Scoutbook Plus Calendar - Event with No RSVP, but new members and parents were added to event

Scoutbook Using Scoutbook & Scoutbook Plus
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We have a mix of events in our Scoutbook Plus Calendar. Some are set for RSVP, and some are set for No RSVP. When the recent group of Crossover scouts were imported into our my.scouting.org roster, and then into Scoutbook, I noticed that the new members were added to ALL events, even if the event was set for No RSVP. Is this intentional? Is there an easy way (without going into each non-rsvp event) to cleanup all these people that don’t belong in those events?

Thanks - Megan

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@MeganPirchner right now it is the Event Type that defines who is invited - Pack/Troop Meeting or campout as 2 examples - ALL are invited. If you use OTHER no one is invited and you can then manage manually.

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Great - thank you! Is there a resource to see what the defaults are for each Event Type? I do wonder why, for Troop, parents are automatically imported, because non-leader parents are not allowed on Campouts.

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Donovan:

Also - I just checked one of my “Other” events, and all the new people WERE imported as Invitees even though there are no other Invitees from existing members since it is set as No RSVP.

Is that right? Seems like all new people were imported into all events - scouts and parents (no leaders in the bunch as of now)

Thanks - Megan

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The No RSVP has no effect on invitees.

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Jennifer:

OK - then I guess I’ll ask if there is a way to modify the system to be consistent with what has already happened for the existing events when dealing with New Member imports? For example - I love that the system automatically imported my new scouts into all our campouts (saves me a lot of work) - and if it did new leaders too, that would be great. But, new “parents” shouldn’t be added as invitees to a troop campout - because they aren’t allowed on them. And because that is what the system did, I now need to go in and manually remove all “Parents Only” as Invitees from all our campouts. Would you agree that new “parents” shouldn’t be added automatically as Invitees to campouts?

And for any event where there are No Invitees currently, I’d like the system to not import the new people as invitees. Because now I need to go into every “Other” event manually and deselect them all, and that is a lot of work.

For our troop, I’m using No RSVP for events where I don’t need people to RSVP. And therefore, I don’t need any Invitees. I seem them as connected, even though the system may not connect them. All those people can see the event, but don’t need to be considered Invitees because they aren’t required to RSVP/I don’t need to know if they are attending. Sometimes it’s just an FYI (For example - for lack of a better option, we have an event for our Monthly Theme on the 1st day of every month). No Invitees needed because it’s just an FYI about the theme for the month. Didn’t put them in when I created the event, and don’t need “new import” people added. They were, so now I need to delete them to avoid confusion from new people.

Is there a better suggestion from the Scoutbook experts of how to use Invitees and/or RSVP’s then? I’m always interested to learn how other people are using Scoutbook.

Thanks - Megan

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What I am seeing is Parents are NOT auto invited to a Troop Campout. Only Leaders are auto invites. If a scout is added to it, the Parent would get the email notifications about it as they go to the Scout.

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Donavan:

Thanks for the reply. After the transfer from their Pack to the Troop all my new scouts and their parents were automatically added as Invitees to all our calendar events (Campout, other etc). I can’t speak for what you are seeing, but this did happen to our Troop. I have since manually removed the parent non-leader adults from the Campouts, but it definitely happened. I haven’t had a chance to manually remove everyone from all the “Other” events yet, so I don’t know if you can check our calendar to confirm what I’m seeing.

Agree that when I create a new campout and “select all scouts and leaders” that parents are not auto invited. But I’m specifically talking about the bulk transfer of new scouts into our Troop.

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I am seeing the same behavior in my Troop. Parents(non-leaders) of newly signed up (or newly transferred in AOL) scouts are added as Invitees to all Campout type events.

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Do you know if any of them are registered leaders in the pack?

It seems like there are two potential “failure modes”:

  1. The system only checks to see if an adult is a registered scouter somewhere in determining if they should be added to an overnight event on import, not if they are registered in that unit, or
  2. The system is simply inviting all adults to all events on import, as opposed to filtering for whether or not non-registered adults are permitted to attend overnight events.
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They are not registered leaders, just parents.

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Thanks. Just wanted to make sure that it wasn’t a case of a “residual” scouter registration from the pack (or theoretically from another unit).

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Charley:

A few of my parents are registered leaders in the pack, but did not come over as a multiple (yet). The families only transferred the Scouts right now. The majority are regular parents and not registered leaders - all were imported in. Thanks for helping clarify!

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We are discussing it - it is not a simple fix even though it seems so - once we verify it - watch the change log for updates.

1 Like
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Donavan:

Thanks - it helps just knowing that you agree it shouldn’t really operate that way.

Megan

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