UNIT ROSTERSOAR – Scouting Online Affordable & Reliable www.soarol.com

Version 8/18/2014

Table of ContentsIntroduction 1Overview 1Quick Start 1Vocabulary 2Website Access 2Active vs. Inactive Members 4Roster Settings 5Dens & Patrols 7Groups 8Adding Members 8Group Membership 9Leadership Positions 10Member Permissions 10Roster Privacy 11Roster Reports 11Managing Members 12Tips 13

IntroductionThis guide will walk you through the concepts,configuration, and use of the Unit Roster feature onyour SOAR website.

The Unit Roster feature is available in the Standard andAdvanced Packages. It is the core feature of yourwebsite and interacts with almost every other feature inyour SOAR website – Announcements, Calendar Events,Event Registration, Email Lists, EBlast, Online Payments,and Calendar Sync.

Your Unit Roster will contain all the information aboutyour current and past unit members, their familyrelationships, scout and adult leadership positions,group membership, and website permissions.

OverviewThe Unit Roster on your SOAR website can:

Record contact information for members Record other personal information Record custom fields of your choosing Allow members to update their own infomation Create Families of Scouts and Adults Assign Scouts/Adults with Dens, Patrols, and Groups Assign leadership positions to Scouts and Adults Assign viewing permissions for different groups Assign website permissions for individuals Import members from Excel/CSV and

PackMaster/TroopMaster Export members to an Excel file Provide you with reports on your unit members and

their contact and personal information Feed the creation of automated email lists for

communication purposes Create the categories (Dens, Patrols, and Groups) by

which other content (Announcements/Events) istagged and the EBlast and Website personalizescontent for members.

Quick StartIf you want to jump right in and see the feature live,follow these steps to get acquainted with the UnitRoster feature on your SOAR website.

1. Pick a membership mode at Admin/ControlPanel/Membership. We recommend SimpleMembership to get you started

2. Turn ON the Den/Patrol Filter and Roster Featuresat Admin/Members/Roster Settings. Turn on ExtraDetails, Medical Forms, and Notes to get started.

3. Create a Den/Patrol at Admin/Members/Add.4. Create a Group at Admin/Members/Add.5. Create a new family at Admin/Members/Add

/Family to see what information is available.6. Add the family members to Dens/Patrols and

Groups at Admin/Members/Group Members.7. Assign the family members some leadership

positions at Admin/Members/Leaders.8. Take a look at the Roster reports at Menu/Pack or

Troop Roster.

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9. Use Admin/Members/Manage feature to view themembers you added to the Roster.

10. Look at the different options in the Filter section atthe top to see what information you can view.

11. Delete the members using drop down box andSubmit Changes at the bottom of the page.

12. Decide how you will be getting your Roster intoyour SOAR website moving forward.

a. Manually creating members.b. Using the Member Import function.c. TroopMaster/PackMaster Import.d. “self registration” – NOT recommended.

VocabularyMoving forward, it will be helpful to define a set ofterms used in the Unit Roster feature so there is acommon understanding of their meaning as you seethem in this document and on your SOAR website.

Unit Any type of scouting group that has scouts asmembers. Pack, Troop, Crew, etc.

Scout A youth member of the unit.

Adult An adult member of the unit. This could beand adult that is a leader and does not haveany Scouts in the unit or a parent of a Scoutthat is not a leader.

Family A grouping of Scouts and Adults.

Parent An Adult that is associated with a Scoutthrough a Family.

Other This term is no longer used and has beenremoved. All those tagged as ‘Other’ are nowsimply ‘Adults’.

Active Any scout or adult that is currently a memberof the unit and active. Will this scout or adultleader be listed on the Recharter? Is this aparent of one of these scouts?

Inactive Any scout or adult that was a previousmember of the unit but is no longerparticipating actively.

Pending A Scout or Adult that has self-registered foran account on your unit website. Theiraccount, and website access, will not beactive until an Administrator approves them.

Login The ability for a member to use an IndividualAccount to login to your unit website. This is aTrue or False indicator. This replaces the old“Active vs. Blocked” terminology in the oldUnit Roster feature which was confusing.

