Blackpug Administrator Tips
How to pull reports: EVENTS (with a specific date):
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the 3 dots on the right, then select “Reporting.”
- Click on “Event Operations.”
- Click on “Miscellaneous.”
- Select “Event Data Dump.” Then, I recommend you click on the Heart at the top because this will be a favorite report for you.
- Select Preview Report. The report will be in your Downloads as a .cvs file (Event_Data_Dump)
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How to pull reports: FORMS (surveys to collect information):
- Go to: https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the File Folder icon (top of page)
- Type Event Title in the search box then press “Enter” button. (you can also search district name or district name initials like AP for Apollo or words like training or Strake).
- Click on the 3 dots on the right, then select Data.
- You will see all the submissions. Selecting “Form Data” will allow you to scroll through all the individual submission. This might be useful if you want to just look at one.
- Select “Export to CVS.” Rename it to what you want. Then select “Click here to download”
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Login
Go to https://scoutingevent.com/000/Login/ and create an account.
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Merit Badges - Give credit for advancements
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Golden Ticket icon (top toolbar).
- Type Event Title in the search box then press “Enter” button. (you can also search district name or district name initials like AP for Apollo or words like training, council or Strake).
- Click on Event in the toolbar / Check-in / Class Tab / Click Class / Add Attended
Video: Check-in Classes
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Delete a participant
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Golden Ticket icon (top toolbar).
- Type Event Title in the search box then press “Enter” button. (you can also search district name or district name initials like AP for Apollo or words like training, council or Strake).
- Click on Event in the toolbar
- Registrations
- Search for registration
- Click on 3 dots on the right
- Click on Cancel Registration
- Click on Some Participants (or Entire Registration)
- Click on Box to Cancel
- Click on Next
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Discount Code / Coupon
- Accouting / Adminstration Tab / Discount / Coupons / Scouting Event / Select Manual or Auto
- Enter name and expiration date. Enter amount or percentage. Choose category and Use Type. Finish set up
- Go to the Event (Information Screen)
Videos:
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Unit Advancement Detail
Report to see what was done for rank
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Email:
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Print Reports - Before Events
We recommend printing the Scout's schedules before arrival.
To print reports: Go to {$linkToRegistration} and click on Activity, click on the event, click View Registration, click on the Reports tab. How to Access Reports
- Class Schedule: report with every Scout's schedule on a separate page
- Class Summary: Scoutmaster report showing Scouts by class
- Period Summary: Scoutmaster report showing where Scouts should be every period.
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Waitlist
- Click on the Golden Ticket icon (top toolbar).
- Type Event Title in the search box (you can also search district name or district name initials like AP for Apollo or words like training, council or Strake).
- Click on 3 dots, then Registrations or under Events tab, click Registrations
- Click on 3 dots next to Search button and click on Manage Waitlist.
- Might uncheck Send Email (if you don't want them to get an email notification).
- Click Attend to release from waitlist. (If there is more than one session, change the dropdown at the top to a different week)
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Give Credit
- Click on the Golden Ticket icon (top toolbar).
- Type Event Title in the search box then press “Enter” button. (you can also search district name or district name initials like AP for Apollo or words like training, council or Strake).
- Click on 3 dots, select Registration (or Click on the event. Go to Event, then Registration in the dropdown.)
- Search for unit number.
- Select Apply Payment (at the top - might need to adjust screen or make it smaller)
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Add Access
- Essentials / Administration - search the email to see if they have a BP account. If no, then have them create an account at 247Scouting.com
- If they have an account, click on 3 buttons, then View Associated Unit to see which units they are linked to.
- To link, go to Accounting / Administration / Units / Manage Units. Search the Unit number, then click the pencil to edit, click “Add New” add their email in the section at the bottom. Once they are linked, they can use the Auto-Fill button as long as they are logged into their account and have selected their Unit's roster from their profile.
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Rosters: https://www.youtube.com/watch?v=1w7CRnlVIgg&t=6s
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How to send event email:
- https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Golden Ticket icon (top toolbar).
- Type Event Title in the search box then press “Enter” button. (you can also search district name or district name initials like AP for Apollo or words like training, council or Strake).
- Click Event, then Communication.
- Filter recipients.
