Archive Members
From ScoutManage
This page is used to archive members from the unit. The archived file may be downloaded for storage, or moved to another unit. You may want to do this for the following reasons:
- A member is moving to a new Pack or Troop.
- A member (Webelos II) is crossing over from a Pack to a Troop, and you want to preserve the data from the Pack.
- You want to offline archive data from a member for later restoration.
- You want to "save" inactive members so they do not clutter your records, but want to be able to restore them if they reactivate.
Note: Archiving a member does not automatically remove them from the unit’s roster. If after you archive a member you want to remove them from the roster of this unit, you must specifically and intentionally go to the Scout Setup administration page, and delete the scout from there. This additional steps are by design, to make it difficult to accidentally delete a scout you did not want to delete.
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[edit] Archiving Members
To archive a scout, go to the bottom under “Other Commands”. Click on Please Select a Member, click the name of the member to archive, then click Archive. An entry will be created in the List of Archived Members that will correspond to this newly archived member. Again note that this will not remove the scout from your roster, just create a copy of them in the archive.
Note that if you archive a scout more than once, more than one entry for the scout will be created in the archive. In order to keep the names of individual archives unique, a “x1”, “x2”, etc. will be appended to the name for each subsequent archive.
[edit] Restoring A Member
If you wish to restore a scout from an archive, click Restore next to the scout you wish to restore to active status. This button will add the archived member back to your roster. If a scout by that name already exists in your roster, a new copy of the member will be created. This is probably not what you want to do, so normally you will want to make sure the member does not exist in your archive before you restore them.
Restoring a member will restore all information about that member, except which den or patrol they are a member of, and which leadership positions the member holds. Since you can restore a member into a new unit, this information may not apply to the new environment. Therefore, you must setup your den/patrol assignment and leader assignment after a member has been restored.
[edit] Download an Archive
An archived member is stored on the ScoutManage servers under your unit’s account. If you wish to download a copy of the archive to your local PC, click Download next to the specific scout’s archive. The scout’s archive copy will be downloaded to your PC using whatever mechanism your particular browser uses to download files. The file will be stored on your PC with a “.scm” extension. These files are in a proprietary format and cannot be read by any other program. They can only be used to restore information to ScoutManage.
[edit] Upload an Archive
If you have an archive (.scm) file on your PC and you wish to upload it back into your unit’s ScoutManage archive list, click the Browse… button in the Upload a Member line. Locate and select the file to upload, then click the Upload button. The archive will be added back into your archive list. If a file with the given name already exists, an additional copy is created with a new “x1”, “x2”, etc at the end.
[edit] Crossover and Moving to New Units
When a scout crosses over from cub scouts to boy scouts, or if a scout moves from one unit to another (pack to pack or troop to troop), you can transfer their scout records from the old unit to the new unit. Note that in order for this to work, both units must be using ScoutManage.
To move to a new unit:
- In the old unit, create an archive of the user to move. Once the archive is created, you may remove the member from your roster (you may wish to wait to do this until you have confirmed the new unit has received the records).
- In the old unit, download the archive to your computer.
- Transfer the local copy of the archive to the unit administrator of the new unit. You can e-mail the file as an attachment, directly copy peer-to-peer, or copy to a disk/memory card and hand the disk or memory card to the new unit.
- In the new unit, upload the archive to the new unit’s ScoutManage account.
- In the new unit, restore the archive.
- Assign the member to a den/patrol, and assign appropriate leadership permissions in the new unit.
