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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)
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
Member Type	Required	none	Either “Volunteer” or “Participant” (case insensitive), or one of the following for other participants “Parent”, “Adult”, “Other”
First Name	Required *	blank	The member's given name.
Last Name	Required *	blank	The member's surname.
Display Name	Required *	blank	A nickname, or abbreviation (e.g., “Michael C”) to display in lieu of `First Name` and `Last Name`.
Member Number	Optional (recommended)	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”	One “Troop Scouter” or “Scout Counsellor”
Status	Optional	active	Either “active” or “inactive” (case insensitive).
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

* Not all name columns must be specified, but at least one of First Name, Last Name or Display Name must be.

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	DISPLAY NAME	email address	Scouting Role	Allergies	← Mandatory header row
3	Volunteer	Scouter Dave (Akela)	scouter.dave@example.com	Troop Scouter	none	← Member records start here
4	PARTICIPANT	Kylie	kylie@example.com	APL	none
5	participant	Wei		pl	none
6	PaRtiCiPant	Marcus			peanuts, eggs
7	volunteer	Scouter Cynthia (Bagheera)	cynthia@example.com		none
7	PARENT	Mom Smith	mom@example.com		none
7	adult	Trainer Joe	joe@example.com		none
					^ ignored column

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