Troops and Packs that rely on Scoutbook Roster as their source-of-record, can easily export the list and import the information for use within Eventene. As administrators update the Scoutbook Roster, it's easy to also refresh this information with Eventene.


In order to Export the Roster data, you must have administrative privileges. 


Exporting Data from Scoutbook

Scoutbook's Roster consists of separate lists of Scouts and Leaders / Parents. The steps below will walk you through how to export each of these lists into CSV (comma separate value) files on your hard drive and then import them into Eventene. It is best to combine these two lists into a single Roster within Eventene so it will be easier to segment the lists into additional subgroups of invitees for your events.


The following steps guide you through the process of exporting your Roster from Scoutbook:

  1. Log into your Scoutbook account
  2. Navigate to the "My Dashboard" page
  3. Select the Unit you wish to export data from
  4. At the bottom of the "My Dashboard page, select the "Export / Backup" action
  5. When the pop-up dialog appears ("Choose data to export"), select "Scouts". 
  6. Scoutbook will create a CSV file on your computer, with the name of your Troop or Pack. Press "Save" to confirm.
  7. Next, press "Leaders & Parents"
  8. Scoutbook will create another CSV file on your computer. Press "Save" to confirm.


The following screenshot shows the steps described above.



Preparing your Exported Data to Import into Eventene

Scoutbook exports Roster data into two files, using the unit name as the prefix. For the following examples, assume the name of the unit is "Troop 123".

  1. Scouts - exported as a file named troop_123__scouts.csv
  2. Leaders & Parents - exported as a file named troop_123__adults.csv


Each of these two CSV files contains a unique set of fields:

  1. Scouts
    • BSA Member ID, First Name, Middle Name, Last Name, Suffix, Nickname, Address 1, Address 2, City, State, Zip, Home Phone, Gender, DOB, School Grade, School Name, LDS, Swimming Classification, Swimming Classification Date, Unit Number, Unit Type, Date Joined Scouts BSA, Den Type, Den Number, Date Joined Den, Patrol Name, Date Joined Patrol, Parent 1 Email, Parent 2 Email, Parent 3 Email, OA Member Number, OA Election Date, OA Ordeal Date, OA Brotherhood Date, OA Vigil Date, OA Active
  2. Leaders & Parents
    • BSA Member ID, First Name, Middle Name, Last Name, Suffix, Nickname, Scouter Title, Email, Address 1, Address 2, City, State, Zip, Home Phone, Mobile Phone, Work Phone, Gender, DOB, Swimming Classification, Swimming Classification Date, Occupation, Employer, Leader Position 1, Position 1 Start Date, Leader Position 2, Position 2 Start Date, Leader Position 3, Position 3 Start Date, Leader Position 4, Position 4 Start Date, Leader Position 5, Position 5 Start Date, OA Member Number, OA Election Date, OA Ordeal Date, OA Brotherhood Date, OA Vigil Date, OA Active


Scoutbook splits Scouts and Adults into two separate files, but it is better to combine Scouts and Adults into a single Roster in Eventene. Combining them allows the organizer to easily create additional subgroups (such as "Entire Troop", "All Male Scouts and Adults", and "All Female Scouts and Adults") that may be required for various events. Most importantly, using a single Main Group for your Troop or Pack roster prevents duplicating data across any Subgroups. Also, changing someone's email or phone number requires only one change, no matter how many Subgroups you may have created. During the import process, Eventene will automatically merge both lists into a single Roster.

 

Importing Scoutbook Data into Eventene

Once you have exported the Scouts and Leaders & Parents CSV files, you are ready to import the data into Eventene. Note that you will be importing the data in two separate steps, once for each CSV file. As previously described, merging the two files is not required, but provides many advantages.


You will first import the Scout CSV file, taking care to map the First Name, Last Name and one of the Parent Email fields from Scoutbook to the First Name, Last Name, and Email fields within Eventene. Since many, if not most, Scouts don't have their own email accounts, one of the parents' email addresses is assigned to each Scout. When responding to event RSVPs and surveys from Eventene, the designated parent responds on behalf of the Scout.


Unique ID Field

Keeping data properly synchronized between Scoutbook and Eventene requires every Scout and Adult to have a unique ID that can be matched when importing and updating data.


Scoutbook generates a unique ID ("BSA Member ID") for every Scout and Adult that is properly registered within the BSA. If any Scout or Adult does not yet have a BSA Member ID, then their value in that field will be empty during the import process and additional steps will be required to import the two CSV lists are imported. 


Import the Scouts CSV file

Follow these steps to import the Scouts from Scoutbook into your new Pack or Troop Roster in Eventene.

