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Webinar: Updating your “Be A Scout” Pin

by | Aug 3, 2021 | Districts, Membership & Recruiting, Onboarding, Tools, Webinars | 0 comments

AΒ BeAScout.orgΒ pin can be updated by a β€œKey 3” leader of your unit (or a β€œKey 3 Delegate”), by logging in to yourΒ My.Scouting.OrgΒ account and updating β€œBeAScout” Unit Pin data and Settings found in the β€œOrganization Manager” for your unit. The Key 3 leaders are (1) the Unit Leader (Cubmaster, Scoutmaster or Crew Advisor), (2) Committee Chair, and (3) Chartered Organization Representative – any of them can appoint up to 3 β€œKey 3 Delegates” from other registered leaders using Organization Security Manager inΒ My.Scouting.OrgΒ (this must be re-delegated every year after Charter Renewal).

To Update Your BeAScout Pin, Make These Changes:

  • InΒ My.Scouting.Org, click β€œMenu”, click on your Unit (e.g., Pack 1234, Troop 4321) and in the drop-down menu, click β€œOrganization Manager”.
  • There, on the left-hand side, the top two options are β€œSettings” and β€œUnit Pin”.
  • Select β€œUnit Pin”.Β  For a visual, seeΒ https://www.scouting.org/resources/online-registration/, about how to update the Unit Pin.
    • Under β€œUnit Information”, the first setting is β€œPin Mode”: choose β€œAllow Units to Update Pin Information”.
      • That should already be selected.
      • If not, switch from β€œOnly Allow the Council to Update” to β€œAllow Units to Update”.
      • If you cannot make that switch, contact the Program Center at 770.956.5694.
    • Right below that, select the checkmark to the right of β€œAppear on BeAScout”.
    • And below that, select the checkmark to the right of β€œAllow People to Apply Online”.
    • Then, update β€œContact Information” as needed: there is an β€œedit” button that will open up a pop-up window reading β€œUpdate Contact Information.”
      • You can change contact information by clicking the name in β€œContact Person”, which will create a β€œdrop-down list” of all registered adult leaders.
      • Pick the one most likely to respond quickly.
    • In the box under β€œUnit Website”, enter the URL for any website that your unit uses to interface with the community, where anyone could seek more information.
    • To provide a brief bit of highlight, enter in the box below β€œAdditional Unit Information” some detail about your Unit that will help families decide if they have an interest in your Unit – you can enter 500 characters now.
      • You might note when and where you plan to meet or highlight something about your program, like camping, hiking, biking, or having a year-round activity calendar – Troops and Crews might want to highlight their High Adventure and other favorite activities.
      • See examples in the document attached below called β€œBeAScout and Online Registration Text Options – Tailor to Your Unit”.
    • To the right, you will see a β€œUnit Pin Preview” showing what data will appear atΒ BeAScout.orgΒ (but it may take up to 24 hours for your updates to migrate).
    • That side will give you choices of β€œFields to Display on Unit Pin”, where you would want to select the checkmark to the right of each of these (you might redact some of the contact detail if your Unit Website has contact options or you want to only respond to β€œBeAScout” emails of notices):
      • Unit Meeting Address
      • Contact Person’s Name
      • Phone Number
      • Contact Email
      • Unit Website
      • Additional Unit Information
    • Below both columns of β€œUnit Information” and β€œUnit Pin Preview”, you will find β€œUnit Meeting Address”, where you should put the most common location of your meetings – the default entered is your Chartered Organization’s address, which may not be where you really meet.
    • Save!
      • Last step – and most important – click β€œSave” at the bottom of the page (scroll down to the bottom).
      • Then scroll back up to be sure that at the top this note appears: β€œSuccessfully Update — Please allow up to 24 hours for changes to be reflected on BeAScout”.

