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 TroopWebHost functions:

If you are moving from TroopMaster™ you may be able to upload your scouts and adults using files exported from that program.  If you are using other software to maintain troop records, it may be possible to upload that information by creating CSV files in the correct format.

Otherwise, you can enter each scout and his parent into the system using the New Scout Registration page.  Additional parents and adult leaders may be entered from the Active Adults page.

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

But you will still need to do your part to add new members and update existing members when they leave the troop or transition from scout to adult.


New Scout Registration

To add a new scout and his parents to the troop roster, go to Membership → View / Maintain Members → New Scout Registration.

This will display the page shown at right.

This page follows the order of the BSA™ Youth Application form, with some additional items.

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


Check the Transfer From Another Unit checkbox only if this scout transferred from another Boy Scout troop this year.  This will cause this scout to show up as a transfer when you recharter.

Check the Pays Recharter Fee In Another Unit only if this scout also belongs to a Venturing crew which pays his recharter fee.


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.


Transfer Scouts To / From Other TroopWebHost Sites

If there are Cub Scout packs in your area who are using TroopWebHostCS, it is easy to transfer their information into your system when scouts cross over to your troop.

Similarly, if a scout transfers into your unit from a troop or crew that is using TroopWebHost, you can easily transfer their information into your system.

Conversely, if one of your scouts moves to a different troop that is using TroopWebHost, you can allow them to electronically transfer that scout's information into their system.

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

If any scouting units have authorized your troop 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 troop, you can authorize that troop to import their data by clicking Authorize Transfer To Another Unit.  You will then see their name in the Pending Transfers Out grid, at least until they complete the transfer on their end.

Click View Transfer History to see a record of transfers in and out of your troop 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 a Cub Scout pack, it will:

If the parent already exists in your database, it will update any blank fields in the parent's record with information from the pack's database.


When you import a scout's data from another crew or troop, it will do all of the above, plus:


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 troop 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 Scouts

Go to Membership → View / Maintain Members → Active Scouts to view all of the active scouts in your troop.

Click on Add a New Item to add a new scout to the troop.  This is not the recommended approach.  You should always use the New Scout Registration page to add a new scout.

The Active Scouts page allows you to enter additional information about individual scouts in your troop.

Click the Update button next to the scout you wish to update.  This will bring up the page shown below.

As you scroll down the page you will see many fields that were not available on the New Scout Registration page.

Each scout 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 http://www.emailtextmessages.com/.

There are spaces to fill in the most recent date that each part of the medical form was submitted.

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

If this scout is a member of the Order of the Arrow, the Order Of The Arrow section allows you to maintain the history of his participation.  This is where the Order of the Arrow Advancement Dates report pulls its information.

Use the Notes section to enter any other information that doesn't fit in any other fields.

If this scout's parents have been entered in the system, they should appear in the Relationships grid at the bottom of the page.

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



Active Adults

Go to Membership → View / Maintain Members → Active Adults to view all of the active parents and adult leaders in your troop.

Click on Add a New Item to add a new adult member.  This is how you enter additional parents or adult guardians.  It is also how you add adult leaders who are not parents of scouts in the troop.

Adding a member through this function will automatically generate create a User ID and password for that member.

Use the Update function to add additional information about parents and adult leaders.  This will bring up the page shown below.

You'll notice that you can add a photograph for adult members.  This is a great way to learn who's who in your troop.  This photo will be displayed on the Adult Leaders page for the current leaders of your troop.

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 adult 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 http://www.emailtextmessages.com/.

The Adult Leader Information is only needed for adult leaders.

The contents of the About Me field will be displayed on the Adult Leaders page for this leader.  You might want to describe this person's background and role in the troop.

The Adult Leader section includes the dates on which each part of the medical form was last submitted, along with health insurance and allergies.

The Vehicle section collects information about the vehicle this adult will use if he is transporting scouts.

This information will appear on the Tour Permit Worksheet when this adult 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.

If this person is an adult member of the Order of the Arrow, the section at the bottom allows you to maintain the history of his participation.

At the very bottom of the page is a list of the scouts to whom this adult is currently linked as parent or guardian.

This allows this adult to view information about these scouts on the My Scouts page.

