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Event Signup Simplification

 

Using the Unit Roster Uploads feature on your FREE Unit page on Council site

 

The first step in the event sign up simplification has arrived: the ability to upload your unit roster.  Just about every unit has a unit roster on a computer somewhere.  Now you can cut and paste that roster into a form that we supply and upload that form onto your unit site.  From then on, your future event and unit signups will be easier.  You will be able to select scouts from a drop down box and have all their information filled in automatically. 

 

The benefits of this process include:

  • No more typing all your Scout's information every time you sign up for an event. 

  • No more searching for key information requested during an event registration.

  • No more “fudging” on the information you don’t have at your fingertips when you are signing up for an event.

  • Information to the event coordinator will be accurate and will help the event coordinator meet your unit needs.

  • Emails for Scouts (or their parents) will be accurate (if they are included in the upload) and your unit coordinator will not get multiple emails if an event based notification gets sent out.

The steps to do this are fairly simple:

  1. Gather your roster information 

  2. Sign into your MyCouncil account at www.AlamoAreaBSA.orgExternal Link and go to your unit roster page on your unit site

  3. Download the template

  4. Cut and paste your information into the template

  5. Purge your old roster information

  6. Upload your new information

Other than gathering your roster information and entering the information into the template in the correct format, the whole process should take just a couple of minutes.  For the “experienced” individual the process is fairly intuitive and forgiving (you can always purge your roster and reload it).  However, for those who need additional instruction we have attached a step by step tutorial and two FAQs (Unit Website and Unit Roster Upload) .

 

The information you need for the roster:

  • Required: BSA ID, First name and Last Name 

  • Reccomended: email address (the parent’s for any Scout under 13, and can be the parents for any Scout over 13), address, date of birth, sex, and at least one phone number.

Besides your own files, you can get this information from:

  • The charter renewal 

  • Internet Advancement

  • MyScouting Tools

  • By sending a request to our registrar at Melissa.moore@Scouting.org.  The roster will be based on the Scoutnet roster as of January 1, 2014 and loaded in the template.  Please include your unit, town and district information in this request.  For security reasons, only requests by the registered unit leader, chartered organization rep or committee chair will be completed.  We will not send unit roster information to third parties saying that this task has been given to them or to individuals who are not currently registered in one of these three positions).

A special note to Cub Scout Packs:


For many packs a centralizing the sign up and payment for events is not something that you do on a regular basis.  Often this is left up to individual parents, which appears simpler.  Experience from other units show us that signing up by packs or dens have found that unit registrations help them and we encourage you to use the unit registration process.  Other units report that Pack or Den registrations:

  • Provide a service to the parents and increase parents satisfaction with your Pack

  • Help organize your pack for events by knowing, in advance, who is signing up for events

  • Give you access to an online and downloadable event roster

  • Saves money.  Refunds are only available in limited situations.  Swapping Scouts (Joey can’t come but Larry can) can only be done through a unit registration and ensures that all registrations are used.

How we can help

  • Help guides / FAQs:  You can print these and have them available as you complete the process.

 

  • Click HERE for Unit Website Sign Up overview.
  • Click HERE for Roster Upload FAQ.

 

Visit http://www.alamoareabsa.org/Units/WebSites to learn more about Unit Websites

  • Tutorial:  Click HERE for tutorial document.  This document may be printed and used as a reference when you complete the roster upload.

  • Roundtables: There will be short mini training and resources available at Roundtables.  Your District Executive will announce the schedule to Unit Leaders.

  • Training for District Webmasters occurs quarterly. These individuals can be utilized for local assistance. 

  • Classes: Future training classes will be offered through our communications / marketing department.

  • Throughout these documents, we ask that any questions be sent to [Click for member's page] and identify particular situations that you may need addressed.  Multiple individuals get emails sent to this address and experience has shown that this is the fastest way that an individual can get their question answered.

 

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