Den/ An official organization sub structure of thePatrol Troop or Pack. A Scout belongs to one (and

only one) Den/ Patrol. Parents automaticallybelong to Dens/Patrols through any Scouts intheir Family.

Group A method to group unit members and/orcategorize content (Announcements/Events)with a common topic. e.g. FinanceCommittee, Pinewood Committee, PatrolLeaders Council (PLC), Quartermasters, ASMs.

Group A Scout or an Adult that belongs to or is aMember leader for a Den, Patrol, or Group.

Group A Scout or an Adult that is responsible for theLeader leadership of a Den, Patrol, or Group.

Position A leadership position that a Scout or Adultholds in the unit.

Website AccessUnderstanding how your members will login to yourSOAR website may be tied to the Unit Roster dependingupon which setting you choose. Thus it is important tounderstand your options and how it will interact withthe Unit Roster feature.

Your SOAR website comes with two methods forproviding website access to your members. You willneed to pick which Membership mode you will be using.You cannot use a combination of both. Independent ofwhich membership mode you choose, all features ofyour SOAR website will be available to members.

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The majority of the SOAR Pack customers use SimpleMembership, the majority of SOAR Troop customersuse Individual Accounts.

Simple Membership

Four “Shared Accounts” on your SOAR website will beactive for you to pass out to your members. Theusernames are:

member This account is for all unit members. Itallows them to login and view informationon your unit website not available to thepublic. Through this account, members canaccess the Comments, Event Registration,Online Payments, Calendar Sync, and Emailfeatures if you have activated them.

leader This account is for members that will beposting content to your unit website –Welcome Message, Announcements, Events,Files, Links, Photo Albums, and CustomPages. This account cannot modify the UnitRoster, Email Lists/Settings, or Site Settings.

roster This account is for members that will bemanaging the Unit Roster. It will allowthem to add/modify/delete members,groups, group assignments, leadershippositions, and Roster settings. This accountcannot modify Email Lists/Settings directlyor Site Settings

admin This account is for the few members thatwill be managing your unit website and hasaccess to change anything on your SOARwebsite.

Unit members will use one of these usernames to loginto your unit website. You can decide who will get whichusername/password and therefore what level of accessthey have. Because the accounts are “shared” bymultiple people, only an administrator can change theaccount passwords.

You should change the passwords on your SharedAccounts each year, typically as the scouting season

starts in the fall. This is important to make suremembers that have dropped or crossed over to BoyScouts no longer have access.

Pros Simple – no individual accounts for eachmember to deal with.Easy for members to figure out how to login bytalking to anyone in the unit – they all will loginthe same way

Cons Members cannot update their own contact andpersonal information.They also cannot edit their own EventRegistrations once they are made.Someone with the ‘roster’ or ‘admin’ accountwill need to do this.If you need to remove access for someone, youneed to change the passwords for everyone

You choose Simple Membership and change the SharedAccount usernames/passwords at Admin/ControlPanel/Membership on your SOAR website.

In this mode, members will not have access to login toyour SOAR website through any personal accounts thathave been created in the past.

When adding/editing Roster entries for members youwill not be required to provide usernames or passwordsas they will not be used by members.

Individual Accounts

Each member of your unit will receive their ownusername and password. The Shared Accounts, except‘admin’, will be blocked. The ‘admin’ account is alwaysactive for use by your website administrators.

If you are Importing your Roster from an Excel/CSV fileor PackMaster/TroopMaster there are options toautomatically create usernames, passwords, and sendan email notification to members with this information.

If you are manually adding Roster entries, you can setusernames and passwords while entering othermember information.

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The Unit Roster tools at Admin/Members can be usedto manage both Roster and Account information for allmembers, independent of how they were created.

Each individual account created has the same basicpermissions as the ‘member’ Shared Account. You canthen give individual accounts additional permissions:

Account Permission Shared Account Equivalent

All individual accounts ‘member’

‘Add Content’ ‘leader’

‘Manage Roster’ ‘roster’

‘Administration’ ‘admin’

Unlike the Shared Accounts where each account onlyhas one permission level, with Individual Accounts youcan assign multiple permissions to the same account.

