Would this explain the lack of any youth or adults in the select box on creating an activity log entry? All it returns is “No Data”. I’m able to create/edit the event itself, just not assign any participants to an event. (I had been able to select names in the past, as recently as earlier this year)
Just to provide an update on this. Still having issues with ASM’s assigned the Unit Outdoor/Activity Chair directly creating Activity Logs, however we did discover a workaround.
ASM’s assigned Unit Outdoor/Activity Chair positions can create “Events” and from there mark attendance for an Activity Log entry. This means that you have to use a Calendar Event first and manage participation for Activity Log purposes through the Calendar Event. Interestingly enough, the same ASM who creates the Activity Log through the linked Calander Event is unable to see the details of the Activity Log if they go directly to view the Activity Log, but as a Troop Admin I was able to confirm in the Activity Log that what the ASM marked in the Calendar Event was accurate in the Activity Log.
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Thanks for the update. I am also training our ASMs to manage attendance with the IA Calendar using the Unit Outdoor/Activity Chair position. As many have said, the IA Calendar is not intuitive (the training helps, Using Scoutbook Plus Internet Advancement Calendar (IA) - Scoutbook Knowledge Base) . With a large ASM corps and a troop size of 65 Scouts, it’s a bit challenging to train even some of our techie ASMs on how to manage events in the IA Calendar. For those ASMs who request, I resort to old school paper rosters to mark attendance then later update the event myself.
I am still at a point where I cannot add any participants to an activity log event (troop committee permissions), as I had been the sole person in the unit who had been entering into the IA activity logs. With the other unit (associate advisor/crew admin), I can add participants but only one at a time - have to save, exit, and edit again.
In general, making it harder to enter the log information leads to less information available to commissioners in Commissioner Tools, as an event with no participants does not show up in CT. Since metrics will be driven by this data in the very near future, this gives me concern.
A “generic” committee member doesn’t have edit access for the activity logs. The list I’m aware of that has access is: Unit Key 3, Unit Key 3 Delegates, Unit Advancement Chair (the first being based on registered position, and the latter two being functional roles designated by Unit Key 3 in my.scouting using the Position Manager).
based on this help wiki:
That’s strange. When you say you can only add one at a time, are you referring to the need to scroll through and click each name in the list, or something else?
A unit Admin should also be able to access the Activity Logs, but it can be tricky. The permissions work more consistently from roles at my.Scouting.
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I mean it will only allow one participant to be selected at a time. There is no ability to select multiple participants. This is on web or app.
There is the workaround mentioned. But that works only for the crew role. The troop role I can still create the base event. The add participant button is there but there is no roster list available to populate. It appears based on your message that the ability to select participants in that role went away due to the recent change.
To clarify what I was trying (but obviously failing :-P) to say, I don’t recall that a generic committee member was ever able to edit the activity logs.
Prior to the recent changes, with just a generic troop committee role I was able to create events and select participants at the troop level. Now the only thing it will let me do with that unit selected is to create and edit group events, but there is no participant list to select when clicking “Add Person”. Which seems as if it is partial permissions. Parent role does not have access to the activity logs tab. And crew role gives full access to the crew list of leaders, youth and parents. District roles show up now but don’t do anything other than personal profile.
@RobertMckeever There are two ways to record activity logs now. Do you have the same results from both?
- Via activity logs on the menu
- From within a calendar event
I also noted that you are a crew admin but not a troop admin which explains the difference in permissions between the units.
Above results are the former. Troop doesn’t use the calendar but the crew does. However I have not had opportunity to use a calendar event to integrate into the activity logs as yet.
My roles haven’t changed, neither unit has changed. Access to the functionality has changed since the beginning of March. Is there a role short of Troop admin that would resolve the issue? I can’t take an ASM role at this time with ADC responsibilities. And Troop admin would be overkill.
Side question, is there a map of functional roles and the permissions attached thereto?
I’d start with committee secretary or outdoor/activities chair in scoutbook.
Thanks - from that link was another link about IA activity logs. If one chooses from the IA roster itself the participants then CAN be selected without any additional permissions.
In short, open up the filter to see youth and adults. Then select participants. Then click “record progress”. The participants are already selected when the date selection dialog comes up. Here, it will let you select an existing entry or create a new one. I chose the former as the empty event already existed. I also added one that wasn’t created yet and that worked also.
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