Import Overview
What data gets imported and how matching works
TL;DR: Imports create/update members, units, relationships, and positions. Matches existing members by BSA Member ID to avoid duplicates.
What Gets Imported
| Data Type | What's Included | Notes |
|---|---|---|
| Members | Name, BSA ID, DOB, contact details, registration dates | Youth: grade, rank; Adults: positions, YPT status |
| Units | Dens, patrols, teams with den numbers and cohort years | ScoutBook+ and Legacy only (My.Scouting doesn't export units) |
| Relationships | Parent-child family links | ScoutBook+: BSA IDs (reliable); Legacy: email match (unreliable) |
| Positions | Adult leadership roles and committee assignments | Additive - won't remove existing positions |
How Matching Works
BSA Member ID is critical - TroopBook uses it to match existing members during re-imports:
- Match found → Updates existing member with new data (no duplicate created)
- No match → Creates new member
- Missing BSA ID → Will create duplicate on re-import
Always ensure BSA Member IDs are included in your exports. Without them, re-importing will create duplicates instead of updating existing members.
Before You Import
Import preview shows exactly what will happen:
- New members to create
- Existing members to update (with field-by-field changes)
- Units to create
- Relationships to add
- Any errors or warnings
Nothing changes until you click "Execute Import" - review and adjust as needed.
Best Practices
- Use ScoutBook+ for first import - Most complete data, least manual cleanup
- Review preview carefully - Verify unit assignments and relationship matches
- Re-import periodically - Monthly or after roster changes to stay in sync
- Check warnings - Non-blocking issues like missing parent emails