You can also control who can Login to your unit websiteand who cannot through Individual Accounts.

To assist with “self service” those with individualaccounts can retrieve their own password using the“Forgot Password” link in the Login box.

Pros Members can update their own contact andpersonal information.

Members are pre-selected when registering forEvents.

Members can edit and change their own EventRegistrations.Members can retrieve their own password ifthey forget it.

If you are using the Member or TroopMaster/PackMaster Imports, username, passwords, andaccount notification can be done automatically.

Cons More time to get all the login accounts setup,distributed, and maintained.

Even though members can retrieve their ownpasswords, often the website administrator willget contacted to help.

Active vs. Inactive MembersAn Active member is one that is currently participatingin your unit. It has no relation to a member’s ability tologin to your unit website.

As you add new members to your Unit Roster you arealmost always going to want to make them Active – thatway they will display in your Unit Roster and beincluded in Dens, Patrols, Groups, Email Lists, and theSOAR EBlast. Active is the default when you manuallyadd members to the Roster or use the Import functions.

When a Scout/Family drops from scouting, ages out ofBoy Scouts, or crosses over from Cub Scouts to BoyScouts you have two options:

1. Make them Inactive and keep their informationin the “history” section of your Roster

2. Delete them and completely remove them fromyour Unit Roster and “history” section.

Making a member Inactive will keep all of their contactand personal information. It does remove the following:

Any family associations Any Den, Patrol, or Group associations Any leadership positions Any Email List associations Any Add Content, Manage Roster, or Administration

permissions they had Prevents them from logging into your unit website

The new Unit Roster has two separate “flags” you canassign to members to define their status.

Active OR InactiveLogin OR No Login

If you are using Simple Membership, all members willhave No Login access. For those using IndividualAccounts – Inactive members will always have No Loginaccess and Active members may or may not have Loginaccess.

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Vers ion 10/12/2011Roster SettingsAfter you have picked the membership mode that suitsyour unit, you will want to decide what information youwant to collect about your members. Admin/Members/Roster Settings controls what Unit Rosterfeatures and information you want to use/collect. Youcan choose what information is important for yourspecific unit to keep track of.

Den/Patrol Filter

This feature will allow youto associated Dens, Patrols,and Groups withAnnouncements and Events.The picture on the rightshows the group selectionbox for an Announcement.One or more Dens, Patrols,or Groups can be selected.

Note: if an Announcement is meant for the entire Packor Troop, select just that Filter. There is no need to pickeach and every Den, Patrol, and Group to make sureeveryone gets it. Doing that just clutters your website

and confuses most members.Selecting the single “Pack” or“Den” filter will accomplish thesame thing.

When members login, they willsee the Den/Patrol Filter box inthe lower right of the Home Page.This will allow them to select which groups they areinterested in seeing content for. Their selection isstored in a “cookie” so their selection will beremembered the next time they login. Your unitwebsite will then personalize all pages to theirselection. This is extremely useful for larger units with alot going on – it will allow parents to focus on what isimportant to their scouts.

The “Pack” or “Troop” filter is the default and will beshown to all members. It also cannot be deselected.This is to prevent members for accidentally hidingPack/Troop content.

The “Committee” filter is also special. All adults with aleadership position automatically belong to this group.

For Packs, ideally you will have each of your DenLeaders posting Announcements and Events for theirDen and tagging that content with their Den. Otherleaders can then post content for the Pack, Committee,and any other Groups you create.

Troops can use the same concept for any Patrol specificactivities or create groups for larger trips to keepmembers informed.

The EBlast feature will create a personalized email toeach member based on the Dens, Patrols, or Groups.Parents will automatically get Den, Patrol, and Groupassociations from the Scouts in their Family.

Roster Feature

Access to the Pack/Troop Roster under the main Menuand all the administrative functions of the Roster.

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Edit Own

This option only applies to customersusing the Individual Accounts settingfor membership mode.

