Importing Members from Other Systems

Import options#

Scoutworks supports two import methods:

• CSV — upload a spreadsheet file with your member data.
• OSM — connect directly to Online Scout Manager and pull in your members.

Starting an import#

1. Navigate to the Members page.
2. Open the Member Actions dropdown.
3. Select Import Members.

This opens the ImportPlatformSelectionDialog where you choose your import method.

CSV import#

The CSV import walks you through four steps:

1. Upload file#

Drag and drop your CSV file or click to browse. The file should contain one row per member with columns for their details.

2. Map columns#

Match your spreadsheet columns to Scoutworks fields. For example, map "Child First Name" to First Name, "DOB" to Date of Birth, and so on.

Required fields for import: First Name, Last Name, and Date of Birth.

3. Review data#

Preview the data that will be imported. Check for any issues — invalid dates, missing required fields, or formatting problems.

4. Import#

Confirm and import. Scoutworks creates member records for each row in your file.

OSM import#

If you are migrating from Online Scout Manager:

1. Select OSM as your import platform.
2. Connect to your OSM account via the authentication flow.
3. Select which OSM sections to import from.
4. Map OSM data fields to Scoutworks fields.
5. Review and import.

The OSM import brings across member details, parent information, and badge data where available.

After importing#

Once your import is complete:

• Review member records for accuracy.
• Check section assignments are correct.
• Update any missing information (medical details, emergency contacts, consent).
• Invite parents to the portal so they can verify and complete their child's details.

Badge import from OSM#

If you used Online Scout Manager for badge tracking, Scoutworks can import your badge progress data separately from member data. This brings across badge completions and requirement progress so you do not lose your members' Scouting history.

Accessing badge import#

1. Navigate to Badges in the sidebar.
2. The badge import wizard is available from the OSM import page or via the badge management actions.

The badge import wizard#

The import follows a structured, category-by-category approach. Scoutworks processes badges in four categories, shown as steps in a progress bar at the top:

1. Challenge badges
2. Staged badges
3. Core badges
4. Activity badges

For each category, you work through the following steps:

Step 1: Select age group#

Choose which age group (section) you are importing badges for (e.g. Beavers, Cubs, Scouts). This tells Scoutworks which badge mappings to use when matching OSM badges to Scoutworks badges.

Step 2: Upload file#

Upload the OSM export file for this badge category and age group. Scoutworks detects the badge sheets within the file and identifies how many members and which badges are included.

Step 3: Review member mapping#

The first time you upload a file, Scoutworks maps OSM member names to your Scoutworks members. This step shows:

• Matched members — OSM names that Scoutworks has automatically linked to existing member records.
• Unmatched members — OSM names that could not be matched automatically. Use the dropdown to manually link them to the correct Scoutworks member, or leave them unmatched to skip those records.

Member mappings are preserved across categories within the same import session, so you only need to do this once.

Step 4: Import badges#

A list of detected badges is shown, each with the badge name, the sheet it came from, and the number of members. Click Import on each badge to process it. After each badge is imported, a results modal shows:

• Number of badge completions imported.
• Number of individual requirements imported.
• Number of members updated.

Continue importing each badge in the list, or skip any you do not need.

Step 5: Category complete#

After all badges in a category are imported (or skipped), a summary screen shows what was imported. Click Continue to move to the next category, or Finish if you are done.

You can skip entire categories if they are not relevant (e.g. if you only need to import activity badges). Skipped categories can be imported later.

After badge import#

Once all categories are complete, a final success screen shows aggregate statistics across the entire import: total badges imported, total requirements imported, and total members updated. From here you can go straight to the Badges page to review the imported data or return to the dashboard.

What's next#

• Adding Members to Your Group — overview of all methods for adding members.
• Managing Your Member List — work with your imported member list.