ScoutsTracker

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Scouts Tracker

We use a web-based program called ScoutsTracker as a calendar and a badge tracking system.

Scouters can add events and manage events, activities and badges that will be worked on at the events, attendance, track camp fees, and progress towards badges and awards. Parents can log in and see their youth’s progress.

Cost

The cost is ~$30 per Section per year. We combine forces with other Groups in the Coho area to do a group license purchase and get a discount. Renewal time in in late October.

Calendars

The Group and Section calendars can be remotely accessed by adding a calendar to your computer or phone. The links are as follows:

There is no combined, all-Section calendar, so if you want to see all Sections, you need to add all the calendars to your phone/computer.

To share a Section calendar with another ScoutsTracker user (another Section or Group), you need to share a share a “Section Key”. Our keys are as follows:

  • Group Committee level: 11-619-ccdd9098fb8af6c7
  • Beaver Colony A: 3-729-9698f88d9a39f491
  • Beaver Colony B: 3-730-0c0a621b671dd698
  • Cub Pack A: 0-1856-903c1fdbb90c8c5b
  • Scout Troop: 1-1955-01a653a5021f7e7b
  • Venturer Company: 2-668-d5d712e1456378e2

Tips

There is an on-line quick reference guide at https://scoutstracker.ca/w/index.php/Quick_Reference_Guide and a few items of particular use are listed below.

There is an area for each Section to link to externally stored Section files if you store them on Google Drive, Dropbox, etc.

  • Account>Advanced>URL’s for Section files
  • This gives an option to have a place for files that all users can see, or just Scouters.

To view the Schedule of other Sections:

  • Schedule> Show other Schedules?> pick the Section you are interested in.
  • Hit the “<<Schedule” link in the top left.
  • Your Schedule will be populated with the other Section’s events along with yours.

To do bulk changes for an individual youth:

  • Account>Scouts (or Cubs, etc.)>pick youth>In Bulk Initialization
  • Useful to set a starting point for youth have been in the program for a few years and who have received some badges and have a certain level of ability in Adventure Skills, etc.

To add an event to your Section that has been set up at a Group level:

  • Schedule> Show other Schedules?> pick 12th New Westminster – Group.
  • Then browse the calendar and look for the event with the purple banner (Group level).
  • Click on the event.
  • Click on “Import” and then “Subscribe”. By “Subscribe”ing rather than “Copy”ing, changes made at the Group level will get updated in your event.
  • You can then manage your activities, Related Requirements, attendance, etc.
  • You can use this subscribe to another Section’s event (e.g. if a couple of Cubs go on a Beaver camp), have the main event set up by the Beaver Colony, and have the Cub Pack subscribe to the event and then manage the related requirements and attendance.
  • Pushing adds an event as a Scouter-only event (but the section administrators receive and email telling them this). I do this because the GC/AC might push out a "Area Cuboree" to all Packs, but if a Pack already had plans for that weekend, it could be confusing for parents if they don't know which Camp they are supposed to be attending! So it is up to the Scouters to decide if they want the pushed event to be exposed to the parents/youth.

To see an individual record sheet for a youth:

  • Troop Reports > Record Sheets
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