This will allow members to login with their ownpersonal account and update information onthemselves and their family via User/My Profile.

If this option is turned off, members will be able tochange their own password via User/Change Password,but not any other contact or personal information.

PackMaster/TroopMaster users – This feature should beturned OFF ! If you leave this feature on, anyinformation members will be overwritten by the nextPackMaster/TroopMaster Import.

Use Nickname

This option will display a member’s Nickname (ifavailable) instead of their First Name.

Roster Base Fields

Standard information for all members.

First Name, Nickname, Middle, Last Name, Suffix Birthday, Sex, BSA ID number, Active or Inactive Street, City, State, Zip Code Home, Work, Cell Phones 3 Email addresses & preferences

Remember – Active refers to status with the unit, NOT ifthe member can login with this account.

The Receive option for an email address gives membersthe choice to have email from Email Lists delivered tothat address. If they do not receive email for an email

address, that email address can still get permission tosend email.

The EBlast option for an email determines if a memberwill receive the weekly EBlast at that email address.

These email options give members and administratorsthe ability to set their very specific preferences on howemail communications will be received.

If you are using Individual Accounts, you will also seethe following information.

Username, Password, Login Access Account Permissions

Extra Details

If turned on, you will also be able to collect:

Driver’s License Number, State Social Security Number, Occupation, Employer

Medical Forms

If turned on, you can keep track of the dates for thevarious parts of the BSA Medical Form.

Medical Information

This section includes fields for capturing specificinformation from the Medical Forms.

Emergency Contacts, Insurance Information Doctor, Medications, and Allergies

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Custom Fields

You can define up to 4 additional fields of informationyou want to collect about your members.

Notes

A free form section to keep any additional notes youwant to keep about members.

Note: Even if the Edit Own option is turned on, memberscannot modify the Notes field.

Dens & PatrolsOnce you have selected what information you want tocollect about your members, it is time to get the basefor your Unit Roster ready –Dens and Patrols.

This is done through the Add/Den, Add/Patrol,Add/Group and Manage/Groups buttons atAdmin/Manage on your SOAR website.

Add in the Dens and Patrols for your unit first.

Den/Patrol Name

For Packs, the Den Name field should NOT contain theRank of the Den. The Rank of the Den is capturedseparately from the Den Name. The Den Name is thefixed label for this Den as the scouts go from Lion, Tiger

and through Webelos. It should be something like “Den9”. The Email List name for the Den will also feed offthe Den Name. You do not want the Email List name forthe Den to change every year by putting the Rank in it.

For Troops, the Patrol Name can be anything you want.Do not make it too long, otherwise the resulting EmailList address will not be easy to remember.

Den Rank

This is only for Packs. For active Dens you should selectthe current Rank of the Scouts in the Den.

After the Den has crossed over to Boy Scouts youshould keep the Den around. Do not delete it. Changethe Den Name to something like “Den X - <year> -<leader last name>”. This is important because yourSOAR website is creating an archive of Announcements,Events, and attachments over time. You still want allthat information to be associated with the Den that isbelonged to at the time. If you delete the Den, then allthat content will then become associated with the Pack.

Active

Is the Den or Patrol currently in use and does it haveScouts associated with it. If it is no longer in use, do notcheck the Active checkbox.

Email

Do you want an Email List created and automaticallykept up to date with Den/Patrol members? If you areusing the Auto Email List feature, you should alwaysselect this checkbox.

Weight

When displayed the Dens, Patrols, and Groups willautomatically sort by name. If you want to display themin another fashion, you can use the Weight option toachieve that.

A lower number (i.e. negative) will display first. Ahigher number (i.e. positive) will display last. Dens,Patrols, and Groups with the same Weight willalphabetically sort amongst themselves.

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Vers ion 10/12/2011GroupsNext you will want to create some of the common“categories” you want to associate content with orother groups you want members to belong to.

For Troops you could create groups for Order of theArrow, Greenbar or PLC, ASMs, etc.

For Packs you could create groups for Den Chiefs, DenLeaders, Fundraising Committee, etc.