And when you send e-mails with account balances, this adult will be sent the account balances for these scouts in addition to his own balance.

If you need to add a relationship, click Add Scout Relationship and select the scout from the selection list that will be presented.

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



Update All...Active Scouts Patrol Assignment

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Active Scouts Patrol Assignments allows you to change the patrol assignments for all active scouts

Select Active Scouts Patrol Assignments from the Update All submenu on the Membership menu to see a page like the one shown below.

Select the new patrol for each scout using the drop down list next to his name.

Then click the Save button to save your work.

If you need to change the list of patrols available, select Patrols from the Troop menu.


Update All...Scout Crew Assignments

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Active Scouts Crew Assignments allows you to change the crew assignments for all active scouts

Select Active Scouts Crew Assignments from the Update All submenu on the Membership menu to see a page like the one shown below.

Select the new crew for each scout using the drop down list next to his name.

Then click the Save button to save your work.

If you need to change the list of crews available, select Venturing Crews from the Troop menu.


Update All...Active Scouts Swim Test

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Active Scouts Swim Test allows you to record the swim test results for all active scouts

Select Active Scouts Swim Test from the Update All submenu on the Membership menu to see a page like the one shown below.

Enter the latest swim test results for each scout, then click the Save button to save your work.


Update All...Active Scouts Medical Form Dates

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Active Scouts Medical Form Dates allows you to record the most recent dates on which the medical forms were submitted for all active scouts

Select Active Scouts Medical Form Dates from the Update All submenu on the Membership menu to see a page like the one shown below.

Enter the dates on which each part of the medical form was submitted for each scout, then click the Save button to save your work.


Update All...Scout BSA ID

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Active Scouts BSA ID allows you to enter the BSA ID numbers for all active scouts

Select Active Scouts BSA ID from the Update All submenu on the Membership menu to see a page like the one shown below.

Enter the BSA ID for each scout in the field next to his name.

Then click the Save button to save your work.


Update All . . . Scout Shirt Sizes

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Active Scout Shirt Sizes allows you to change the shirt sizes for all active scouts.

Select Active Scout Shirt Sizes from the Update All submenu on the Membership menu to see a page like the one shown below.

Select the shirt size for each scout using the drop down list next to his name.

Then click the Save button to save your work.

If you need to add to the list of available shirt sizes, go to Shirt Sizes from the Site Configuration menu.



Update All...Adult Medical Form Dates

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Active Adults Medical Form Dates allows you to record the most recent dates on which the medical forms were submitted for all adult members.

Select Active Adults Medical Form Dates from the Update All submenu on the Membership menu to see a page like the one shown below.

Enter the dates on which each part of the medical form was submitted for each adult, then click the Save button to save your work.


Update All...Adult BSA ID

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Active Adults BSA ID allows you to enter the BSA ID numbers for all active adults

Select Active Adults BSA ID from the Update All submenu on the Membership menu to see a page like the one shown below.

Enter the BSA ID for each adult in the field next to his name.

Then click the Save button to save your work.


Update All...Adult Leader Medical Form Dates

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Adult Leader Medical Form Dates allows you to record the most recent dates on which the medical forms were submitted for all adult leaders.

Select Adult Leader Medical Form Dates from the Update All submenu on the Membership menu to see a page like the one shown below.

Enter the dates on which each part of the medical form was submitted for each leader, then click the Save button to save your work.


Update All...Adult Leader Swim Test

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Adult Leader Swim Test allows you to record the swim test results for all adult leaders.

Select Adult Leader Swim Test from the Update All submenu on the Membership menu to see a page like the one shown below.

Enter the latest swim test results for each leader, then click the Save button to save your work.


Update All . . . All Adults Shirt Sizes

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...All Adults Shirt Sizes allows you to change the shirt sizes for all active adults.

Select All Adults Shirt Sizes from the Update All submenu on the Membership menu to see a page like the one shown below.

Select the shirt size for each adult using the drop down list next to their name.

Then click the Save button to save your work.

If you need to add to the list of available shirt sizes, go to Shirt Sizes from the Site Configuration menu.



Update All...Inactive Alumni

The Update All functions allow you to update the same information on a group of records in one operation.

