Troop Management Software and Web Hosting for Scouts BSA User Guide

The next file you should transfer from ScoutBook™ is the Adults file.  It contains information about each parent and adult leader in your troop.

Begin by exporting the "Leaders & Parents" file from ScoutBook.

Then log on to TroopWebHost, 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 TroopWebHost.

This will add each adult to the Active Scouts page.

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

It will not create a relationship between the adult and his scouts, since that relationship information is not provided in the ScoutBook file.  Use the Active Adults page to create these relationships.  On the detail page for a given adult, scroll to the bottom to find the Add Scout Relationship button.

Should You Update Existing Records?

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

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 TroopWebHost 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 TroopWebHost database in synch with ScoutBook™.   We do not recommend this approach because it will overwrite any changes made to the data directly in TroopWebHost.   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.