You can also create generic Groups for things likeDistrict, Council, School to keep information categorized.

The form to Add a Group is almost the same as the oneto Add a Den or Patrol.

Adding MembersIts finally time to get member information into yourUnit Roster. There are four ways you can add members.

Manually

There are buttons at Admin/Members/Add to addScouts, Adults, and whole Families to the Roster.

If you only need to add a few members at a time, this isa good option as these forms will guide you throughcollection of the information and allow you to enter allthe information at once.

Roster Import

If you have a larger number of Scouts, Adults, orFamilies to add to your Roster this is a good option.

You can download an example Microsoft Excelspreadsheet from Admin/Online Help/ImportingMembers/Roster Import to get you started.

This format is a single row for each family. Columns onthe spreadsheet allow you to import name and contactinformation along with Dens/Patrols. Once imported itwill create family and Den/Patrol associations. You canthen add additional information about members, assignthem to additional groups, and assign leadershippositions to complete your Unit Roster.

Follow the directions and make sure to save into CSVformat before uploading, and you will have your Rosterloaded in no time.

Note: There is a bug in the Mac version of MicrosoftOffice. It will not save Excel files in a true CSV format.You will need to use a different spreadsheet applicationon the Mac or use the PC version of Microsoft Excel.

PackMaster/TroopMaster Import

If your unit uses PackMaster or TroopMaster to manageyour Roster and Advancements, you can import directlyfrom that program to fully “mirror” the Unit Roster onyour SOAR website.

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See Admin/Online Help/Importing Members/PackMaster or Troopmaster for full details.

Self Registration

There is an option at Admin/ControlPanel/Membership for the IndividualAccounts membership mode that willallow you to have your members “selfregister”.

Each member will need to go your unit website and usethe “Create new account” link in the Login box to createan account with basic information. You will thenreceive an email that a member has registered. See thesection of Self Register Approval for further instructions.

Until they are approved they cannot login or seeanything on your unit website. Once they are approvedthey can login and add more information to their Rosterentry.

We keep this option available because there are ahandful of units that still want it.

Note: We do NOT recommend using the “self register”option. It sounds great in theory. The problem is that toachieve effective communication, you need each andevery member to self register in a timely manner. Untilthen, they are not receiving communications. There isstill administrative after registration – you need tocreate family accounts, , add them to Dens, Patrols,Groups, and assign them leadership positions. Muchbetter to spend the up-front time once to get the UnitRoster completely loaded and communication working.

Group MembershipYou now have Dens, Patrols, Groups, members, andfamilies in your Roster. Now it is time to associatemembers with the Dens, Patrols, and Groups.

This can be done with the Group Members button atAdmin/Members/Manage. This page shows you amatrix of all Active Scouts/Adults and all Active Dens,Patrols, and Groups. Adding or removing membersfrom Groups is as simple as changing the appropriatecheckboxes.

There is no restriction to what member type can belongto a group, what member type can be a Group Leader,how many groups a member can belong to, or howmany members a group can have. This gives you greatflexibility in capturing your unit’s own uniqueorganizational structure and effectively communicatingwith them.

Note: While there is no limit – a Scout should onlybelong to one Den/Patrol. If you want Scouts to belongto other groupings, create a Group (instead of Den orPatrol) and associate them with that. This is especiallyimportant in Packs where a Scout’s Rank comes fromthe Den they are associated with.

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Vers ion 10/12/2011Leadership PositionsMany Scouts and Adults hold Leadership Positions inyour unit. Without them, your unit would not flourish.

Keeping track of what positions the Scouts/Adults holdand which are Leaders for a specific Den, Patrol, orGroup is easy with the Leaders button atAdmin/Members/Manage.

To remove existing positions from a member, use thecheckbox in the Delete Positions column.

To add a Leadership Position for a member, select thedrop down box in the Add Position column and selectthe position they hold.

For Group (Den/Patrol) Leaders select the LeadershipPosition and Den, Patrol, or Group from the drop downboxes in the Add Group Leader column.

When you have made all your changes, click the ChangeLeadership Assignments button at the bottom of thepage.

