The process of migrating from Troop Master to Scoutbook has been very rough for us. We are not fully done yet. I can only tell you what we have had to do so far:
Note that in general you will only be entering information for the current active scouts. NOT for former scouts. Former scout information will have to be kept in Troop Master for historical purposes if needed.
Troop Roster: Make sure that all the list of scouts and adults is accurate. Most scouts and registered adults were already in Scoutbook. But some retired members were also in there. You cannot “delete” them. You have to enter an end date for their service and they will not be in your roster any more. Note that you also do not add scouts and adults. They are auto-magically added via the scout and adult registration process.
Scout Leadership: I had to do this by hand. In Scoutbook I had to enter their leadership history by hand. This took a while. I only did this for the active scouts.
Merit Badge Counselors: This is currently an unknown. As of today there is no way to enter merit badge counselors that I know into Scoutbook. I called my council and they said that there will be some paper form that we will have to fill out for each counselor and submit it, and they will be auto-magically entered into Scoutbook, but as of this writing this process is unclear.
Scout Ranks: This was mostly up to date already. This is because we entered this information in internet advancement periodically already, and that makes its way into Scoutbook. We just had to enter some updates.
Merit Badges: This was also mostly up to date already (same as ranks). We just had to enter some updates.
Camping Nights and Volunteer Hours: This is the killer. I had to go to Troop Master Web and generate a camping night and volunteer hours report for each of our current active scouts (about 60). This report was a separate PDF file for each scout. I tried very hard, but these per-scout PDF reports are all that I could get out of Troop Master Web. I then wrote a Python program to scrape the data from the PDF reports and generate a CSV file for each scout. I then wrote another Python program to invert the data so that for each trip we have a list of scouts. In the end we had about 250 events! We are now manually entering all 250 events into Internet Advancement. This will take many hours. I cannot believe that there isn’t a more automatic way to do this.
Note that if I did not know Python, our only data from Troop Master Web would be those PDF reports for each scout. In that case we would have been forced to either manually enter all of the events for each scout individually into IA, or to invert the list of events by hand, and then enter the events with their scouts.
Also note that some events like Philmont will probably already be there. Make sure you do not enter duplicates.