Update All...Inactive Alumni displays all of your inactive members and allows you to designate those who are considered to be alumni.

Alumni members can be included in a dynamic subgroup, which allows you to send them e-mail and include them in events.

Select Inactive Alumni from the Update All submenu on the Membership menu to see a page like the one shown below.

Click the Alumni checkbox next to each inactive member who is an alumni of the troop.

Then click the Save button to save your work.



Patrols

Go to Membership → Patrols & Crews → Patrols to maintain a list of your troop's patrols.


Click on Add a New Item to add a new patrol.

There's not much to it, as you can see below.   Just enter the name of the patrol and indicate whether this patrol is for boys or girls, then click Save & Add Another to begin adding the next one.



Assigning Scouts To Patrols

The easy way to assign all scouts to a patrol is to use the Update All function for Patrol Assignments. This will allow you to update the patrol assignments for all scouts in one operation.

You can update the patrol assignment for one scout by selecting Active Scouts from the Troop menu and selecting the scout you wish to update.


Halfway down the Active Scouts update page, you'll see a choice list for Patrol.

Click on the choice list and you should see all of the patrols you've entered for the troop.

Select the patrol to which this scout belongs, then click Save & Exit.

Then go on to the next scout.


Changing Patrol Names

When a patrol changes its name - but not its membership - you can simply go back to the Patrols page and update the patrol names that changed.  The same scouts will still belong to the patrol under its new name.

Sending an Email to the Patrol

The E-Mail Members button on the Patrols page will take you to the Compose E-Mail page with all of the patrol members pre-selected.

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

Viewing Patrol Rosters

Select Patrol Rosters from the Troop menu to see a list of active scouts, sorted by patrol.



Venturing Crews

Go to Membership → Patrols & Crews → Venturing Crews to maintain a list of your venturing crews.


Click on Add a New Item to add a new venturing crew.

Simply enter the name of the crew and click Save & Add Another to begin adding the next one.



Assigning Scouts To Crews

You can update the crew assignment for one scout by selecting Active Scouts from the Troop menu and selecting the scout you wish to update.


Halfway down the Active Scouts update page, right below the Patrols field, you'll see a choice list for Venturing Crew.

Click on the choice list and you should see all of the active venturing crews for the troop.

Select the crew to which this scout belongs, then click Save & Exit.

Then go on to the next scout.


Changing Venturing Crew Names

When a crew changes its name - but not its membership - you can simply go back to the Venturing Crews page and update the crew names that changed.  The same scouts will still belong to the crew under its new name.

Sending an Email to a Venturing Crew

The E-Mail Members button on the Venturing Crews page will take you to the Compose E-Mail page with all of the crew members pre-selected.

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

Viewing Crew Rosters

Select Crew Rosters from the Troop menu to see a list of active scouts, sorted by crew name.


Boy and Girl Troops

If your charter organization has added a girl troop, one of your options is to manage both the girl troop and the boy troop within the same TroopWebHost site.  If you are taking that approach, you should create an entry in the Boy & Girl Troops page to represent each of these units.

Go to Site Configuration → Boy & Girl Troops as shown below.


Click on Add a New Item to add a new troop.

All you need to do is enter a name and select the gender of the scouts who will be in this troop.

Click Save & Exit to save this troop to the database.  It will now be available when maintaining adult leadership.



Leadership Positions

The Leadership Positions page allows you to view and define the leadership roles held by adults and scouts in your troop. It is located at Site Configuration → Leadership Positions-.

Authorized users can add, delete and edit positions.  Existing positions can be edited by clicking their respective Update buttons, and a new position can be created by clicking the Add a New Item button.

The Update and Add buttons will both take you to the page shown below:

Adult? indicates whether this position is held by adults.  Leave this unchecked for scout leadership positions.

Title is the name of this position.

Code is the BSA code for this position.

Display Sequence determines the order in which members with these positions will appear on some pages, such as the public Our Adult Leaders page.  Positions with a lower number display sequence will appear before those with higher numbers.

Check the box "This position makes this person a member of the Committee" if this position is considered part of the Troop Committee for the purpose of Journey To Excellence objective #11.  This will only appear on adult leadership positions.

