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 TypeWhat's IncludedNotes
MembersName, BSA ID, DOB, contact details, registration datesYouth: grade, rank; Adults: positions, YPT status
UnitsDens, patrols, teams with den numbers and cohort yearsScoutBook+ and Legacy only (My.Scouting doesn't export units)
RelationshipsParent-child family linksScoutBook+: BSA IDs (reliable); Legacy: email match (unreliable)
PositionsAdult leadership roles and committee assignmentsAdditive - 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

Next Steps

Export Guides

Choose your BSA system and export CSV

Import Options

Understanding configuration settings

Preview Guide

What to check before executing