaders page.  You might want to describe this person's background and role in the group.

If the current Membership Type is for youth members, you can enter the school they attend and their current grade.

You can enter Medical Information, including the member's health insurance, allergies and the effective date of your group's medical form, if you have one.

The Vehicle section collects information about the vehicle this member will use if they are transporting others..

This information will appear on the Tour Permit Worksheet when this member signs up as a driver for an event.

The Emergency Contacts section allows you to provide the name and phone number of two people to contact if there is a problem.

Some of this information can be enabled or disabled on the Site Configuration → Membership Type page.



If there are fields that you would like to add to your membership records that OurGroupOnline does not currently support, please contact us at CustomerSupport@OurGroupOnline.com.


At the very bottom of the page is a list of the members to whom this member is currently linked as a relative.  By linking family members together you give them access to each other's information on the My Family page.

And when you send e-mails with account balances, each recipient will see the account balances for his entire family.

If you need to add a relationship, click Add Relationship and select the relative from the selection list that will be presented.  These persons must have their membership records added in separately before you can add a relationship to them.

Click Save & Exit at the bottom of the page to save your work and return to the summary page.



Add New Scout

To add a new scout and their parents to the group, go to Membership → Active Members and click the Add New Scout button at the top of the page.

This will display the page shown at right.


Enter the information into the fields, using the TAB key to move from one field to the next.


The system will automatically generate a User ID and password for the scout and each parent that you enter.


You must enter at least one parent on this form.


If the parent is already in the database - possibly because they already have another scout in the database - you do not have to re-enter their information.   You can simply select the parent's name from the drop down list labeled Adult.


If the parent is not in the database, you can enter their information here.


Click on the checkbox Address same as scout to copy the scout's address and home phone number into this parent's record.


The second parent is optional.   You can also select this parent from the drop down list if he or she is already in the troop database.   Or you can enter a new record for this parent as well.


Click the Save & Add Another button to save this scout and parents.   The screen will redisplay with empty fields, ready to add another scout.


Or click Save & Exit to save this information and return to the Active Scouts page.



Merge Duplicate Members

You may discover that you accidentally created two membership records for the same person.  The most common way this happens is if you upload membership records from another system and didn't notice that a particular person was already in OurGroupOnline but with their name spelled slightly different.

Regardless of how it happened, you may find that some information - like monetary transactions or leadership positions - got linked to the duplicate record, making it difficult to remove.  Fortunately, there is a way to merge all of this information under one record and deactivate the other.

Once you discover these duplicates, determine which membership record has the most complete information, i.e. which record you wish to keep.  You can do this by reviewing both records in the Active Members page.

Update the person's name on the record you don't want to keep, perhaps by changing the nickname to "DUPLICATE".  This will make it easier to select the records correctly when you merge them.


To merge the records, go to Membership → Merge Duplicate Members to see a page like this:

Be very careful when selecting the names for the records you wish to merge!

There is no "Undo" function.  Once you merge these records it will be difficult to change them back.

The first name that you select will be kept as an active member.

The second name that you select will be set to inactive status, by putting today's date in the "Membership Termination Date" field.

Any related information from the second record will be connected to the first record, unless it would create duplicate entries. 

So, for example, any monetary transactions from the second record will be moved to the first record.

Click the Continue button to complete the merge.

After merging the duplicates, you can delete the inactive record at Membership → Inactive Members.



Dynamic Subgroups

Dynamic Subgroups allow you to define subsets of your membership roster that are dynamically computed whenever you use them, based on the current attributes of your members.

Once you've created a dynamic subgroup you can use it to:

Select Dynamic Subgroups from the Membership menu to create and maintain your list of subgroups.


Click Add a New Item to add a new dynamic subgroup.

The Subgroup Name should be descriptive of the group you are defining.

You can set up an Email Relay Address for this group by checking the box Create an email relay address for this subgroup?.  This will allow members of your troop to send messages to this group without logging on to the site.

If you enable this option, two more fields will appear.  Email Relay Address Prefix will become the first part of the e-mail relay address for this group.

Send Relayed Message To determines whether the relayed messages will be sent to e-mail addresses, sms addresses, or both.