Qualifies For Leadership Requirement? only applies to scout leadership positions.  It determines whether this position will be considered when computing the leadership requirements in the Leadership Rank Requirement Status Report.  Note that the Bugler position does qualify for Star and Life, but not Eagle; this exception is hard-coded into the program.

Do not display this position on the public Our Adult Leaders page will prevent leaders from this position from being included on the Our Adult Leaders page, unless they also hold another position which has not been excluded.

Site administrators will see three additional fields on this page:



Scout Leadership

The Scout Leadership page displays a history of the scout-held leadership positions in your troop.  It is accessed through Membership → Leadership → Scout 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 scout held that 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 what positions scouts have held in the past, both on this page and in the Scouting History Reports.

Each record connects a scout to a leadership position. It is possible for one scout to hold multiple positions at the same time, or for multiple scouts to hold the same position.

Clicking the Add a New Item allows you to add a new leadership record. This will not allow you to add a new scout to the troop; to do that, you should use the New Scout Registration 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.

Adult Leadership

The Adult Leadership page displays a history of the adult-held leadership positions, such as Scoutmaster or Committee Chairman, in your troop.  It is accessed through Membership → Leadership → Adult 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 adult held that position, and the end date indicates when the term expires. For long-term positions, the end date may be left blank.

This page displays a history of adult leadership positions within the troop.  Click View Active Only to only see the current leaders.

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 troop.

Click Add a New Item to add a new leadership record. This will not allow you to add a new adult to the troop; to do that, you should use the Add a New Item buttons on the Active Adults 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.

You will only see the Troop drop down list if you are using this site to manage both a boy troop and a girl troop.  Even then, it is not a required field, since some positions may be shared between the two troops.

The End Date should only be entered if you know for sure that this person will stop serving in this position by a certain date.  Otherwise, it should be left empty.

Completed Training For This Position On is the date on which this person completed all required BSA training for this position.  It is used when compiling the Journey To Excellence report.



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.  So, for example, if I enter "Committee" as my Email Relay Address Prefix and my site name is "Troop999Sarasota", then this subgroup will have the following e-mail relay address: Committee.Troop999Sarasota@twh.email.

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


If you are using one TroopWebHost site to manage both a girl troop and a boy troop, you will have the ability to filter the selected scouts based on gender, by selecting "Include...Boys Only" or "Include...Girls Only".  This criteria will not add anyone to the subgroup on its own, but once you add other criteria to to select scouts it will filter out those who are not of the selected gender.

Similarly, the next attribute, Include active parents of selected scouts?, will not add anyone to the subgroup on its own.   However, once you add other criteria that cause scouts to be added to the group, it will cause their parents 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 active members of Order of the Arrow? and First Class scouts and patrol leaders, the group will include ALL active members of Order of the Arrow PLUS all First Class scouts PLUS all patrol leaders.

Include all active scouts this age or older will select all active scouts who are that many years old or older.

Include all active scouts this age or younger will select all active scouts who are that many years old or younger.

If you enter a value in both of these fields it will select all active scouts who are within that range of ages.

Include all members of Order of the Arrow? will select any member whose membership record has the Order of the Arrow Member box checked.

Include all active members of Order of the Arrow? will select any member whose membership record has the Active in Order of the Arrow box checked.

Include all alumni will include all members whose Alumni box is checked, including inactive members.

The Membership Category grid can be used to select ALL active scouts or ALL active adults.  If you select both, it will select all active members.

Current Scout Rank will select all scouts who currently hold the selected ranks.  It does not select scouts who previously held the selected rank.  If you only select First Class, it will not select scouts who are currently at Star, Life, or Eagle (unless they are included based on other selection criteria).

To select new scouts who have not yet earned a rank, check the New Scouts (no rank) box.

Patrol will include the members of the selected patrols.

Venturing Crew will include the members of the selected venturing crews.

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

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



Training

TroopWebHost allows you to track the training completed by scouts and adult leaders.

Configuring Training Courses

The Training Courses page allows you to create and edit the types of training available to scouts and adults.  It is accessed from Site Configuration → Training Courses.

