Transfers between councils create a new BSA ID# for scouts and adults because the BSA ID# is unique to each council, as Donovan has said.
IF you transfer the scout in Scoutbook before the paperwork is processed, using the TRANSFER IN SCOUT tool (button at the bottom of the roster page) you get their account with all their history, including parent connections. Then update their account with new address and council/district info. Make sure their details match the paper application (First/Middle/Last Name, Date of Birth, City/State/Zip Code). Turn the paper app into council for processing. Member sync should match the My.Scouting account that is created to the old account and update the BSA ID#.
If the paperwork process takes 90 days, then there is a new problem. Member sync automatically ends a Scoutbook membership that is not sync’d to the My.Scouting roster at 90 days. So keep tabs on this and change the membership start date as needed to avoid the 90 day limit. When sync’d, edit the start date to the correct date. The membership entry has a notes field, useful for tracking this.
Use the My.Scouting tool Manage Member ID to match multiple BSA ID#s to one person.
Parents may also have an ID# from previous scouting. IF they DO NOT register in the current council, they may continue to use their old account. IF they register in a new council, then use Manage Member ID to match the old number (and associated training) to the new number.
IF you DID NOT transfer the scout before the paperwork is processed, then the scout has two accounts (at least) and they need to be MERGED.
Merged implies an easy process. It is not. It is manual and requires outside help. Get this done ASAP; delay makes this process harder.
There are several steps.
- Find all of the scout’s accounts.
a. They have at least one in their previous council, but there could be several. For military kids, there could be several councils with accounts.
b. You may need to post to the forums for SUAC assistance in finding all the accounts.
c. Each account has a Scoutbook SCOUTUSERID in the address bar when you open the account. Make a note of each one. (All the steps below are easier if you transfer the account to your unit.)
- Determine which account should be the one to keep.
a. This is probably the account with the most history, as consolidating history is a manual process.
b. Don’t forget access to Scout activity logs is lost for accounts that are not kept; this is also part of the scouts history.
- Determine which BSA ID# is the one to keep. If there is only one from the current council, this is easy. If more than one, talk with your registrar.
- Manually update the scout account you will keep.
a. Advancement history
b. Awards history
c. Scout logs history
d. Parent connections
e. Use Manage Member ID to link old ID#'s to the current number.
- Contact SUAC to finish the process.
a. Post in the forums you have a scout with multiple accounts and need help merging them.
b. SUAC will contact you via private message for more information.
c. They will need to know which account to keep (and which to end) and which BSA ID# to keep.
SUAC, did I miss anything?
Edit - thanks Jennifer for the additional details needed for Member sync match.