When you Save & Exit back to the main page that lists all of the subgroups, you will be able to see the complete email relay address for this subgroup.


The next attribute, Include family of selected members?, will not add anyone to the subgroup on its own.  However, once you add other criteria that cause people to be added to the group, it will cause their family members to be included as well.


All of the remaining attributes will add members to the group.  They do not act as filters; each attribute is additive.  Any member who meets ANY of the criteria you specify will be added to the group.

So, for example, if you select Include all alumni? and members of the fundraising committee, the group will include ALL alumni PLUS all members of the fundraising committee.


The Membership Category grid can be used to select active members from each category.  If you select all of the categories, it will select all active members.


TroopWebHostCS and TroopWebHostGS users will have the ability to select on Age Group.  The dynamic subgroup will contain all members of each selected age group.


Leadership will include those members who currently hold the selected leadership positions.


Committee will include those members who currently belong to the selected committees.


E-Mail Group will include the members of the selected e-mail groups.



Committees

Select Membership → Committees to add, maintain and communicate with your committees.


Click on Add a New Item to create a new committee.

You will need to enter the name of the committee, and a brief discription of what it does.

You can then select members of your group from the list below to be members of the committee. You may wish to designate one or more as chairperson.

When you are finished setting up the committee with tis initial roster, you can select Save & Exit to return to the list of committees, or select Save & Add Another to create another committee.



Changing Committee Names and Membership

If you want to change which members are part of a committee, you can click the Update button by its record in the committees list.

This page also allows you to change the committee's name and description, which can be useful if you want to rename a committee while preserving its members.

Sending an Email to the Committee

The Send E-Mail button on the Committees page will take you to the Compose E-Mail page with all of the committee members pre-selected.

You can then add or remove other group members to the email before you send it.


Designate Your Group's Leadership

The Leadership page displays a history of the leadership positions held by members of your group. It is accessed through Membership → Leadership.

On the right side of the table, you will see two columns that contain start and end dates, respectively. The start date represents the beginning of when the member held their position, and the end date indicates when the term expires. For long-term positions, the end date may be left blank.

Leadership positions are automatically sorted by end date. Positions that have expired will therefore appear at the bottom of the page. You should not delete the records of expired positions. Leaving the records in the database allows you to see information about the past leadership of the group.

Clicking the Add a New Item allows you to add a new leadership record. This will not allow you to add a new member to the group; to do that, you should use the Add a New Item button on the Active Members page.

When adding a new record, you must choose a leadership position that has been defined on the Leadership Positions page. You can use that page if you want to add new positions.

Membership Training

Some groups need a way to keep track of their members' training, such as the level of first aid they can give, certifications and licenses, or official training courses from a larger organization.  You can record the training completed by each member on the Training page, found under the Membership menu.

By clicking the Add a New Item button, you can select a member and link them with a training course that they have completed.

These training types must first be entered on the Training Courses page.

Each record in this table contains a completion and expiration date.  The completion date indicates when the training was completed by the member in question.  Expiration dates are filled in automatically based on the Months Until Expiration field in the Training Courses form.  Training types without an expiration date will never expire.

It is not recommended that you delete expired training records.  Training records that are not deleted are available to view on a leader's My Training History page.

Training that is about to expire will appear on the Automated Newsletter that is sent to this member.


Upload Training From My.Scouting.Org

All official training activities are logged with the BSA™ and can be accessed from the My Scouting™ website.

You may be able to transfer this data to your TroopWebHost site, assuming you can access the necessary export function on the My.Scouting.Org site.

These My Scouting export functions have changed over time and not all of them may be available at any given time.  That is why TroopWebHost supports multiple formats, in the hope that you can access one or more of them.

The formats currently supported are:

Further down this page we will provide guidance on producing these files.

Once you have a compatible file, please go to Membership → Training → Upload Training From My.Scouting.Org.

Select the file that you downloaded from the MyScouting site using the Upload File control.

We recommend that you always do a trial run the first time you upload each file.  This will allow you to see the effect of the upload without actually updating your database.

You may then want to make some changes to your data before you upload the file for real - which you do by leaving the Trial Run box unchecked.