In the image above, you may notice sequences of three characters, enclosed in parentheses, following the names of some training types. These are the BSA Training Course Codes for each training type; although you can enter training names without them, we recommend including these codes when possible.

Click Add a New Item to begin adding a training course to the list.  This will display a page that looks like this:

The Training Name is the name of the course or certification.

Course Code is the BSA's three character code for this class.

Course Available To allows you to limit this class to adults or scouts, or allow it to be recorded for all members.

Required For Subgroup allows you to select a Dynamic Subgroup whose members are required to take this course.

The Description tells what this course covers.

The Months Until Expiration is for classes that have to be taken again after a period of time.  This is the number of months between when the training is completed and when it expires.  If this is left blank, TroopWebHost will assume that the training never expires.

Additional Information allows you to upload a document or provide a link to a web resource that has more information about this course.  Be sure to enter the Document Title, as this will be the text that appears in the link.  If you leave it blank you won't see a link to this document.

Record Training Completed By Adults

The Adult Training page allows you to record which adults have received which training types. It is accessed through Membership → Training → Adult Training.

By clicking the Add a New Item button, you can select an adult leader and link them with a training type that they have completed.

Each record in this table also contains a completion and expiration date. The completion date indicates when the training was completed by the adult leader 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 an adult leader's My Training History page.

Training that is about to expire will appear on the Automated Newsletter for the individual who took the class.

Record Training Completed By Scouts

The Scout Training page allows you to record which scouts have completed training courses. It is accessed fromMembership → Training → Scout Training.

Click the Add a New Item button to select a scout and the training course that he completed.

You should also enter the date the course was completed. If the course expires after a certain number of months, the expiration date will be calculated for you automatically.

Scout training history will be included in the Scouting History report.


Upload Training From MyScouting

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

If you have the necessary access rights you may be able to download a CSV file containing your troop's training history and use it to populate the training data in your TroopWebHost database.

To download the file, go to https://my.scouting.org and logon using your BSA user name and password.

Click on the Menu link to reveal 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 may need to contact your District Executive to obtain a copy of the file.

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:


Upload Training File

Before you upload the file, we recommend that you update the BSA Membership IDs for all of your troop members, or at least the ones who have completed one or more training courses.   The easiest way to do this is with the Update All...Adult BSA ID function.   There is a similar function for scouts.


Select Upload Training From MyScouting from the Training submenu on the Membership menu to see the page shown at right.


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.


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.



Upload Youth Protection Training From MyScouting

If you are fortunate enough to have access to page on the BSA™ MyScouting site where you can download ALL of your troop's training history, you can disregard this function;   That file can be uploaded on the Upload Training From MyScouting page.

Unfortunately, the BSA appears to have restricted access to that page, so one alternative is to download your YPT training data, which seems to be more accessible on the MyScouting site.  Since it doesn't include anything other than Youth Protection Training, it is less useful than the full training file, but it still has value.


We've seen two different formats of the YPT file, both of which are Comma Separated Value (CSV) files.  Either version will work with our upload program.

One version has several rows at the top with information about your troop, followed by a header row.  The other version begins with the header row at the top.   In either case, the header row is followed by one row for each leader who has had YPT training.

The header rows vary slightly, but must contain at minimum the following values (without the quotation marks):

You must have the YPT courses already defined in your Training Courses table.  The codes and course names should be exactly as follows:

Code Course Name
Y01 Youth Protection Training 2
Y02 Venturing Youth Protection Training 2
Y03 Exploring Youth Protection Training 2



The upload program is available at Membership → Training → Upload YPT From MyScouting.

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.


The upload program will first attempt to identify each person using their BSA ID.  For this reason, it is a good idea to update the BSA IDs of each of your leaders before running the upload.

If a match cannot be found on BSA ID, the system will attempt to do an exact match on first, middle, and last names.


Press the Upload Training File button when you are ready to process the file.

When the upload is complete it will display information about any errors encountered, plus a summary of what was uploaded.



Upload Adult Training From TroopMaster

Troops migrating to TroopWebHost™ from TroopMaster™ can use this function to transfer their adult training history.

First you will need to export the adult training data from TroopMaster:

Do not open this file in Excel, but instead save it directly to disk.

