Scoutbook - Helpful Tips & FAQs

Helpful Scoutbook FAQs

Scoutbook is BSA’s web-based unit management tool used by leaders and parents to track the advancement of Scouts in the program.  It also serves as a communication tool, allows for simple communication, generates permission forms, as well as the tracking of service hours, hiking, and camping.  It also features easy-to-use calendars that can track attendance and RSVPs as well as sync meeting dates and special events onto your device and unit website.

Though units are not required to subscribe, it is a free service provided to every unit that automatically syncs with the My.Scouting.org website and Council records and is, therefore, highly recommended. 

Below are some helpful General Knowledge Scoutbook FAQs to simplify your experience; but for more in-depth questions, check out the Scoutbook Knowledge Base.

Help For Parents

Accessing Scoutbook
Scoutbook is an Internet-based program, so it’s easily accessible on your computer or your device.  When your child is registered with Piedmont Council #420, they will automatically sync to their Unit’s Scoutbook account.  Once there, Unit Leaders will send you an email invitation to connect to your child.  You can log in to your account by visiting Scoutbook.com and/or the Scouting app on either your Android or Apple device.

Track and Log Advancement
Parents can use Scoutbook to help track their child’s advancement by logging adventure requirements as they are completed, either at home or in your Unit meetings.  The Unit Leaders can then see and approve the advancement you log.  You can also invite your child to connect to Scoutbook to view and log their own advancement.  (Unit procedures may vary; speak with your Unit Leaders to make sure they approve of parents and Scouts logging advancement.)  

Sync to Your Unit Calendar
Sync to your Unit’s Scoutbook calendar to ensure you are always aware of upcoming meetings and special events.  Log in to Scoutbook and click on the red “Upcoming Events” link above your calendar to access the full calendar of events.  Choose which calendar(s) you would like to sync with your account, and click the red “Subscribe” link.  Further instructions can be found on the Scoutbook Tutorial for Parents.

Message Your Unit Leadership
The “Send Message” button allows you to send an email or text to any leader or parent in your Unit’s roster.

Help for Leaders

Getting a Unit Started in Scoutbook
If your unit has never used Scoutbook before, one of your Key 3 members, Key 3 Delegate, or Unit Advancement Chair, (these user roles are set in my.Scouting using the Security Manager Tool) should log in using their my.Scouting credentials and set permissions for the unit.  Learn more on the Getting a Unit Started in Scoutbook page.

Creating Dens and Patrols
Once your unit is set up in Scoutbook, it will automatically sync your roster with Scouts who are registered in your unit by Piedmont Council #420l.  You can assign those signs to Dens or Patrols from your Dashboard by selecting the Pack or Troop you want to edit.  Then click “Add Den” or “Add Patrol” and give it a name, like “Lions 1” or “Scorpion”.  The words “Den” and “Patrol” will automatically be appended to the name by the system.  If you click on the Den or Patrol after it’s created, you can edit the name and add Scouts from your roster by using the “Reassign Scout” button.  Learn more on the Getting a Unit Started in Scoutbook page.

Adding New Scouts and Leaders
All registered Scouts and Leaders will automatically sync into your Scoutbook about 24 hours after their registrations are posted by Piedmont Council.  Any updates to their registrations will be reflected within 24 to 48 hours.  We recommend you wait for this to occur.  If you cannot wait, please put them in exactly as they appear on their application.  When they are registered with your Unit, Scoutbook will match up to their official record with the one you manually created as long as their information matches perfectly.  You can quickly and easily add Scouts to dens or patrols once they are synced with your Unit Scoutbook, even if they’ve transferred to you from another Unit.  Learn more about Adding Scouts and Leaders to Your Unit.

Connecting Parents and Scouts
When a Scout is added to your Scoutbook, their parents/guardians are not automatically connected.  Make sure a Unit Admin invites each of their parents/guardians to connect to their records.  This will provide those trusted adults with the ability to log advancement, sync to your calendar, and send and receive messages.  Learn more about Setting Up Parents/Guardians on the Getting a Unit Started in Scoutbook page.

Setting Up Adult Roles
Adult leaders will be automatically added to your roster as they are registered to your unit by the Piedmont Council.  Make sure you assign each adult leader a role by navigating to your Roster and clicking on each individual adult.  By clicking on their name and using “Add Position/Role” button, you can assign them the positions and roles for both your unit and your Scoutbook administration.  Learn more about Granting Roles and Permissions in Scoutbook.