Next Steps: Adjust Your Online β€œSettings” and Auto-Emails

  • Update β€œSettings”.Β  Now, back to the left side in β€œOrganization Manager”, andΒ select β€œSettings” (right above β€œUnit Pin”).Β  Here you can complete the steps to make β€œOnline Registration” effective.
    • Your first option is β€œMembership Application Approval”, or who approves Adult Applications.
      • Either just the Chartered Organization Representative or both the Chartered Organization Representative and the Committee Chair.
      • Note that the Chartered Organization Representative can now designate a β€œCOR Delegate” in β€œOrganization Security Manager”, so that the Committee Chair (or another registered adult leader) can issue approval on behalf of the Chartered Organization Representative.Β  Like a β€œKey 3 Delegate” designation, this must be updated annually after Charter Renewal.
    • Next, for Packs only,Β β€œTypes of Youth Applicants This Pack Accepts” – click the radio button that fits your Pack’s current plans:
      • β€˜Girl Only’, β€˜Boys Only’ or β€˜Both Boys and Girls’.
      • You want to change this if the Pack’s circumstances change, or if you are open to change if girls sign up.
    • Under that is β€œEmail Settings”, where you can β€œOpt In” or β€œOpt Out” with respect to two types of Online Registration Emails:Β  β€œFee Emails” and β€œOnline Registration Emails”:
      • Fee Emails. The option is to create a β€œFee email” that you write, since Online Registration will collect the BSA Registration Fee for the rest of the year (whenever one joins).
        • Select the checkmark to the left of β€œInclude Fees/Fee Explanations”.
        • You can enter the amount of your overall dues, and write an email with a short β€œwelcome” message about dues, and how the amount of Registration Fee relates to that – like when the rest of dues and Scouting costs will be collected.
        • In that email message, Units should include a hyperlink to their Website or other data about how they do Scouting.
      • Online Registration Emails (Welcome Email).Β  Here you can generate your own β€œWelcome” email and link to your Website or other data about how you do Scouting, with key contact information and maybe exciting highlights about what’s coming.
        • You would be wise to consider how this email will β€œmesh with” or β€œconflict with” emails that come from the National BSA in the online registration process (those are described at the bottom ofΒ this β€œPromote Your Unit” page).
        • If your unit does anything that is different than what is in the automatic National BSA messages, you will need to let new families know.
      • See examples of both a β€œFee Email” and a β€œWelcome Email” in the document attached below called β€œBeAScout and Online Registration Text Options – Tailor to Your Unit”.
  • Save!
    • Last step – and most important – click β€œSave” at the bottom of the page (you’ll have to scroll down to the bottom).
    • A β€œSuccessfully Updated” pop up box should then appear.

Want More? Create Invitations That Link to On-Line Applications

In the β€œInvitation Manager” setting for your unit onΒ My.Scouting.Org, a Unit β€œKey 3” leader (or Key 3 Delegate, or anyone registered as a β€œNew Member Coordinator”) can do the following:

  • Create a URL Link for Applications and a QR Code for Applications –
    • it’s right there when you log in to β€œInvitation Manager”.
    • (just copy and share – QR Codes on flyers, URL Links for Websites, emails, and more)
  • Send an email link for an Application to a new β€œLead” for your Unit
    • When you meet someone at a β€œback to school” event, like a β€œmeet and greet” or β€œopen house”.
    • Any time you hear about someone who β€œwants to join”.
    • At Sign-Up Events: you can have a Unit β€œKey 3” leader (or Key 3 Delegate, or anyone registered as a β€œNew Member Coordinator”) enter Name, Phone and Email of an adult and immediately send them a link to sign up – no paper needed!
  • If you have any questions regarding β€œBe A Scout”, please contact the Atlanta Area Council at 770-989-8820 and you will be connected to someone who can help.

NEW in 2021:Β  Transfer and β€œMultiple” Registration Can Be Done Online!

Yes, now an Arrow of Light Cub Scout can be transferred by their Pack into any Troop in the Council – without any new paper application — through β€œApplication Manager” or β€œMember Manager” on the Pack’sΒ My.Scouting.OrgΒ page.Β  A Scout’s parent may also do a β€œself-transfer” through β€œMy Applications”.

  • Adult Leaders other than Chartered Organization Representative can also transfer in that manner, with Chartered Organization Representative online approval.

  • You can also do a β€œMultiple” registration online.Β  A common example is for an Adult Leader to β€œmultiple” into a Troop but retain an Adult Leader role in the Pack.Β  Or a Scout in a Troop might β€œmultiple” into a Venturing Crew.
  • For more information, see this pageΒ Transfer-and-Multiples-for-My.Scouting-Job-Aid-11-18-2020.

About the CPC

Adventure, grit & growth start here. In the Cascade Pacific Council, we develop the self-starters, goal-getters & leaders of tomorrow, making a positive impact on individuals and communities for generations.

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