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

Last Name,Nickname,Middle Initial,Suffix,Training Course,Training Course Code,Course Date

If the first row does NOT look like the row shown above, please try exporting the file again.


To load the file into TroopWebHost, go to Membership → Training → Upload Adult Training From TroopMaster.  This will display the page shown below at right.


Use the Browse button to find the file that you exported from TroopMaster.


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.


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.


Skills and Interests

TroopWebHost can help you inventory the skills and interests of the adults in your unit.  This can help you identify potential volunteers for positions in your unit, 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.

From there, click Skills and Interests Report to print a report, grouped by skill/interest.



Shirt Sizes

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

You can configure the list of available shirt sizes for your troop 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.



Advancing Scout Grade Level

The scout registration form lets you record each scout's current grade level in school.

At the beginning of each school year, you can automatically increment the grade for every scout in your troop.

Go to Membership → Update All → Advance Scout Grade Level to see a screen like the one shown below.

Press the Continue button to update all of your scouts' grade level by the number you specified.


When A Scout/Adult Leaves The Troop

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

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

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

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

Then scroll down the page until you see the Left Unit field as shown below.

Enter the date this person left the troop.  If you wish to include this person in your alumni group, click the Alumni checkbox.  Click Save & Exit to save your work

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

You can still see him by selecting Inactive Members from the View / Maintain Members submenu on the Membership menu.



When A Scout Becomes An Adult Member

When a scout turns 18, he has the option of staying with the troop as an adult member.

To make this change, select All Active Members from View / Maintain Members on the Membership menu.

Find this scout on the summary page and click Update to view a page like the one shown below.

Simply click on the checkbox labeled Adult to change this member to adult status.

Then click Save & Exit to save your work.

This member should no longer appear on lists of active scouts, but will appear on lists of active adults.


Security

You also need to update this person's User ID using the Users & Passwords page on the Administration menu.

Find his User ID on the list and click the Update button on that row.

On the list of roles for this user, uncheck the "Scout" user role, and select the "Adult" user role, plus any other roles that are appropriate for his new status.

Then click Save & Exit to save your changes.

This user will now have the appropriate access rights for an adult member of your troop.



Merge Duplicate Members

If you forget to use the Trial Run feature when uploading members into the system, you can create duplicate records for members who were already in your TroopWebHost database.  This can happen if the spelling of any portion of their name is different, or if the scout's date of birth is different.

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 Scouts or Active Adults page.

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


To merge the records, go to Membership → View / Maintain Members → 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 a value in the "Left Unit" date.

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

So, for example, any completed rank requirements from the second record will be moved to the first record, unless that requirement was already marked complete for the first record.

Click the Continue button to complete the merge.

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



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 Membership Data → 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.


Export Roster to Troop Awards

TroopAwards™ is a company that develops specialized printing software for scout troops.

Their software is available at www.TroopAwards.com.  TroopAwards is not affiliated with TroopWebHost, but we have worked with TroopAwards to provide a solution for printing a troop directory from your TroopWebHost data.

The TroopAwards troop directory gives you the option of including photos of individual members in the report without making those photos available on the troop website.

Begin the process by selecting Export Roster To Troop Awards from Export Membership Data on the Membership menu.  This will display a screen like the one shown below.

Troop Directory

You can download a file that is compatible with the TroopAwards directory function.  Simply press the Download Troop Directory File button. 

The file will contain the contact information for each active member in your troop.  It can be merged with individual photos on your local computer.


Membership Reports

There are three main categories of membership reports.

Troop Directories are general purpose reports that list some or all of your troop members:

Medical Form Reports help you identify those members who need to submit new medical forms:

Training Reports help you identify those leaders who need to take or renew a training course:

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.



Scout Directory

The Scout Directory lists all of the active scouts in your troop, sorted by name.

To produce this report, go to Membership → Troop Directories → Scout Directory.


Scout Directory - Names Only

The Scout Directory - Names Only can be used to create sign-up sheets.  It lists the name of every active scout, with blank space for whatever information you need to collect.

To produce this report, go to Membership → Troop Directories → Scout Directory - Names Only.