  1. Login to Eventene
  2. Navigate to Groups
  3. Press the "+ New Group" button to open the New Group side panel
  4. Select "Upload a CSV File"
  5. Add a Group Name, e.g. "Troop Roster"
  6. Press the "Choose your CSV file" button
  7. Navigate to the location of your Scouts CSV file (e.g. troop_123__scouts.csv), typically located in your system's Downloads folder on a PC, or on the Desktop on a Mac.
  8. Press "Create"
  9. Review the Data on the "Upload from CSV Settings" page. If the data does not appear correct, ensure that you are attempting to import the correct file containing the Scouts Roster from Scoutbook.
  10. Scroll down the page to the section "Match your Data Fields to the Required Data Fields"
  11. Map the following fields from Scoutbook to Eventene (refer to the screenshot below)
    1. First Name - map to First Name in Eventene
    2. Last Name - map to Last Name in Eventene
    3. Parent 1 Email - map to Email in Eventene
  12. When ready, press "Create" to import the Scouts into Eventene



Import the Adults CSV file

Follow these steps to import the Adults (Leaders & Scouts) from Scoutbook into your new Pack or Troop Roster in Eventene. Note, these steps require the logged in Eventene user to be an Owner or Admin.

  1. Navigate to the Roster Group that you created in the previous steps (importing the Scout data)
  2. Select the "People" tab
  3. In the "Actions" menu, select the "Import People" action
  4. Press the "Upload the CSV File" button
  5. Navigate to the location of your Adults CSV file (e.g. troop_123__adults.csv), typically located in your system's Downloads folder on a PC, or on the Desktop on a Mac.
  6. Press "Import"
  7. Review the mapping of your Data Fields in Step 3 "Match Your Data Fields"
  8. Scoutbook generates a unique ID (BSA Member ID) for every Scout and Adult, which Eventene uses to uniquely identify each Scout and Adult in the system. The "Unique ID" setting should therefore be set to the BSA Member ID field.
  9. Since the First Name, Last Name, and Email fields already exist in the Roster Group created when importing the Scouts, there is no need to select those mappings when importing the Adults. Simply confirm they are selected correctly, as shown in the following screenshot.
  10. The Adults CSV contains a few additional fields not present in the Scouts CSV file, shown below. You should not set these additional fields to map to any existing fields in Eventene. Simply leave them unspecified ("Choose a Field") and Eventene will automatically create these additional fields in the combined Roster Group during the import process.
    • Scouter Title, Mobile Phone, Work Phone, Occupation, Employer, Leader Position 1, Position 1 Start Date, Leader Position 2, Position 2 Start Date, Leader Position 3, Position 3 Start Date, Leader Position 4, Position 4 Start Date, Leader Position 5, Position 5 Start Date
  11. When ready, press "Create" to import the Scouts into Eventene




Importing Scouts and Adults without BSA Member IDs

Once you have imported the Scouts and Adults CSV files into a single Group, Troop Roster, you should review the imported data to ensure all the fields and people were imported correctly. One area to watch out for in particular is importing Scouts and Adults that do not yet have values in the BSA Member ID field, as only the last one will be imported into Eventene during the steps above. 


The remedy is to isolate those particular Scouts and Adults and re-import them using the "Import People" action. The following steps will guide you through the process.


  1. Navigate to your new Roster Group
  2. Click the "People" tab
  3. Within the "Actions" menu, select the "Backup" action
  4. Eventene will download the entire Roster Group into a new CSV file, which includes a unique ID field, EVENTENE_ID
  5. Open the CSV file in a spreadsheet application
  6. Add the missing Scouts and Adults underneath the header row, starting on line 2
  7. Be sure to leave the values in the EVENTENE_ID column empty
  8. When ready, select the Header and the rows containing the missing people and copy the data to the Clipboard (CTRL-C on PC, Cmd-C on Mac)
  9. Within the "Actions" menu, select the "Import People" action
  10. Choose the "Paste from Clipboard" option
  11. Paste the data on the Clipboard into the data container in the side panel
  12. Press "Import"
  13. Review the mapping of your Data Fields in Step 3 "Match Your Data Fields"
  14. Eventene will automatically select the EVENTENE_ID field as the Unique ID setting
  15. All of the Field Names should automatically be mapped correctly, since you're importing the same set of data that you exported using Backup
  16. When ready, press "Create" to import the additional people into your Roster Group within Eventene


Additional Tips and Suggestions

We have compiled the following additional tips and suggestions that the administrator user may want to utilize.

  • Add a "Type" field to differentiate the Scouts, Leaders and Parents
  • Create useful Subgroups by segmenting your Main Group, "Roster"
  • Periodically "refresh" the data in Scoutbook by using the "Import People" action in the Roster Group