Import Format

An export from MyScouts can be imported directly into ScoutsTracker. The following information applies only if you have records for youth and leaders in a non-MyScouts spreadsheet.

The spreadsheet must be in an .xls format (i.e., not .xlsx), or a delimited text file (e.g., “.csv”, “.txt”, “.tsv”)
A header row must exist, and must be on row 2 (row 1 is ignored).
All the header labels specified below are case insensitive (i.e., you can use upper or lower-case letters, or a mix… it doesn't matter)
You cannot add or remove bits from the header labels (e.g., if the required label is Email Address, then you cannot just specify Email)
It does not matter which columns are which order (e.g., you can make column 1 be First Name or Member Type or Status)
Columns not specified below will be safely ignored (i.e., if you have a custom Allergies column, it will not interfere with the import)

Column Label	Required?	Default Value	Description
Organization	Required	none	The name of your section (e.g., “1st Muddy Paw B Colony”). If members are active in multiple sections they'll need multiple rows in the spreadsheet
Organization Sub Type	Optional	Your Section level	The section this member should import into. Only used when including multiple sections and doing group-wide imports. Must be one of “Beaver Colony”, “Cub Pack”, “Scout Troop”, “Venturer Company”, “Rover Crew”, or “Committee”. If members are active in multiple sections, they'll need multiple rows in the spreadsheet.
Member Type	Required	none	Either “Volunteer” or “Participant” or “Non Member” (case insensitive)
First Name	Required	blank	The member's given name.
Last Name	Required	blank	The member's surname.
Display Name	Optional	blank	A nickname, or abbreviation (e.g., “Michael C”) to display in lieu of `First Name` and `Last Name`.
Member Number	Required	blank	A unique identifier (e.g., Scouts Canada member number). This field prevents repeated imports from creating duplicate records.
Scouting Role	Optional	“Scout” or “Scout Counsellor”	Participants: “Scout” (or other section specific name) Volunteers: One of “Troop Scouter” or “Scout Counsellor” Non Members: One of “Parent Overnight”, “Parent Helper”, “Adult Overnight”, “Friend”
Status	Optional	active	Either “active” or “pending” or “inactive” (case insensitive). For leaders, a value of either “pending” or “inactive” will immediately inactivate a scouter, but the list is scanned for multiple entries for the same member, and if there is an entry that is both “active” AND “pending” (as can happen if the report contains records for both this year and next year) the “pending” row will be skipped
Email Address	Optional	blank	An email to use to automatically create a Login for this member.
Birth Date	Optional	blank	Only applicable to youth. Scouter's birthdates are ignored.
Join Date	Optional	blank	The date the member joined Scouting.
Photo Consent	Optional	blank	A flag (“true”/“false”) indicating whether they've given Scouts Canada permission to use photos
Daytime Phone	Optional	blank	A phone number.
Evening Phone	Optional	blank	A phone number.
Alternate Phone	Optional	blank	A phone number.
PRC Expiry	Optional	blank	A date. (NOT CURRENTLY SUPPORTED)
Notes	Optional	blank	Extra data/text that you want recorded for participants.
Create Login	Optional	true	A flag (“true”/“false”) that specifies whether a login should be created for this member using the specified email address. If 'false', no login will be created

Example

The following is an example of a spreadsheet that would be successfully be imported. It would create two leader records, three youth records, and the Logins for two leaders and one youth. The custom Allergies column would be ignored.

	A	B	C	D	E
1	1st Newbury Pack					← Ignored row
2	Member Type	FIRST NAME	lastname	email address	Scouting Role	Organization	Allergies	← Mandatory header row
3	Volunteer	Tony	Stark	scouter.tony@example.com	Troop Scouter	1st Muddy Paw	none	← Member records start here
4	PARTICIPANT	Kylie	Wylie	kylie@example.com	APL	1st Muddy Paw	none
5	participant	Wei	Xiang		pl	1st Muddy Paw	none
6	PaRtiCiPant	Marcus	Cassius			1st Muddy Paw	peanuts, eggs
7	volunteer	Cynthia	Wilson	cynthia@example.com		1st Muddy Paw	none
8	PARENT	Mom	Smith	mom@example.com		1st Muddy Paw	none
9	adult	Joe	Trainer	joe@example.com		1st Muddy Paw	none
							^ ignored column

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