Scout Leader Directory

The Scout Leader Directory lists all of the scouts in your troop who are currently in leadership positions, sorted by name.

To produce this report, go to Membership → Troop Directories → Scout Leader Directory.


Adult Directory

The Adult Directory lists all of the active adults in your troop, sorted by name.

To produce this report, go to Membership → Troop Directories → Adult Directory.


Adult Leader Directory

The Adult Leader Directory lists all of the adult leaders in your troop, sorted by name.

To produce this report, go to Membership → Troop Directories → Adult Leader Directory.


Adult Leaders By Position

The Adult Leaders By Position report lists all of the current adult leaders in your troop, sorted by position.

If you are using one TroopWebHost site to manage both a girl troop and a boy troop, this report will show you the leaders in each troop, as well as those who hold leadership positions common to both.

To produce this report, go to Membership → Troop Directories → Adult Leaders By Position.



Troop Contact List

The Troop Contact List lists all of the active members of your troop, sorted by name.

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


Emergency Contact List

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

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


Patrol Roster

The Patrol Roster lists all the members of each patrol, sorted by patrol name.   Within each patrol, the scouts will be sorted by leadership position and name.

To produce this report, go to Membership → Troop Directories → Patrol Roster.


Patrol Roster w/Contact Information

The Patrol Roster w/Contact Information lists all the members of each patrol with their phone numbers and e-mail addresses, sorted by patrol name.    Within each patrol, the scouts will be sorted by leadership position and name.

To produce this report, go to Membership → Troop Directories → Patrol Roster w/Contact Info.


Merit Badge Counselors By Name

Merit Badge Counselors By Name lists all of the currently active merit badge counselors, sorted by the name of the counselor.  This includes merit badge counselors who are not a member of the troop.

To produce this report, go to Membership → Troop Directories → Merit Badge Counselor By Name.



Merit Badge Counselors By Badge

Merit Badge Counselors By Badge lists all of the currently active merit badge counselors, sorted by the name of the merit badge.  This includes merit badge counselors who are not a member of the troop.

To produce this report, go to Membership → Troop Directories → Merit Badge Counselor By Badge.



Swim Test Results

The Swim Test Results report shows the outcome of each scout's most recent swim test, as recorded using the Update All...Active Scouts Swim Test page.

To produce this report, go to Membership → Troop Directories → Swim Test Results.


Scout Parent Cross Reference

The Scout Parent Cross Reference Report shows the parents associated with each scout.   This is especially helpful when a parent does not have the same last name as the scout.

To produce this report, go to Membership → Troop Directories → Scout Parent Cross Reference.


Scout Parent Cross Reference With Contact Info

The Scout Parent Cross Reference With Contact Info report shows the parents associated with each scout and shows the contact information for each parent.

To produce this report, go to Membership → Troop Directories → Scout Parent Cross Reference With Contact Info.



Parent Scout Cross Reference

The Parent Scout Cross Reference report shows the scouts associated with each parent.

To produce this report, go to Membership → Troop Directories → Parent Scout Cross Reference.



Birthday List - Scouts

Birthday List - Scouts shows which scouts have a birthday each month, sorted by birthday.

To produce this report, go to Membership → Troop Directories → Birthday List - Scouts.


Birthday List - Adults

Birthday List - Adults shows which adults have a birthday each month, sorted by birthday.   It only shows those adults who have birthdays on file.

To produce this report, go to Membership → Troop Directories → Birthday List - Adults.


Scouts By Age

Scouts By Age groups your scouts by their current age.

To produce this report, go to Membership → Troop Directories → Scouts By Age.



Shirt Sizes

You can produce a report showing the shirt sizes for each member of your troop 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.



Medical Form Submission Dates - All Scouts

Medical Form Submission Dates - All Scouts lists all active scouts with the dates on which each part of their medical form was last submitted, sorted by name.

To produce this report, go to Membership → Medical Form Reports → Medical Form Submission Dates - All Scouts.


Medical Form Submission Dates - All Adults

Medical Form Submission Dates - All Adults lists all active adults with the dates on which each part of their medical form was last submitted, sorted by name.

To produce this report, go to Membership → Medical Form Reports → Medical Form Submission Dates - All Adults.