Your SOAR website comes standard with the mostcommon Cub Scout and Boy Scouts Leadership Positionsfor both Scouts and Adults. Often you will haveadditional leadership positions that are not currentlyavailable in the drop down boxes. Use the YouthPositions and Adult Positions buttons atAdmin/Members/Options to add any positions youneed. You can also use these functions to create acustom sort order for the positions. Use the Weightfield like in the Groups to alter the sort order.

Note: For standard BSA positions like Committee Chair,Cubmaster, Scoutmaster, ASM, Committee Member,Den Leader, Patrol Leader, you should use theleadership positions we have already provided. As wemove forward and add more functionality to the UnitRoster and your SOAR website we will be keying offthese existing leadership positions. If you create yourown custom positions for ones that already exist, youmay have to go back later and change them.

Member PermissionsNow that your Unit Roster is looking complete, you aregoing to want help adding content, managing the UnitRoster, and administering your unit website.

If you are using Simple Membership, you can hand outthe appropriate shared account username andpassword to those individuals.

If you are using Individual Accounts, you can assignpermissions at Admin/Members/Manage/MemberPermissions.

Just like the Group Membership page, adding andremoving permissions from members is as easy aschanging a few checkboxes. When you are done withyour changes, use the Change Permissions button at thebottom of the page to save your changes.

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Vers ion 10/12/2011Roster PrivacyNow that you have all this information in your UnitRoster you should decide who will be able to see whatparts of that information.

The Privacy button at Admin/Members/Options willhelp you enforce those decisions.

There are four categories of members you can makechoices for:

Unit Members

Those using the ‘member’ shared account. Any Individual Account with no other permissions.

Leaders

Only applicable for those with Individual Accounts. Any member that can login and holds an Adult

Leadership position.

Add Content

Those using the ‘leader’ shard account. Any Individual Account with the “Add Content”

website permission.

Manage Roster

Those using the ‘roster’ shared account. Any Individual Account with the “Manage Roster”

website permission.

The ‘admin’ shared account and any Individual Accountwith the “Administrative” website permission can seeall data in the Unit Roster.

For each of these categories of members you cancontrol if they see the following information.

Advancement – Any advancement information thatcomes from PackMaster or TroopMaster.

Address – Street, City, State, and Zip Code.

Phone Numbers – Home, work, and cell phone.

Email Addresses – any email addresses for the memberand their contact preferences.

BSA ID, SSN, Driver Info – Privacy sensitive informationthat includes the member’s BSA ID number, SocialSecurity Number, Driver’s License number and State,Occupation, and Employer.

Medical Forms – Dates for the BSA Medical Forms

Medical Information – Additional medical informationincluding emergency contacts, medications, doctor, andinsurance information.

Notes – Any notes for the member.

Custom Fields – Any custom fields you have created tocollect additional information.

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Vers ion 10/12/2011Roster ReportsBy using Menu/Pack Roster or Menu/Troop Rosteradministrators and members can view the Unit Rosterinformation you are allowing them.

General members will see the Pack/Troop, Den/Patrol,and Groups sections. What information they see ineach of these reports is controlled by the Privacysettings.

Those with Manage Roster and Administrativepermissions will see an extra section for Administrativereports. These will include reports on Inactive members,Medical Form dates, and Custom Fields.

Managing MembersYour Unit Roster is pretty much complete at this point.Now it is time to find out how to manage members andtheir accounts on an ongoing basis.

The “central” way to manage members is through theMembers button at Admin/Members/Manage.

The Filter at the top will allow you to easily narrowdown what unit members you are looking for.

Active drop down boxActive – any member with the “Active” checkboxInactive – members without the “Active” checkboxPending – members that have self registered and

have not been approved yetAll – all of the above

Type drop down box - Scouts, Adults, or BothEmail – Primary Email Address onlyLast Access – When did the member last loginCreated – When was the member added/imported into

the Unit RosterUpdated – When was the Roster entry for this member

last updated

Descriptions of the columns in the display are:

Name – The full name of the member, last name firstRole – Scout or AdultA – Active = X, Inactive = no displayL – Can Login = X, Cannot Login = no displayPrimary EmailPM or TM – An “X” if this member/account going to be

synched with the next PackMaster/TroopMaster import

AC – Add Content permissionMR – Manage Roster permissionADM – Administrative permission

You can take action on multiple members by using thecheckbox on the left of the member’s name and thedrop down box at the bottom of the page.

