Troop Management Software and Web Hosting for Boy Scout Troops User Guide
 
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If your troop is moving from TroopMaster™ you should be able to upload your scouts and adults using files exported from that program.

If you are using another method to keep track of members and rank advancement, you may be able to create a CSV file in the same format as the TroopMaster™ export files.  You can then use our upload functions to upload your data into TroopWebHost.

The upload files must be CSV - Comma Separated Value - files.  As the name suggests, that means that each piece of information is separated from every other piece of information by a comma.  For example, the last name, first name and middle name values might appear like this:  Smith,William,A,

If you create a file using a spreadsheet program, like Microsoft Excel, be sure to save it in the CSV format.

The first row of each file must contain the column names.  They must be spelled exactly right because this is how our upload program knows what data is in each column.

Here are templates for each of the files.  Each template only contains the header row with the column names:

You'll notice that the Rank Dates file and the Merit Badges file uses the nickname of the scout instead of his last name as one of the identifiers.  This must match the nickname that was in the Scout File that you uploaded first.


The Scout File should be loaded first.  Notice that it also has information about the scout's parents.  If you include the parent information in this file, they will be automatically linked to their scouts.  The system will also create user ID's and passwords for the parents so they can access the troop website.


The Adult File is only for adult leaders who are not parents.


The Rank Dates file will be a little tricky to assemble manually.  It has one row for each scout.  It begins with several fields that identify the scout, followed by the date he earned each rank requirement, starting with the first requirement for Boy Scout.  For any requirement that this scout has not yet earned, you just leave it empty by entering a comma.

So a sample row in the Rank Dates file might begin like this:  Smith,Willy,A,Jr,12/16/2010,12/16/2010,1/12/2011,,12/16/2010

In this example, the scout had not yet completed the fourth requirement for Boy Scout.

Here is one of the tricky parts:  do not include a position for the merit badge requirements (requirement #3) for Star, Life, and Eagle.  Those will be calculated automatically when you upload or enter the merit badges the scout completed.

Here is the other tricky part:  this template is based on the 2010 BSA™ requirements for each rank.  If you are not clear on what those requirements are, go to the Individual Advancements page and click the Rank button for any scout, then go to each of the tabs to view the requirements.


The Merit Badges File also contains one row for each scout.  After the identifying information, it has pairs of values that identify each merit badge earned by the scout and the date on which it was earned.

The merit badges are identified by the BSA Advancement ID.  You can look these up at several websites, including MeritBadge.com.

So a sample line might look like this:  Smith,Willy,1,7/15/2010,39,10/31/2010,9,7/16/2010

In this example, Willy Smith earned Camping merit badge (BSA Advancement ID #1) on 7/15/2010, Cycling (#39) on 10/31/2010, and Lifesaving (#9) on 7/16/2010.

Note that you only include the merit badges that have been earned, not those that are in progress.