Medical Form Expiration Dates - All Scouts

Medical Form Expiration Dates - All Scouts lists all active scouts with the dates on which each part of their medical form is due to expire, sorted by name.

To produce this report, go to Membership → Medical Form Reports → Medical Form Expiration Dates - All Scouts.


Medical Form Expiration Dates - All Adults

Medical Form Expiration Dates - All Adults lists all active adults with the dates on which each part of their medical form is due to expire, sorted by name.

To produce this report, go to Membership → Medical Form Reports → Medical Form Expiration Dates - All Adults.


Adult Leaders Who Need YPT

The Adult Leaders Who Need YPT report lists the adult leaders in your troop who have not taken YPT or whose YPT training has expired or is about to expire.

For the purpose of this report, an adult leader is any adult member of the troop who currently holds a leadership position, is a merit badge counselor, or has a BSA ID on their membership record.

To produce this report, go to Membership → Training Reports → Adult Leaders Who Need YPT.


Expired Training By Course

The Expired Training By Course report lists the active members of your troop 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 → Training Reports → Expired Training By Course.


Expired Training By Person

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

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


Required Training By Course

The Required Training By Course report lists each course which is required for the members of a Dynamic Subgroup.  For each such course, it lists the members of that subgroup and shows when they last completed the course, if at all, and when that course expired.

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


Required Training By Person

The Required Training By Person report lists each person who is required to complete one or more training courses, based on the Dynamic Subgroups to which they belong.  For each person, it lists each required class and shows when they last completed it, if at all, and when that training expires.

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


Membership FAQ

The system is setting the medical form expiration date to the last date of the month for all users, regardless of the actual expiration date.  How can we correct this to show the accurate expiration dates?

By calculating the medical form expiration date as the end of the 12th month from the date it was completed, we are following BSA policy.

According to the BSA, the Annual Health and Medical Record “is valid through the end of the 12th month from the date it was administered by your medical provider.  For example, a physical administered March 3, 2014, would be valid until March 31, 2015.  The AHMR in use before March 1, 2014, will be valid only until April 1, 2015, and only if it was completed before April 1, 2014.”

You’ll find this policy posted on the BSA’s site here: http://www.scouting.org/scoutsource/HealthandSafety/Resources/MedicalFormFAQs.aspx.


One of my adults is now showing up as a scout...OR...one of my scouts is showing up as an adult.  How do I fix this?

In either case, you can correct this by going to Membership → View / Maintain Members → All Active Members and updating this person's record.  At the top of the detail page you’ll see a checkbox for Adult?  Check that box to make this member an adult; uncheck it to make him a scout.  Click Save & Exit to save this change.

This can happen if you've assigned the same user both the "Scout" and "Adult" user roles.  This can be corrected on the Users and Passwords page by deselecting the role from this user's list of authorized roles.


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

The system does not allow you to delete a scout or an adult from the system if there is related information about that person in the database.  This related information may include financial transactions, rank advancement, merit badges, or participation in troop 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 Left Troop 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 Left Troop field for a scout, and he still appears on the Active Scouts list.  Why is that?

If you enter a future date into the Left Troop field, that scout (or adult) will continue to appear on active member lists until that date is in the past.


If I make a scout inactive by entering a value into the Left Troop field, will all of his information be deleted?

No.   Making a troop 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, temporarily blank out the Left Troop field for that member.


If I change a scout to an adult by checking the Adult checkbox, will all of his scouting history be deleted?

No.   Changing the status of a member from scout to adult does not cause any information to be removed from your database.   However, some of this information - in particular, rank advancement and merit badges - will no longer be visible.   If you need to view this information about an adult, temporarily change him back to scout status by unchecking the Adult checkbox on his record.


Can we upload scout 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.

The BSA strongly discourages troops from creating electronic copies of medical forms. Please see this official blog post: http://blog.scoutingmagazine.org/2015/01/23/say-no-to-digitizing-medical-records/.

You will find the same policy stated on the BSA's FAQ page for medical records:  http://www.scouting.org/scoutsource/HealthandSafety/Resources/MedicalFormFAQs.aspx


When I try to print the troop 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/.