- Under Email message, click Setup Message and add a Subject.
- Use the Custom button to insert
- First Name
- Last Name
- Event Title
- Time & Location
- Registration Link
- Registration Summary
- Staff Contact
- Volunteer Contact
- Reg Balance Due
- Pay Balance Link
- Communication Video: https://www.youtube.com/watch?v=5jrypFhg1mk&t=324s
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How to send form / survey email:
https://blackpugsoftware.com/
Select Login (top right). If you don’t know your password, select Forgot Password.
Click on the File Folder icon (top toolbar).
Type Event Title in the search box then press “Enter” button. (you can also search district name or district name initials like AP for Apollo or words like training, council or Strake).
Click on Form, then Email, then Setup Message, then Send Email.
Use the Custom button to insert
- First Name
- Last Name
- Summary of Form
- Form Link
- Form Title
- Form Description
Communication Video: https://www.youtube.com/watch?v=5jrypFhg1mk&t=324s
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Add a unit
- Click on the Calculator icon (top toolbar)
- Administration / Units / Manage Units
- Add a New Unit button
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How to send form / survey email:
- https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- scoutingevent.com/000/Login
- Click on Activity, then Troop
- My Roster is your personal roster (e.g., for individual registrations)
- Click on Summer Camp
- Click on Printer for reports
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Diet Report
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the 3 dots on the right, then select “Reporting.”
- Click on “Classes”
- Click on “Miscellaneous.”
- Select “Class Roster CSV.” Then, I recommend you click on the Heart at the top because this will be a favorite report for you.
- Click on the custom field (in this case Dietary Restrictions). There might be more than one dietary question, so hold down the Shift Key to select more than one field.
- Select Preview Report. The report will be in your Downloads as a .cvs file (Class_Roster)
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Class Report Size
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the 3 dots on the right, then select “Reporting.”
- Click on “Classes”
- Click on “Miscellaneous.”
- Select “Attendee Counts - summarized list by Class.”
- Select Preview Report. The report will be in your Downloads as a .cvs file (Class_Roster)
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Class Roster - FINISH
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the 3 dots on the right, then select “Reporting.”
- Click on “Classes”
- Click on “Miscellaneous.”
- Select “Attendee Counts - summarized list by Class.”
- Select Preview Report. The report will be in your Downloads as a .cvs file (Class_Roster)
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Summary of Unit Numbers per District
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the 3 dots on the right, then select “Reporting.”
- Click on “Event Operations:”
- Click on “Close Out”
- Report 1 - Select “Event Unit Summary.” (gives one one-page report per district - lists every unit attending and total numbers)
- Report 2 - Select "Event Unit Summary - Summer Camp" (Excel summary - one-page report - lists every unit)
- Report 3 - Select "Actual by District" (total numbers of Scouts for each district - doesn't list unit numbers)
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Requirement Grid (Print one per counselor) - Merit Badge Completion Form
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the 3 dots on the right, then select “Reporting.”
- Click on “Class-Check In:”
- Click on “Scheduled Badge Sheets”
- Click on Requirement Grid
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Change a Merit Badge Class
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the Event
- Under Event on Toolbar, select Registrations
- Search for unit (can use middle drop down to search by unit number or name)
- Click on 3 dots, then Edit Registration
- Click on Red button that says Switch to Admin Override
- Click on participant's name, then Update Information
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How to add waitlist for merit badge class
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the Event
- Click on Class Scheduling, then Classes
- Click on Event Options (yellow button, top right)
- Check on Period Options: Class Waitlists and Save
- Click on the pencil to edit a class.
Now, when you edit a class, you'll see a new section for Wait List. As a default, all classes will be set up with "N,o" which means when the limit is hit, a waitlist will not be started. If you change the dropdown to "Yes" when the class limit is hit, participants can start signing up for the waitlist for that class during that period. If you change the dropdown to "Only," participants can only sign up for the waitlist for that class. Sometimes, for classes with very limited spots, like ATV, councils make the class waitlist only so they can approve everyone who gets into the class.
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Manage Waitlists
Class Waitlist Class waitlists are the same as event waitlists in that if there are open spots, the system won't automatically move people off the waitlist. To manage class waitlists, go to the Registration, click the 3-dot menu to the right, and select "Manage Class Waitlist".
