Unit Pin Management for Online Registration BeAScout.Scouting.org Welcome to How to Prepare Your BeAScout Unit Pin for My.Scouting Tools Online Registration. To prepare for your My.Scouting Tools Online Registration go-live, we ask that you verify that your pin is turned on and that the contact information is current. The following slides and notes will walk you through this process. Unit Pin Management for Online Registration

Log on to your My.Scouting account First, go to my.scouting.org and login.

Click on the “BeAScout” link in the list on the left. Once logged in, you’ll click Menu, Legacy Web Tools, then BeAScout to access your unit’s information.

Click on the “Unit Pin Management” tab at the top. You’ll see the same three tabs you’ve always seen: Unit Pin Management, Unit Lead Management and Membership Application Management. The Unit Pin Management tab is used to enter the information a prospective scouting family sees when they select your unit’s pin on the map. This is where we will verify that the latest, most up-to-date information about your unit is entered to ensure the successful generation of leads.

Select your unit Use the Unit Description dropdown to select your unit.

Turn PIN to active Under Pin Status, make sure your PIN Status is set to “Active”. This will cause the PIN and unit information to be visible on the BeAScout Map. The “Request More Info” button appears on all PINs by default. Setting your Pin Status to “InActive” removes the PIN information from the BeAScout Map. Be aware that any leads entered before you are live with My.Scouting Tools Online Registration will be captured and tracked in BeAScout which you may still need to follow-up with. After you are live with My.Scouting Tools Online Registration, leads will be captured and fed into the Invitation Manager of My.Scouting Tools. Again, this process will provide better tracking and the ability for a unit to quickly and easily send an invitation to apply to their unit.

Note your “Apply Status” Now let’s look at the Apply Status. Currently, if your “Apply Status” is set to Active, the “Apply Now” button will appear on your PIN, allowing potential members to submit their application online. The applications submitted through BeAScout prior to your Council going live with Online Registration, will continue to be managed and tracked within BeAScout. Once you go live with My.Scouting Tools Online Registration, applications entered using the “Apply Now” button will be captured and fed into the Application Manager of My.Scouting Tools. Potential members will still be able to contact your unit using the information on your pin or they can use the Request More Information button to access and submit the form. No matter how the contact is made, the unit can either use the Invitation Manager in My.Scouting Tools to send an application invitation, or manually send an invitation to the potential member with the Unit’s URL through an email or phone call. Remember, any leads and applications that were entered in BeAScout prior to going live with My.Scouting Tools Online Registration that have not been resolved will still need to be worked through BeAScout. So, once you go live, you will need to work both your BeAScout and My.Scouting Tools queues until leads in BeAScout are resolved.

Make sure your Primary Contact information is up to date In BeAScout, the Primary Contact Person refers to the person the unit has chosen to take the lead in managing all PIN information and requests. It is very important that this information be current because it is also the contact information that will be displayed on the PIN. The Primary Contact Person does not need to be one of the Unit Leaders, but must be a registered adult from your unit. Selecting the Primary Contact Person’s Name from the dropdown will automatically populate their information from the PAS system. Once you are live with My.Scouting Tools Online Registration, the Primary contact will still be the contact information that will be displayed on the PIN, but My.Scouting Tools will send inquiry information to the unit key-3 (in a daily summary) not the primary and alternate contacts.

Note your Alternate Contact information will not receive emails for Online Registration Currently, the Alternate Contact Information refers a secondary person that the unit has designated to receive the emails and requests generated from the map PIN on BeAScout. For now, the Alternate Contact Information fields are mandatory in order to complete the form, but will not receive emails for Online Registration. As with your Primary Contact, the email on file in the contact’s PAS record will auto-populate once the name is selected. If you need to edit an email address or phone number, you can do so from this screen. Be aware that editing the fields here will not update any of their records in PAS or ScoutNET. To update that information, you will need to update their profile information in My.Scouting.org. Only then will it sync back to PAS and auto-populate the updated information. For now, use the dropdowns to select an Alternate Contact . Each of the contacts noted on this screen (Primary and two Alternates) must have different emails or you’ll get an error and will not be able to save the record. Although the PIN will only display the Primary Contact information for the parent to see, the unit’s Key 3, will receive an email whenever a lead is generated. These contacts will not receive emails for Online Registration

When this information is filled out, there will be six individuals who have access to the Unit Pin Management and Unit Lead Management tabs in MyScouting.org: Primary Unit Leader (Cubmaster, Scoutmaster, Crew Advisor) Unit Committee Chair Chartered Organization Representative Primary Contact Alternate Contact #1 Alternate Contact #2 Because My.Scouting Tools Online Registration will now manage who emails are sent to, once you are live with My.Scouting Tools Online Registration, these fields will be grayed out.

Save any changes After you have reviewed and updated all the information, click Save. A confirmation window will pop up to let you know that the information was saved successfully.

For information on online registration, visit www. scouting For information on online registration, visit www.scouting.org/onlineregistration For detailed training on online registration, go to: http://www.scouting.org/onlineregistration