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I’m getting random people added to my Scoutbook Plus Calendar invites – sometimes people who are not even on our roster. Is there any way I can troubleshoot this? My council has had a ticket open on this w/ National for over a month and we’re getting nowhere.
As a Scoutbook Plus user and Troop Committee Chair, I’d like to use the calendar invitee feature to selectively invite only the people who need to be at an event on our Troop calendar, so that people don’t see meetings they don’t need to go to. For example, I’d like to invite the PLC to PLC Meetings, the ASMs to ASM Meetings, The Troop Committee to Troop Committee Meetings, the Key3 to District Roundtables, the High Adventure Scouts to their Shakedown hikes, etc. etc. etc.
What I’m finding is that (for example) we have an Eagle BOR tomorrow night. When I created the invite, I put the Scout who’s board it is, his parent, two adult leaders, and one external contact who was the District Eagle Board Rep. A few days later, other random Scouts and adults will show up on the invite.
In some extreme cases, the people who are getting added are no longer on our roster (people who expired 2+ years ago) or are people who I don’t even recognize the names and have never been on our roster (I’ve been in our unit for 7 years).
Is there anyway I can troubleshoot this on my own? Are most people just not using this feature and inviting everyone to everything or using an external calendar?
@JamesBolling First please do not post things with names:
I looked at your issue earlier today -
A Blackmon - is SB Father for DN in your troop
Crabtree - is a USR in your Troop
Donaldson has a hanging parent position in troop from a scout that just left. I will bring this up
Thanks for looking at this. Agreed most of the time it is putting other random people from our unit on, but in all cases, none of those people were on the invite when it was created. None of those folks should have been invited to the event I sent. In that case, Albert’s son David N and Crabtree’s son were also added to the event.
We do have totally random people added occasionally too, but much less frequently. Our Court of Honor two weeks ago (Aug 25) ended up getting a “REMOVED” added, who is someone I’ve never heard of in our unit in 7 years. Shaun was weird - in addition to being some random dude, he was flagged as expired and external.
I’ve recorded a video of me creating a new invite out in December and putting just the Scoutmaster and myself on it. I’m checking it daily to see when someone gets added to it. I can shoot you the videos if that helps. Or I’m happy to screen share with someone if you can tell me who to contact to set that up.
If it helps, my Council Registrar and I just walked through about a dozen meeting invites that have this problem, and the symptom seems to have more to do with the kids being added than it does with the Calendar invite. For some random Scout in our unit, it seems like something will happen in a backend process that goes through and adds that Scout and his parent to every invite on our calendar. Antidotally, the difference between Meeting 1 having 10 people added to is and Meeting 2 having 20 people added to it seems to be how often I went back in and removed the extra people. So it really feels like it’s a problem with the Scout’s individual account and not really a problem with any one of our Calendar invites. (not sure if that description makes sense or not, but happy to take a second run at explaining it if it doesn’t)
In the majority of cases, yes, the auto add checkboxes are all unchecked. Most of the invites were we wanted specific people invited, we don’t want people auto added. The only one exception I can think of is our calendar invite for University of Scouting in January, where I have auto added new leaders checked, but kids and parents are who are getting added. But everything else where we have specific people invited (Troop committee meetings, ASM Meetings, PLC, roundtable, Eagle BORs, etc) we have all three of the auto add boxes unchecked.
@JamesBolling- the one thing to be mindful of is that other unit admin have access to edit events. Have you worked with the events in an incognito session to rule out some odd addin
Yeah, I’m having all kinds of issues with this. And to be honest, the invite section of the event is so incredibly convoluted. It’s difficult to understand. I’m just trying to make the event for a single den and it’s adding random leaders, random scouts and their parents, and then also leaving some people out. Makes no sense. Like, can we just have something simpler?
Is this event on the den calendar? If you select All Scouts it should select only Scouts assigned to that den. If it is on the pack calendar it should select all Scouts in the Pack.
Once we know which calendar the event is on and what the event type is we can explain who should be automatically added.
Donovan, I’ve got a 90-minute screen recording session of me going through and fixing our calendar for the first half of the year. What’s a good e-mail address for me to send the link to the recording?
It does eventually. When I opened the ticket through Laura (our registrar) four weeks ago, I had just gone through in late July and done our whole year, and I was noticing that people get getting added incorrectly to invites I had just created. As recently as September 8, I had created an Eagle Board of Review that incorrect people got added to after I created it, so the problem was definitely still happening a week ago. That was the last time it happened. I’ve got a bunch of invites I just cleaned up and a test invite I created Friday. I recorded the creation of the test invite and the cleanup of all the other ones – several of which involved just giving up and creating new invites. At this point I’m just waiting for it to happen again unless you have something else you want me to check.
WARNING! DANGER, DANGER WILL ROBINSON (some will get it). The Auto Add feature is still not working as of September 23…. DO NOT RELY ON THIS FEATURE YET.
Hi Jacob. I’ve sent screen shots of the events several times with the invitees highlighted thought the ticket my Council opened on this, but whatever was wrong in the system seems to have stopped happening since September 10. I’m almost two weeks since the last occurrence of this. Fingers-crossed that it continues to work!