When you do the trial run, you may find that some of the people in the report could not be found in your TroopWebHost database.  The upload program looks up each person using their BSA Membership ID, so it is best to have all of your BSA IDs up to date before starting this process, which you can do using Update All...Active Adults BSA ID.

The system will try to find each training course that is referenced in the file in the training courses table.  It will match on Course Code or Training Name.  If it cannot find a match, it will not be able to load that training record...unless you check the box Add training course if not found?  That option will cause the system to add new training courses to your list of available courses when they are found in the file.


Press the Upload Training File button when you are ready to process the file.  Be patient, as this may take a few minutes to complete, depending on the size of your file.


The rest of this page describes how to produce these files from the My Scouting site.  While we will do our best to keep this information up to date, please understand that the BSA may change their site at any time, which may change the process or eliminate it altogether.

Do not open any of these files in Excel!  This may change the format in ways that will prevent it from loading.  Always save these files directly to disk.


Position Training Requirements Report

The good thing about this report is that it can include all of your adult leaders in one file.

The drawback is that it only includes those courses that are required for their current position.  So if they've taken other courses that are not required for their position, those courses will not show up in this report.

To produce this report, please log on to the My Scouting site and select Training Manager from the main menu.

This will take you to the Training Manager Dashboard, as shown below.

Select Add/Search from the left side of this page....

Select the Search Training option at the top of the page, then use the Filter option to select only adult members.

Scroll to the bottom of the members list, click on the "rows per page" control and set it to the highest value.  The export will only include the people who are shown on the current page.

Then scroll back up and click on the first checkbox at the top of the grid to select all.  This will enable the Download Training Report button, which will produce the file.

Select the CSV format and save directly to disk, without opening in Excel.  Do not select PDF.


Leader Training Completed Report

This report includes all of the training courses completed by a given leader.

The drawback is that it can only be produced for one leader at a time.

To produce this report, log on to the My Scouting site and go to the Training Manager page.

Select Add/Search from the left side of this page....

Click Search Training, then Filter.

Filter by Adult Members.

Then click in the checkbox next to the name of the person for whom you wish to run the report, then click View Training.

Click the checkbox in the header row to select all of the training courses, then scroll to the bottom of the page and click on Training Report.

On the Leader Training Completed page, click Export to CSV.  Save the file directly to disk, without opening in Excel.

YPT Aging Report

This report shows the latest YPT completion for all adult members.  It does not include any other training, just YPT.

This report can be selected directly from the My Scouting main menu.

Select YPT Reports to go to this page.

Click Export to CSV and save the file directly to disk, without opening in Excel.


Unit Training Tracking

This report shows all training completed by all members.

Unfortunately, very few people are able to access this report anymore.  We don't know why.

But if you're one of the lucky few, please log on to the My Scouting site and open the main menu, as shown below.

Select Legacy Web Tools from this menu to open the Legacy Web Tools menu, as shown at right.

You may need to be a "Key 3" or "Key 3 Delegate" to access this menu item.  If you do not have the necessary access rights for this function on the My Scouting site you might try to persuade your District Executive to obtain a copy of the file for you.

Note that you can only use this function with Internet Explorer version 11 or with FireFox.  It will not work with Chrome or with earlier versions of Internet Explorer.

Select Unit Training Tracking (IE v11 only) from this menu.

You may also be able to go directly to this page - after you've logged on - using this link:   https://myscouting.scouting.org/pages/UnitTrainingTrackingReport.aspx


The system will then display the Unit Training Tracking Report page, as shown below.



Notice the drop-down list that says Select a format.

Select CSV from this list, and then click the Export link directly to the right of that control.

This will create a CSV file that you can save to your local disk.

Do not open this file with Excel!   Use the Save As option to save it directly to your local disk.

If you open this file in Notepad, the first row should look like this:

UNIT_NAME,MEMBER_ID,NAME,POSITION_CODE,COURSE_CODE,COURSE_NAME,DATE_COMPLETED

While it may contain additional columns, it is mandatory that it contains the following column headers, spelled exactly as shown below:



Skills and Interests

TroopWebHost can help you inventory the skills and interests of the adults in your group.  This can help you identify potential volunteers for positions in your groups, such as:

You'll find the list of Skills and Interests at Site Configuration → Skills and Interests.