You will receive a confirmation screen for any of theseactions that details exactly what is going to occur beforeyou confirm the change.

You can also manage certain actions by viewing themember’s roster entry directly. For those with ManageRoster or Administrative permissions, they will see theRoster view of a member in the picture below.

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Edit Member – this tab will let you edit the primarymember’s roster entry you are viewing.

Edit Family – this tab will let you edit the entire familyat once.

Unlink – This will disassociate the member from the restof the family. No other family associations willbe affected. A confirmation screen will beprovided before this action is undertaken.

Delete – This will remove the member from the UnitRoster and wipe all their information from yourunit website. A confirmation screen will beprovided before this action is undertaken.

Add Family Member – You can select the relationshipand person to link to this family from the dropdown boxes above the right hand column.

Self Registration ApprovalIf you are in the Self Registration mode atAdmin/Control Panel/Membership you will receive anemail each time a new member registers.

To view these “pending” members, do the following:

Go to Admin/Members/Manage/Members. Select “Pending” from the Active pull down at the

top of the page. Click on the Filter button to the right.

You will then see all the accounts that are waiting forapproval. To approve them, do the following:

Click the checkbox to the left of their name. Use the checkbox next to the column label “Name”

to select everyone shown. Select “Make Active” from the – SELECT ACTION –

dropdown at the bottom of the page. Click Submit Changes Verify your request on the next page.

Now all those members will be able to login using theusername and password they created during the self-registration process.

Note: You will most likely have additionaladministrative work to do after approving thesemembers. Link them to other family members, addadditional family members, assign them additionalwebsite permissions, place them in Dens/Patrols/Groups,assist Leadership Positions to them, etc.

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Vers ion 10/12/2011TipsThe majority of Packs use Simple Membership and themajority of Troops use Individual Accounts

Do not try to use a combined mode of SimpleMembership and Individual Accounts.

Individual Accounts

Each account should have an email address. Thatway you can send account information to them. Itis OK if the email address is a duplicate of anotherfamily member.

We do not recommend the “self register” mode forIndividual Accounts. You will end up doing morework approving/linking families. Easier to justImport a Roster and then all members areimmediately receiving communications vs. waitingtill they register for an account.

If you do not see the “Forgot Password” link you donot have your membership mode set properly atAdmin/Control Panel/Membership.

Simple Membership

Change the passwords at least once a year forsecurity reasons at Admin/Control Panel/Membership.

Roster

Each Scout and Adult should have a separate Rosterentry and be linked together into families.

A Scout should belong to one, and only one,Den/Patrol. They may belong to as many Groups asyou want.

Don’t go overboard with too many Groups, it cancreate more confusion for members.

Double check who has permission to view whatmember information at Admin/Members/Privacy.

TroopMaster/PackMaster

Make sure to use the TroopMaster/PackMasterImport and NOT the Member Import.

Turn off the Edit Own option at Members/RosterSettings. You don’t want members updating contactinformation on the website only to have itoverwritten by the next Import.

Make sure you are using the “link” feature inTroopMaster/PackMaster for adults that areparents and leaders as well as for parents that havemultiple scouts.

Do not use the “self register” mode of IndividualAccounts and do not manually create anyRoster/account entries for members. AllRoster/accounts for active members should becreated from the Import. It is OK to manually addRoster/account entries for people not listed inTroopMaster/PackMaster.

Unless you have a really good reason, always usethe “remove old members” and “notify” Importoptions.

Administration

At least two people in the unit should have the‘admin’ username and password.

Keep your primary contacts updated atAdmin/Control Panel/Contacts.

The email address Site EMail at Admin/ControlPanel/Contacts can retrieve the ‘admin’ password.