- Click on Registrations
- Click on 3 dots on upper right
- Click on Manage Class Waitllist
A new page will appear where you can manage the class waitlist. 1. Select the session you want to manage. 2. Click the green banner for the class you want to manage. 3. If you want to send them an email letting them know they were approved for the class, leave the Send Email box checked. You can also customize the message sent. We don't send emails if they are deleted from the waitlist. 4. If you want to add them to the class, click the green checkmark box. Or to delete them from the waitlist, click the red "x". If they had another class on their schedule as a backup for the waitlisted class, when the new class is added, the old class will be removed. In the example below, Dryden will be added to the Emergency Preparedness class when I click "Attend" and will be removed from the Indian Lore class he had as a backup.
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Transfer Credit
How can I move the $1,420 credit from one troop to the other?
- Inside "Apply Payment," under Payment Type select Retain Customer Credit. Fill out the page, and when you save, that will take the money off this registration and put it into a holding area.
- Then you can go into Apply Payment for the second registration, and select Apply Customer Credit.
- Video: Applying Credit
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Coupon Codes
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Hidden Registrants / Password Protected Registrants / Pop-ups Registrant Types (Part Time Adults)
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the Event
- Clck on Setup
- Click on Registrants
- Click on Event Options (yellow button)
- Video: Advanced Set Up Options
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Refund Level 1 (completed by DE or Camping Service)
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Gold Ticket icon (at the top).
- Type in the name of the event in the search box then click on the event and press “Enter” button. (y\You can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Open the Event
- Click on Event on toolbar
- Click on Registrations
- Search for Registration (by name or unit number)
- Click on 3 dots, then Apply Payments:
- "Payment Type" box, select Refund Processing
- "Amount to be Refunded for Payment" box: type amount in the box (The amount may need to be adjusted. A 25% might be automatically entered)
- "Refund Reason" box, select a reason
- "Payment Comment" box, describe reason for refund (this will not be shown to customer)
- Click on "Fill from Billing" Box. Note: if multiple people made payments, might need to also select"Fill from" box.
- Select Save. It will now move to Approval. Email your supervisor to process.
- Video: Scouting Event Refunds (from :00 - :56)
Refund Level 2 Supervisor Approval (completed by Field Director or Director of Support Service)
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Calculator Icon
- Click on Refund on Toolbar, then select Supervisor (refunds are sorted by who requested them)
- Click on the T (under the date) to see the Transaction History
- Add a Supervisor Comment in the box
- Click Edit Details to change the amount, if needed
- Click on Apply Action
- Notify accounting to process.
- Video: Scouting Event Refunds (Level 2 Supervisor from 1:04 - :56)
Refund Level 3 (completed by Accounting)
- Go to https://blackpugsoftware.com/
- Select Login (top right). If you don’t know your password, select Forgot Password.
- Click on the Calculator Icon
- Click on Refund on Toolbar, then select Supervisor (refunds are sorted by who requested them)
- Click on the T (under the date) to see the Transaction History
- Add a Supervisor Comment in the box
- Click Edit Details to change the amount, if needed
- Click on Apply Action
- Notify accounting to process.
- Video: Scouting Event Refunds (Level 3 Accounting from 2:33)
Add a new registration:
- Event- Registrations tab. The 3 dots will bring up a menu and you'll click "Add Registration" Fill in the name and the email address of the main contact for the registration. We suggest at least putting in the unit information under the registration contact- if you don't plan on filling in all the information. This will help looking them up later on. Use the Admin Override and go to the check out tab.
Other info - FINISH
- Use the activity tab (not sure what this is)
- Roster tab show My Roster (participants you have added) - Unit Roster (council roster)
- Import tab - use to import roster from Excel (see the Sample Roster to build to upload)
- Profile tab - use to change personal profile information (e.g., password)
- Lookup Registration tab - Enter your email address below. We'll send you a list of all your registrations, including links to manage them directly. This will include any registrations where your email is listed as the registration contact.
- Parent Portal tab - takes you to a login
- Email Preferences (opens in new tab) to manage subscriptions
- Under Profile Name
- - View Activity
- - Edit Select Roster
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