Feel free to rename or delete any of the items already on the list, which we simply provided as examples.

Once the list is complete, you can encourage the adults in your unit to go to My Stuff → My Skills and Interests to check off the items that apply to them, plus add any pertinent comments.

You can then view everyone's skills and interests by going to Membership → Skills and Interests.

Click Update By Member to display a list of your adult members.  You can then click on any member to view the skills list for that member, where you can check or uncheck the skills that apply to this member.

Update By Skill is very similar, but begins by displaying the list of skills.  For any skill, you can then view a list of adults and put a checkmark next to each member who has that skill.

To print a report (as shown below) grouped by skill, click the Skills and Interests Report button.


Access to this feature is controlled through the following security tasks, which can be assigned to user roles using the Assign Tasks To Roles page:



Shirt Sizes

You can record the shirt size for each member of your group on their membership record.  Members can update their own shirt size on the My Contact Information page.

You can configure the list of available shirt sizes for your group by going to Site Configuration ? Shirt Sizes.

Your system came pre-configured with three shirt sizes, but you can add or remove sizes using this page.

If you delete a shirt size that members have already selected, the shirt size field on their record will be cleared out.


Press Add a New Item to add a new size to the list.

The Size is the name for this size that will display on the choice list.

The Display Sequence controls the order in which this item will appear on the list.  Smaller numbers appear at the top; larger numbers appear lower down.

Click Save & Exit to save this entry.



When A Member Leaves The Group

Before you make a group member inactive, ask your treasurer to clear out their balance. This can be done by going to the Individual Balances page to view their current balance. You may then enter the appropriate transaction(s), the exact nature of which will depend on your group's financial policies.

You should also delete the User ID of any member leaving the group. This can be done by your group's site administrator.

If the member is moving to another unit that uses TroopWebHost, you should authorize that unit to import his data before you make him inactive in your system.

Once all of this is done, you can proceed as follows:

This person will no longer appear on lists of active members.

You can still see them by selecting Inactive Members from the Membership menu.



Upload Members From Packmaster Web 2.0

If your pack is currently using the web-based version of Packmaster™ (aka "Packmaster Web 2.0"), you should be able to transfer your membership data electronically to TroopWebHostCS.

Begin by exporting the file from Packmaster Web 2.0:

In TroopWebHostCS, open the Membership menu and select Upload Members, then select Upload Members From Packmaster Web 2.0.

You should see the screen shown here:

Click the Browse button to find the Scout file that you exported from Packmaster Web 2.0.

Click the Upload Personal Data File button to begin loading this data into TroopWebHost.

This will add each scout and each parent to the Active Members page.

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

It will update records when an exact match is found on first and last name.

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.

We strongly recommend that you use the Trial Run option the first time you load any new file, to make sure you are not accidentally creating duplicate records for people already in your system.



Upload Scouts and Parents From TroopMaster™

If your group is a unit of Boy Scouts of America™, you may already have your membership data stored in software from TroopMaster™.  If so, you have the option of loading your membership data from a file that can be produced by that application.

Begin by exporting the Scout file from TroopMaster™:

Then, in OurGroupOnline, go to the Membership menu and select Upload Scouts From TroopMaster™ from the Upload Members submenu.

You should see the screen shown here:

Click the Browse button to find the Scout file that you exported from TroopMaster™.

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

This will add each scout and each parent to the Active Members page.

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

Should You Update Existing Records?

The two checkboxes on the screen only apply if you have previously transferred data from TroopMaster™.

If you check Update Existing Records the system will attempt to find a match on first and last name (and date of birth for scouts) and apply all of the information in the upload file to your 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 OurGroupOnline database in synch with TroopMaster™.   We do not recommend this approach because it will overwrite any changes made to the data directly in OurGroupOnline.   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 to verify what records will be added and which will be updated.



Upload Adult Leaders From TroopMaster™

If your pack is using PackMaster™ or TroopMaster™, you may be able to export a file with information about your adult leaders.  This file can be uploaded into your database.

Begin by exporting the Adult file from TroopMaster™:

Then, in OurGroupOnline, go to the Membership menu and select Upload Adults From TroopMaster™ from the Upload Members submenu.