Message Your Unit Members
The “Send Message” button at the bottom of your Unit dashboard button allows you to send an email or text to any leader or parent in your Unit’s roster.  Simply select individual recipients or use the “Select All” links to send emails and attachments.  You can even click on a den or patrol to send messages to those specific recipients.

Cub Scout Advancement
You can easily monitor a Scout’s advancement in Scoutbook.  By clicking on the Scout’s name, then Advancement, you can see their current rank adventures.  Drilling down into any rank or adventure allows you to see which requirements have been completed, which need to be approved, and which are not yet logged.  You can even update advancement for multiple Scouts at one time using the Quick Entry feature.  Learn more about Cub Scout Advancement Using Scoutbook.

Scouts BSA Advancement
You can easily monitor a Scout’s advancement in Scoutbook.  By clicking on the Scout’s name, then Advancement, you can see their current rank and the associated requirements.  You can also view their Merit Badges earned and progress, and initiate the start of a new merit badge.  Learn more about Troop Advancement Using Scoutbook (Video).

Cub Scout Den Leader Experience
Den Leader Experience in Scoutbook makes it easier to prepare for den meetings and ensure consistent program delivery.  Den leaders will be able to access everything they need for den meetings from within Scoutbook, taking the hard work of planning out of the equation and providing a pre-arranged set of den meetings for all Scout ranks.  Den leaders enter the time and location of the den meeting and Scoutbook will provide the plan.  Build on great advice from guides, handbooks, and experienced leaders, the pre-developed set of meetings ensures that the den completes the requirements to earn their badge of rank.  Get the details on this exciting tool and answers to your questions at the New Experience for Den Leaders FAQ page.

Find a Local Merit Badge Counselor
Unit leaders can find a list of local merit badge counselors using a searchable database in Scoutbook.  Scouts and parents do not have access to this list and should reach out to unit leadership for help finding a merit badge counselor and approving a Scout’s request to work on a merit badge.  Find out how to locate a list of local merit badge counselors and review the Scoutbook Merit Badge Counselor Guide for more details.

Reporting
Scoutbook has a number of reports available to units, such as activity logs, attendance, Board of Review reports, Individual Advancement, Needs Purchasing reports, Training, and more. Piedmont Council requires that unit leadership and Advancement Chairs provide an Advancement Report, automated in Scoutbook, for the purchase of awards and advancement in the Scout Shop.  Learn more about the types of reports and how to access them.

Feature Assistant Extension for Chrome and Firefox
This optional add-on extends Scoutbook functionality with calendar, quick entry, and other feature capabilities.  This tool was created by a Scouting volunteer who understands leadership needs and works to save you time and energy.  Learn more about the Feature Assistant Extension for Chrome and Firefox.

Help for Advancement Chair

Cub Scout Advancement
You can easily monitor a Scout’s advancement in Scoutbook.  By clicking on the Scout’s name, then Advancement, you can see their current rank adventures.  Drilling down into any rank or adventure allows you to see which requirements have been completed, which need to be approved, and which are not yet logged.  You can even update advancement for multiple Scouts at one time using the Quick Entry feature.  Learn more about Cub Scout Advancement Using Scoutbook.

Scouts BSA Advancement
You can easily monitor a Scout’s advancement in Scoutbook.  By clicking on the Scout’s name, then Advancement, you can see their current rank and the associated requirements.  You can also view their Merit Badges earned and progress, and initiate the start of a new merit badge.  Learn more about Troop Advancement Using Scoutbook (Video).

Reporting
Piedmont Council requires that unit leadership and Advancement Chairs provide an Advancement Report, automated in Scoutbook, for the purchase of awards and advancement in the Scout Shop.  A great reference tool to download and/or print is the “How to Get What the Scout Shop Needs Out of Scoutbook” PDF.

Purchasing Awards and Advancement
Once your Advancement Report has been printed, visit the Scout Shop to purchase your loops, pins, special awards, and badges.  Email a list of the rank badges you’d like to purchase to scoutshop@scoutingva.org 24-hours in advance of your visit to the Shop.  You can also purchase your awards and advancement online through our Online Scout ShopMake sure your Scout Shop has an updated list of approved purchasers for your unit.

Feature Assistant Extension for Chrome and Firefox
This optional add-on extends Scoutbook functionality with calendar, quick entry, and other feature capabilities.  This tool was created by a Scouting volunteer who understands leadership needs and works to save you time and energy.  Learn more about the Feature Assistant Extension for Chrome and Firefox.

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