Moving from OSM to Scoutworks

You can take your data with you#

Switching systems sounds daunting, but it is more straightforward than you might expect — and you are entitled to bring everything across.

Your group is the data controller for your members' information — Online Scout Manager (OSM) only processes it on your behalf — so you are entitled to take your own data with you. Moving to Scoutworks is simply a matter of exporting what you already have and importing it on the other side.

This article is the overview. Each section below links to a step-by-step guide for that type of data.

Before you start: a quick word on OSM plans#

Most of the export steps below use OSM's spreadsheet export tools (OSM calls these "data exporters"). On OSM, spreadsheet export is a paid feature:

If your group is on the free Bronze plan, you may not see an export button at all. If that is the case, you have two options:

• Use OSM's GDPR data download to obtain a copy of your data, or contact OSM support and ask for an export.
• Upgrade a section to Silver for the month you are migrating, then export.

Pricing is per section, per year — check your own OSM account for the exact figures, as plans can change.

What to export — the checklist#

Work through these in order. Tick each one off as you go.

1. Members — your people, their parents and emergency contacts. Exporting your members from OSM
2. Badges — badge progress and completed requirements. Exporting badge records from OSM
3. Waiting list (optional) — anyone waiting to join. Exporting your waiting list from OSM
4. Accounts (optional) — your bookkeeping history, from the OSM cashbook in one upload or one file per bank account. Bringing your OSM accounts across
5. Payments (reference only) — note your figures; nothing imports. Payments when moving from OSM

Two things you recreate by hand#

A couple of things cannot be exported as a spreadsheet from OSM. They are quick to set up fresh, but it is worth knowing in advance so you can plan a little time for them.

Your programme#

OSM does not offer a structured or spreadsheet export of your programme — only a print or PDF view. The simplest approach is to print or save your programme to PDF for reference, then recreate it in Scoutworks. Plan a little time for this, especially if you have a busy term ahead mapped out.

Badge stock#

Your physical badge stock (the boxes of badges in your cupboard) is not available as a spreadsheet export either. Open OSM's badge-stock screen, note the quantities you hold, and re-enter them in Scoutworks once you are set up.

• Managing badge stock and custom badges — where to record your stock in Scoutworks.

Bringing it all into Scoutworks#

Once you have your exports, Scoutworks guides you through importing them — members first, then badges. The in-app Migration Hub walks you through each step.

• Importing members from other systems — the Scoutworks side of the move.
• Setting up your Scout group — get your sections ready before you import.

What's next#

• Exporting your members from OSM
• Exporting badge records from OSM
• Are you ready to switch? — the one-page summary you can print and tick off.