You should see the screen shown here:

Click the Browse button to find the Adult file that you exported from TroopMaster™.

Click the Upload Adult File button to begin loading this data into your database.

This will add each adult leader in the file to the Active Members page.

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

Should You Update Existing Records?

The two checkboxes on the screen only apply if you have previously transferred data from TroopMaster™.

If you check Update Existing Records the system will attempt to find a match on first, middle and last name and apply all of the information in the upload file to your 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 OurGroupOnline database in synch with TroopMaster™.   We do not recommend this approach because it will overwrite any changes made to the data directly in OurGroupOnline.   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 to verify what records will be added and which will be updated.



Upload Members From ScoutNet

If your group is a unit of Boy Scouts of America™, you may be able to obtain a membership file from their ScoutNet™ system.  You can load your members into your OurGroupOnline database from this file.

Select Upload Members From ScoutNet from the Upload Members submenu on your Membership menu to see a page like the one shown below.

This function will add new members to your database, and will also generate user IDs and passwords for each new member.  It will not create relationships between parents and scouts, since the ScoutNet file does not contain that information.

It will also update existing membership records if you select the Update Existing Records option.

A record must match exactly on first, middle, and last name, and date of birth in order to be updated. If an exact match is not found, the system will create a new record for this person.

If you already have members in the database, we recommend that you always use the Trial Run option the first time you try to upload a file.  This will allow you to see which records will be added and which will be updated, without actually affecting your database.


Upload Scouts from ScoutTrack™

If your group is a unit of Boy Scouts of America™, you may already have your membership data in ScoutTrack™.  If so, you have the option of loading your membership data from a file that can be obtained from ScoutTrack™.

To create this file, export your data from ScoutTrack into an Excel spreadsheet, then open the spreadsheet in Excel to the first tab, ScoutTrackExport, as shown below.

Then select Save As from the Excel File menu, and choose "Text (Tab delimited) (*.txt)" from the Save as Type choice list, as shown here.


Then, in OurGroupOnline, go to the Membership menu and select Upload Scouts From ScoutTrack™ from the Upload Members submenu.

You should see the screen shown here:

Click the Browse button to find the Scout file that you just saved from Excel.

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

This will add each scout to the Active Members page and will also create a User ID and Password for each scout.

Should You Update Existing Records?

The two checkboxes on the screen only apply if you already have members in your TroopWebHost database.

If you check Update Existing Records the system will attempt to find a match on first and last name and date of birth and apply all of the information in the upload file to your 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 OurGroupOnline database in synch with ScoutTrack™.   We do not recommend this approach because it will overwrite any changes made to the data directly in OurGroupOnline.   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 to verify what records will be added and which will be updated.



Upload Adults From ScoutTrack™

If your group is a unit of Boy Scouts of America™, you may already have your membership data in ScoutTrack™.  If so, you have the option of loading your parents and adult leaders from a file that can be obtained from that application.

To create this file, export your data from ScoutTrack into an Excel spreadsheet, then open the spreadsheet in Excel to the second tab, ScoutTrackAdults, as shown below.

Then select Save As from the Excel File menu, and choose "Text (Tab delimited) (*.txt)" from the Save as Type choice list, as shown here.


Then, in OurGroupOnline, go to the Membership menu and select Upload Adults From ScoutTrack™ from the Upload Members submenu.

You should see the screen shown here:

Click the Browse button to find the Adults file that you just saved from Excel™.

Click the Upload Adult Leaders button to begin loading this data into your database.

This will add each adult leader to the Active Members page.

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

Should You Update Existing Records?

The two checkboxes on the screen only apply if you already have members in your TroopWebHost database.

If you check Update Existing Records the system will attempt to find a match on first and last name and apply all of the information in the upload file to your 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 OurGroupOnline database in synch with ScoutTrack™.   We do not recommend this approach because it will overwrite any changes made to the data directly in OurGroupOnline.   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 to verify what records will be added and which will be updated.



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.



Upload Adults From ScoutBook

If your pack is migrating from ScoutBook™, the next file you should transfer is the Adults file.  It contains information about each parent and adult leader in your pack.

