ScoutManage Setup

From ScoutManage

After you create your ScoutManage account, you need to set up your scouts and other information. The following tasks are the basic tasks to perform, and the menu option to use to perform the task.

1. Dens or Patrols. Add each den or patrol to your unit (dens are used for Cub Scout Packs, and patrols are used for Boy Scout Troops).
2. Leaders. Create an entry for every leader in the unit, and then assign leadership positions to those leaders. While this step is optional, completing it will make your roster more complete, and allow you track training and leadership awards for your leaders.
3. Scouts. Create an entry for every scout in the unit. Assign the scout to the appropriate den or patrol, then assign any scout-leadership positions the scout may be holding (such as Denner, or Patrol Scribe).
4. Users. Create a user for every leader and family in your unit. Setup permissions for each user to match the role that person will have within the user.
5. Others. There are other optional things you can do to personalize ScoutManage for your unit’s use.

To perform these tasks, you use a variety of configuration pages, all located by clicking the [Admin] menu entry, then clicking Pack Admin. On the submenu that pops up, pick one of the following options:

• General. Configure general account information. This includes:
  • Account E-mail. This is the e-mail address we will use to contact about subscription, payment, and other account issues.
  • Unit Contact E-mail. This is the e-mail address that will be given to other members of your unit and will be used when they need to contact you.
  • Unit Name. This should be of the form “Pack 100” or “Troop 100”.
  • Address. This is mailing address of your unit.
  • Websites. You may enter a URL for your unit, your district, and your council. We will display them to your users at appropriate locations within ScoutManage.
• Dens/Patrols. Create, modify, and delete dens and patrols for your unit.
• Leaders Setup. Create, update, and remove leaders from your unit. Each leader should have an entry in ScoutManage. Once you’ve setup the leader, you may assign leadership positions to them by clicking [new position] next to their name, then selecting the appropriate role. To remove a leadership position, click the small [delete] link right next to the name of the specific position by the specific leader. Do not click the big Delete button under “Commands”, as that will delete the entire member.
• Scouts Setup. Create, update, and remove scouts from your unit. This works identically to leaders, except you also need to assign them to a den/patrol, and mark their current earned rank (which isn’t necessarily the rank of the den – if they are still working on that rank this year, they have not earned it yet). All other options are the same as leaders.
• Users Setup. Create, update, and remove users from the system. A user is a login name/password pair that is used to access ScoutManage. Typically, you assign one to every leader and/or every parent in your unit (you may only assign one per set of parents in the same family or one for every adult in your unit, as you see fit). With each user, you must specify what permissions you want to grant that user, along with which members (scouts or leaders) you wish to associate with that user. The list of members will be the list shown on their Family Home Page (see Parent’s Guide), and the list available from the [Scout] menu option. Based on the other permissions assigned, this may or may not be the only set of scouts this user has access to (with no permissions, this will be it, if various leader permissions are granted, they may have access to other appropriate members as well).
• Calendar. Create, update, and remove meetings and events from the calendar.

Other options are available. Most are explained below. If you have questions about features not explained in this guide, please either check the other guides, or take a look at our online help and FAQs.