Blackpug Tips for Units
Helpful Registration Videos
How to Login:
How to add Merit Badges:
Unit: How to view payment schedule
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Participants Tab
- Click on View Registration
- Under first Registration Contact, select Additional Actions
- - Payment Schedule
Unit: How to view payment history - FINISH
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Participants Tab
- Click on View Registration
- Under first Registration Contact, select Additional Actions
- - Payment History
- Video - ???
Unit: How to manage participant classes - FINISH
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Participants Tab
- Click on View Registration
- Under first Registration Contact, select Additional Actions
- Change Participant Type
- Video - ???
Unit: How to change participant type - FINISH
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Participants Tab
- Click on View Registration
- Under first Registration Contact, select Additional Actions
- Change Participant Type
- Video - ???
Unit: How to edit billing info - FINISH
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Participants Tab
- Click on View Registration
- Under first Registration Contact, select Additional Actions
- - Edit Billing Info
- Video - ???
Unit: How to give parents access to make payments and change class schedule
Unit: How to add participant names
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Participants Tab
- Click on Update Information button for each participant
- Video
Unit: How to add / delete participants
Note: this feature may be turned off for some events
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Participants Tab
- Click on Registration Contact
- Select Additional Actions Dropdown
- Select Add or Delete Participants
- Video
FINISH
Unit: How to view event numbers, payments made, balance due
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Summary Tab
Unit: How to make a payment
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Payment Tab
Unit: How to View Reports
- Go to https://scoutingevent.com/000/Login/
- Click on profile name (top right)
- Click on View Activity (tabs: Summer Camp & Activities or Year Round Camping)
- Select the activity
- Click on Reports Tab
Merit Badge Event Reports
A variety of reports are available:
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- Preparing for the Event |
⇒ Class Schedule Checklist Sheet: report Scouts can use to indicate which classes they are interested in (print a copy for each Scout)
⇒ Unit Roster: Scoutmaster report with a list of all Scouts attending with check boxes to keep track of things like medical forms
⇒ Unit Roster Registrant: Scoutmaster report with a list of all Scouts by registrant type attending with check boxes to keep track of things like medical forms
⇒ Prerequisites by Scouts: a report for Scouts listing prerequisites they should work on before the event (one page per Scout).
⇒ Prerequisites by Unit: summarizes all prerequisites that Scouts should work on before the event, making it useful for planning troop meetings le |
| |
- Print Before Arrival |
⇒ Class Schedule or Participant Class Schedule: two types of reports for Scouts with their merit badge schedule (one page per Scout)
⇒ Scout Summary: summarizes all Scouts' schedules.
⇒ Period Summary: lists where every Scout should be each period.
⇒ Class Summary: lists Scouts taking each class
⇒ Scoutmaster QR Codes: QR codes for the unit and each Scout used to access class and merit badge schedules on mobile devices. |
| |
- After the Event |
⇒ Scoutbook Export: is a report of all merit badge completions that can be uploaded into Scoutbook so Scout's get credit for advancements completed. Note: rank advancements have to be entered manually.
⇒ Unit Advancement Summary: summarizes all advancements completed at camp (e.g., merit badges, rank advancements)
⇒ Unit Advancement Detail: list of all advancements completed at camp in a grid (one page per Scout) |
| |
- Resources |
⇒ Class Data: Excel report listing all Scouts and merit badge classes
⇒ Customer Invoice: shows all payments
⇒ Event Additional Fees: lists any additional fees |
Scoutbook Uploads
After an event, the person who registered the troop, the Scoutmaster, and Committee Chair, can pull advancement reports.
A variety of reports are available:
⇒ Unit Advancement Summary: summarizes all advancements completed at camp (e.g., merit badges, rank advancements)
⇒ Unit Advancement Detail: list of all advancements completed at camp in a grid (one page per Scout)
⇒ Scoutbook Export: is a report of all merit badge completions that can be uploaded into Scoutbook so Scout's get credit for advancements completed. Note: rank advancements have to be entered manually.
Scoutbook Export Report Instructions: This report exports merit badge data in Scoutbook format using Scoutbook's "advancement.csv" template. Cub Scout awards are excluded because Scoutbook doesn't upload those. Chrome Users - an extension is available that allows direct import of this data into Scoutbook. This extension can be obtained here: Feature Assistant Extension for Scoutbook. Firefox Users - a similar extension for Firefox can be obtained here: Feature Assistant - Scoutbook. A document describing the upload process can be found here: Importing Summer Camp Data from Black Pug Software
Volunteer 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 ( 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.”
- For a full report: 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)
Alternate way to pull reports
- 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. (can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the event
- Select the Event dropdown, then select “Reporting.”
- Click on “Event Operations.”
- Click on “Miscellaneous.”
- For a full report: 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)
To view registration numbers
- 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. (can also search district name or district initials like AP for Apollo or words like training, council or Strake).
- Click on the event
- Select the Event dropdown, then select “Summary”
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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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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. (Can 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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Unit Advancement Detail
Report to see what was done for rank
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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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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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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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REPORTS
Diet Report
- Click on “Classes”
- Click on “Miscellaneous.”
- Select “Class Roster CSV.”
- 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.
Class Report Size
- Click on “Classes”
- Click on “Miscellaneous.”
- Select “Attendee Counts - summarized list by Class.”
Class Roster - FINISH
- Click on “Classes”
- Click on “Miscellaneous.”
- Select “Attendee Counts - summarized list by Class.”
Summary of Unit Numbers per District
- 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)
Requirement Grid (Print one per counselor) - Merit Badge Completion Form
- 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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