Begin by exporting the "Leaders & Parents" file from ScoutBook.  To do this, sign into Scoutbook and select My Dashboard.


Select the unit whose scouts you wish to export.


Select Export/Backup.


Select Leaders & Parents from the pop-up menu.

This will create a CSV file.  Save it to your local drive and remember the location and file name.


Then log on to TroopWebHostCS, and from the Main Menu go to Membership → Upload Members → Upload Adults From ScoutBook.

You should see the screen shown here:

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

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

This will add each adult to the Active Scouts page.

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

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, which you can do from the Active Members page.  On the detail page for a given adult, scroll to the bottom to find the Add Relationship button.

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 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.



Upload Advancement From ScoutBook

Once you've uploaded your scouts from ScoutBook™, you can proceed to upload the "Scout Advancement" file from ScoutBook.  This will add completed adventures, badges, and awards to your TroopWebHostCS database.

Begin by exporting the "Scout Advancement" file from ScoutBook.

Then log on to TroopWebHost, and from the Main Menu go to Cub Scouts → Upload ScoutBook Advancement.

You should see the screen shown here:

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

Click the Upload ScoutBook Advancement button to begin loading this data into TroopWebHostCS.

This process may take several minutes, so please be patient and do not click the button a second time.

It will only upload completed adventures, badges, and awards.  It will not mark individual requirements as complete.

You may find that some awards do not transfer because the corresponding award name could not be found in TroopWebHostCS.  This may be because TroopWebHostCS does not contain the award, or because the award name is spelled differently in TroopWebHostCS.  In either case, you can add or update the award in TroopWebHostCS using the Awards page on the Site Configuration menu.  Then load the same file again.

Any exceptions will be listed on the screen when the upload completes.  Please scroll through all of the upload results and make the necessary corrections before uploading the file again.



Upload Advancement From ScoutNet™

You may be able to obtain a CSV file from your council's Internet Advancement page that contains all of your cub scouts' advancement history.

This file can be uploaded to your TroopWebHostCS site to give you all of your completed adventures, badges, and awards.

You'll find this function at Cub Scouts → Upload ScoutNet Advancement.

Click the Browse button to find the ScoutNet Advancement file.

Click the Upload ScoutNet Advancement button to begin loading this data into your database.

This process may take several minutes, so please be patient and do not click the button a second time.

It will only upload completed adventures, badges, and awards.  It will not mark individual requirements as complete.

You may find that some items do not transfer because the corresponding name could not be found in TroopWebHostCS.  If this is for an adventure or badge, please contact CustomerSupport@TroopWebHost.com.  We maintain the list of names for adventures and badges centrally, and will make the necessary corrections.

If this is for an award, you can add or update the award in TroopWebHostCS using the Awards page on the Site Configuration menu.  Then load the same file again.

Any exceptions will be listed on the screen when the upload completes.  Please scroll through all of the upload results and make the necessary corrections before uploading the file again.



Export Roster to Excel

Export Roster to Excel will create an Excel spreadsheet containing all of your active members, sorted by name.

The spreadsheet will contain a column for every field in your membership record.

To create the spreadsheet, go to Membership → Export Roster to Excel.

If you have software on your PC that is compatible with Microsoft Excel, your browser will prompt you to open the file with that program.


Membership Reports

Select Membership Reports from the Membership menu to reveal a list of reports.

Each report provides information about the members of your group:

When you select any of these reports, your browser may display a message like the one shown below.

Click the Open button to open the document.

You must have the Adobe Acrobat Reader™ to view the PDF document. You can download this free software from the Adobe website at http://get.adobe.com/reader/.

The system will format the report to fit standard sized paper:

Before you print your report, make sure you have the appropriate size paper in your printer.



Membership Directory

The Membership Directory lists all of the active members of your group, sorted into categories based on membership type.

Typical membership types are youth and adult, but your group may see fit to create customized types as well.

To produce this report, go to Membership → Membership Reports → Membership Directory.

For a single alphabetical list of all members, see the Contact List.


Leader Directory

The Leader Directory lists all of the current leaders in your group, sorted by name.

To produce this report, go to Membership → Membership Reports → Leader Directory.


