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Scoutbook Permissions


What are Scoutbook permissions and what permissions should each person have?


| COR | Scoutmaster/Cubmaster | Scout Committee Chair | Advancement Chair |
Den Leaders / Patrol Assistant ScoutmastersParents | Merit Badge Counselors |
Scoutbook uses two kinds of permissions:

    1. Position based permissions
    2. Connection permissions

Position based permissions are all about what position or role you hold in the pack or troop. For example, if you are an approved Advancement Chair you will be able to create purchase orders. Other positions may not have access to do those things.

Connection permissions are between you and a Scout. They define how much information is shared about the Scout and whether or not you can edit his/her profile or mark advancement as Completed. If you are an Admin you automatically have a Connection with each Scout with Full Control.

For the rest of this page we are only going to be concerned with Connection permissions. There are 5 connection permissions that can be defined between an adult and a Scout:

  • Full Control
  • Edit Advancement
  • View Advancement
  • Edit Profile
  • View Profile

The Full Control permission is meant for parent/guardians or anyone you want to have complete
control of The Scout’s account. Users with Full Control can also change The Scout’s connections
and set permissions. Scoutbook works best if you give parents full control.

Edit Advancement permission gives the connected user the right to view and edit all of the
Scout’s advancement data. Marking an item in Scoutbook as “complete” is the same as checking it
off in a handbook. Approving an item in Scoutbook is the same as signing off on an advancement.
Only Leaders with ‘Full Control’ or at least ‘Edit Advancement’ permission can Approve
advancement, everyone else will be able to show an advancement is “complete” but not approve it.
This permission allows the adult user to see The Scout’s Notepad entries and leave comments.

The View Advancement permission gives the connected user the right to view all of The Scout’s
advancement data including his Notepad. This permission is also needed in order to view
advancement reports.

The Edit Profile permission gives the connected user the right to view and modify The Scout’s
profile page. Typically, this permission should be set for Parent/Guardians in a connected Family
Plan.

The View Profile permission gives the connected user the right to view The Scout’s profile page.
Typically, this permission should be set for all connected accounts so they can view The Scout’s
contact details.


COR | Scoutmaster/Cubmaster | Scout Committee Chair | Advancement Chair |
Den Leaders / Patrol Assistant ScoutmastersParents | Merit Badge Counselors |
COR

The Chartered Organization Rep (COR) is a member of the Bishopric (usually the 2nd Counselor) should be a Troop or Pack Admin with Full Control. He is one of the “Key 3” in the Troop or Pack.


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Scoutmaster / Cubmaster

The Scoutmaster / Cubmaster should be a Troop or Pack Admin with Full Control. He or she is one of the “Key 3” in the Troop or Pack.


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Scout Committee Chair

The Scout Committee Chair or Pack Committee Chair should be a Troop or Pack Admin with Full Control. He or she is one of the “Key 3” in the Troop or Pack.


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Advancement Chair

The Advancement Chair needs Edit Advancement with View Profile, which allows them to run the Needs Purchasing report.


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Den Leaders and Patrol Assistant Scoutmasters

Each Den Leader (or Patrol ASM) needs Full Control and Den admin over their Den (or Patrol) only.


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Parents

From Scoutbook.com FAQ:

Question – Should I give Parents Full Control access to their Scout records?

Full Control will allow the parents to invite other connections like uncles, relatives, friends, etc. which may the right thing to do.
Scoutbook recommends leaving them with Full Control only if they are technology savvy and know what they are doing.
Full control does not mean they are a Unit Admin or even a Den Admin. These are separate roles that only the unit subscription owner can grant to other adults.
Full control does not give the parent rights to your den/patrol or unit either. It is simply a permission between the Scout and the adult that defines how much of the Scout’s advancement they can view or modify.
Remember Scouts and parents should be able to check off requirements and leaders have the role of approving them. Parents with Full Control do not have rights to approve the requirements.
So leaving Full Control to parents is not as scary as you think and could offer a better connected experience on Scoutbook.

We recommend leaving Full Control to parents so that parents will have access to add connections and, should they move Wards, they can move their boy into the new Pack or Troop.

Parents should be given with a warning to never change the scout’s name, birth date or BSA member number as this can cause sync errors.

NOTE: Leaders still need to approve anything that gets marked off so there is nothing wrong with giving parents Full Control permissions to their Scout’s records. Parents, will be able to mark an advancement as complete but will not be able to “approve” advancement. This is similar to a parent signing off on an advancement requirement in a Scout manual. Only Leaders with ‘Full Control’ or ‘Edit Advancement’ permission can Approve advancement, everyone else will be able to show an advancement is “complete” but not approve it.


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Merit Badge Counselors

Merit Badge Counselors will only be given the role of Merit Badge with View Profile rights.

For more information, visit the Adding Merit Badge Counselors page.


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| COR | Scoutmaster/Cubmaster | Scout Committee Chair | Advancement Chair |
| Den Leaders / Patrol Assistant ScoutmastersParents | Merit Badge Counselors |

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© 2020 Troop 42 – Little Valley Scouts - Boy Scouts of America
© 2020 Troop 42 – Little Valley Scouts - Boy Scouts of America
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