Welcome! This forum has a treasure trove of great info – Scouters helping Scouters! Just a heads up, though - all content, information, and opinions shared on this forum are those of the author, not the BSA.
My specific question is who has access to the entire roster in order to log activities? We want to assign the logging of camping and hiking logs to an individual but need them to have access to all scouts in the unit.
My follow-up is a more broad question. What roles have what permissions and can you give these permissions to more than one leader? As an example, if the activity log question above requires moving that person into the Activities Chair role, can there be more than one person as we would still want an actual Activity Chair. It would be great if we could just assign specific permissions to specific people to allow for back-ups and some checks and balances beyond the Key 3. Obviously, they have final say on everything but we also assign Assistant Scoutmasters to admin roles as backup.
Note that assigning the ability to log information requires that the individual be a registered scouter (i.e. adult application, background check, etc). It can’t be assigned to a non-registered parent (for example).
Regarding the multiple individuals in a role question, right now the answer is yes and no.
SB+ (formerly IA2) relies primarily on the registered positions and any functional roles assigned at my.scouting. So, for example, Key 3 are three specific registered positions: SM, CC, COR. There are three billets for functional roles of Key 3 Delegates, but this gives the keys to the kingdom (i.e. a K3D can do anything that the Key 3 could do, aside from reassigning registered roles, which requires the COR or COR Delegate – another functional role, which only has a single billet). There is a single functional role billet for Unit Advancement Chair at my.scouting. So, from a “functional role at my.scouting” perspective, it depends on how much access and which role as to how many you get. Supposedly, registered ASMs are supposed to have full access to the logs. I suspect that anyone who has one of these registered/functional roles but can’t get access may need to be connected to all of the scouts in Scoutbook using the Connections Manager (e.g. ASMs don’t automatically get connected to all scouts in SB).
Currently, SB+ also respects certain Scoutbook roles (or at least it’s supposed to), which should have access as noted in the Abilities Matrix at the first link. Those can largely be assigned to as many people as you want, as long as they are already registered in some scouter role in your unit. That said, keep in mind that SB is eventually going away and being replaced entirely by SB+. So, any process based on using the existing SB roles might not work going forward. There’s no public roadmap of how the BSA is planning to handle permissions in SB+, so we (volunteers) don’t know.