Contact List

The Contact List shows all of the active members of your group in a single list, sorted by name.

To produce this report, go to Membership → Membership Reports → Contact List.

To see a list of active members divided by membership type, see the Membership Directory.


Emergency Contact List

The Emergency Contact List lists each member's phone numbers and their emergency contacts.

To produce this report, go to Membership → Membership Reports → Emergency Contact List.


Committee Directory

The Committee Directory lists all the members of each committee, sorted by committee name. Within each committee, the members are sorted with the chairperson first and then alphabetically by name.

To produce this report, go to Membership → Membership Reports → Committee Directory.


Medical Form Effective Dates

Medical Form Effective Dates lists all active members with the dates on which their medical form came into effect, sorted by member name.

To produce this report, go to Membership → Membership Reports → Medical Form Effective Dates.


Family Cross Reference

The Family Cross Reference Report shows all the family relationships, such as parents, children or spouse, associated with each member.   This is especially helpful in cases when a parent does not have the same last name as their child.

To produce this report, go to Membership → Membership Reports → Family Cross Reference.


Birthday List

The Birthday List shows which members have a birthday each month, sorted by birth date.   It only shows those members who have birthdays on file.

To produce this report, go to Membership → Membership Reports → Birthday List.


Shirt Sizes

You can produce a report showing the shirt sizes for each member of your group by going to Membership → Membership Reports → Shirt Sizes.


The last page of the report provides a count of active members with each shirt size.

The "Unknown" count is the number of active members for whom a shirt size has not been entered.



Expired Training By Course

The Expired Training By Course report lists the active members of your group who took training courses that have now expired or are about to expire in the next 90 days, grouped by course.

To produce this report, go to Membership → Membership Reports → Expired Training By Course.



Expired Training By Person

The Expired Training By Person report lists the active members of your group who took training courses that have now expired or are about to expire in the next 90 days, grouped by person.

To produce this report, go to Membership → Membership Reports → Expired Training By Person.



Required Training By Course

The Required Training By Course report lists your required training courses, with the status of each member of your group who is required to take it.

To produce this report, go to Membership → Membership Reports → Required Training By Course.



Required Training By Person

The Required Training By Person report lists each member of your group who is required to have training, with the status of each required course.

To produce this report, go to Membership → Membership Reports → Required Training By Person.



Membership FAQ

Why does the system display an error message when I try to delete a member?

The system does not allow you to delete a membership record from the system if there is related information about that person in the database.  This related information may include financial transactions, awards, leadership, or participation in group events.

In most cases, the best way to remove a membership record is to make that member inactive by entering a past date into the Membership End Date field.  Before you do this, first make sure this member's account balance is set to zero, since you won't be able to enter transactions for this person after you make them inactive.  You should also ask your site administrator to delete this member's User ID so they won't be able to log on to your website.


I entered a date into the Membership End Date field for a person, and they still appear on the Active Members list.  Why is that?

If you enter a future date into the Membership End Date field, that person will continue to appear on active member lists until that date is in the past.


If I make a member inactive by entering a value into the Membership End Date field, will all of their information be deleted?

No.    Making a member inactive does not cause any information to be removed from your database.   However, most of this information will no longer be visible.   If you need to view information about an inactive member, you should find their record in the Membership → Inactive Members table. You could also temporarily blank out the Membership End Date field for that member, causing them to be labeled as active again.


If I change someone's Membership Type, such as from Youth to Adult, will all of their information specific to that type be deleted?

No.    Changing the status of a member does not cause any information to be removed from your database.   However, some of this information - such as, in this example, schooling and grade level - will no longer be visible.   If you need to view this information about an adult, temporarily change him back to youth status by changing his Membership Type again.


Can we upload medical records to the site?

No.    There is a federal law called HIPAA that creates strict rules regarding on-line access to medical information.   Rather than risk violating these rules, we recommend that you keep your medical records on paper in a secured storage location.


When I try to print the group directory the report doesn't display correctly.  How can I fix this?

Reports are created as PDF documents, which require Adobe Acrobat Reader™ software to display correctly.

It is possible you do not have this software installed on your computer.

You can download this free software from the Adobe website at http://get.adobe.com/reader/.