1. Invitation Manager & Application Manager District Overview
9/11/2018
Invitation Manager & Application Manager District Overview
This is a fast overview aimed at people with district and council positions. It does not cover some functions that are reserved for the unit or those that are reserved for the council admin/registration support.
Oct 2017 Invitation Manager & Application Manager District Overview

2. What the New Online Registration System Is
9/11/2018
What the New Online Registration System Is
An alternative to traditional paper applications for registering youth who are new to Scouting
The next step in reducing the amount of paper you must handle
A work in progress
New system to track BeAScout Leads (BeAScout pin management is still unchanged.)
This system joins other systems like online recharter and online advancement
Additional features to address limitations in the system are under development
Oct 2017 Invitation Manager & Application Manager District Overview

3. What the new online registration system is not (currently)
9/11/2018
What the new online registration system is not (currently)
Mandatory
Available for adult applications
Used with Learning for Life units (including posts)
Used to renew membership as a part of the recharter process
Used to transfer people from one unit to another
Used when forming a new unit
While we think the system will be useful, it is not mandatory to use it, nor will it become mandatory in the near future.
In our council, the system is currently only used for registering youth. Note that youth is defined as under 18, even in units like crews and ships that permit individuals to participate as youths until age 21. This is due to a national rule change that requires all individuals who are 18 or older to undergo background checks and complete youth protection regardless of program. While you may see some materials on the National site about online adult applications, there are currently several significant problems with how adult applications are processed, so our council will not be using the online application system for adults until these issues are resolved.
Because the system does not currently process transfers, it should not be used for graduating Cub Scouts who are joining a troop. It should not be used for people who are leaving their previous unit to join yours (because they moved, etc.)
Initial unit charter must still be done with a paper applications. Once initial charter is accepted and posted, additional Scouts can join using the online system.
Oct 2017 Invitation Manager & Application Manager District Overview

4. Key Deadlines in the system
9/11/2018
Key Deadlines in the system
New leads (requests for information) must be handled within 5 days
New applications must be accepted or rejected within 8 days of application
Entire process including payment processing by council office done within 60 days of application
If payment is made by credit card, nothing to turn in to council
Be sure to give office staff a reasonable amount of time to process payment (No payments at 4:59PM on day 60, please!)
If day 60 is a weekend or holiday, payment must be processed before the start of the weekend or holiday
If new leads or applications are not handled within the time period above, the lead or application will be automatically removed from your unit and sent up to your district.
If payment is not processed within 30 days, the application will be automatically rejected.
Oct 2017 Invitation Manager & Application Manager District Overview

5. Login to my.scouting.org
9/11/2018
Login to my.scouting.org
Oct 2017 Invitation Manager & Application Manager District Overview

6. Open your district or council menu…
9/11/2018
Open your district or council menu…
Once you have logged in,
Go to
(click)
Menu
(Click)
District (or council)
Select the Tool
Oct 2017 Invitation Manager & Application Manager District Overview

7. 9/11/2018
Invitation Manager
Track leads submitted through BeAScout.org
Leads can also be entered manually
Shows unit URL and QR codes
Oct 2017 Invitation Manager & Application Manager District Overview

8. Who has access to Invitation Manager?
9/11/2018
Who has access to Invitation Manager?
Unit positions that have full access to the Invitation Manager Dashboard to add leads, manage inquiries from prospective Scouts, and send joining invitations:
Chartered organization representative (CR)*
Committee chair (CC)*
Unit leader (Cubmaster, Scoutmaster, Crew Advisor, Skipper, Coach)*
Institutional Head/Chartered Organization Executive Officer (IH)
New Member Coordinator (NM)
* = Members of the Unit Key 3
The Unit Key 3 can assign a “Registration Inquiry” functional role to other unit volunteers who need read only access to view lead status and submitted requests.
First I want to help you understand the positions that can take action in Invitation Manager. The unit Key three, the head of the Chartered Organization, and the New Member Coordinator all have access to see and respond in this tool. The Key 3 of the unit can also assign a functional role of Registration Inquiry which will grant view only access for submitted requests. This person will be able to see the request, but cannot sent the invitation or take an action in the tool.
(click)
Oct 2017 Invitation Manager & Application Manager District Overview

9. Who has access to Invitation Manager?
9/11/2018
Who has access to Invitation Manager?
District positions that have access to the Invitation Manager Dashboard to add leads, manage leads assigned to the district, and monitor leads assigned to units:
District committee chair*
District Commissioner*
District Executive/Senior District Executive/District Director*
District membership committee chair+
* = Members of the District Key = Assigned in Organization Security Manager
Next I want to help you understand the district positions that can take action in Invitation Manager. The district Key three and the district membership chair all have access to manage leads assigned to the district and view leads assigned to units in this tool. The Key 3 of the district can also assign a functional role of membership committee chair in the Organization Security Manager tool within my.scouting.
(click)
Oct 2017 Invitation Manager & Application Manager District Overview

10. Who has access to Invitation Manager?
9/11/2018
Who has access to Invitation Manager?
District positions that have read-only access to the Invitation Manager Dashboard to view leads:
District Membership Committee Member+
Registration Inquiry+
Unit Commissioner
Assistant District Commissioner
Roundtable Commissioner
Assistant Roundtable Commissioner
+ = Assigned in Organization Security Manager
In addition to the roles positions mentioned, most commissioners have read-only access to invitation manager. The Key 3 of the district can also assign a functional role of membership committee member and registration inquiry in the Organization Security Manager tool within my.scouting.
(click)
Oct 2017 Invitation Manager & Application Manager District Overview

11. 9/11/2018
Invitation Manager
This is the dashboard you see when you start invitation manager.
When it starts, it shows “My Actions”. If there is anything there, then the system thinks you have work to do. (Note: You may still have work to do, even if this list is empty.)
(click)
Like many my.scouting tools, a list on the left allows you to navigate through the organization down to individual units. If you start at the district level, you see individual units immediately. If you start at council level, you navigate down through service areas, select a district, and then select a unit.
Ideally, all invitations should be handled within a week, and every row of the dashboard other than the first one will be zeros.
A screen that shows the organization-specific membership application URL and QR code is available by clicking the URLs button. Make sure that you are only viewing one unit when you open this link.
Oct 2017 Invitation Manager & Application Manager District Overview

12. 9/11/2018
View By Status
As a district or council membership person, most of the time you will want to be looking at the list of leads by status.
(click)
After this brief interruption, we’ll show you what the opened list looks like.
Oct 2017 Invitation Manager & Application Manager District Overview

13. Invitation Manager Status Definitions – Action Required
9/11/2018
Invitation Manager Status Definitions – Action Required
New – Request from BeAScout that has not been opened. Action is required by the unit.
Opened – Request has been viewed or entered manually. Action is required by the unit.
Pending Reassignment – Request has been sent up to district or council for assignment to a unit. Action is required by the district or council.
These are the possible states within invitation manager. All of these states require action by either the unit or the district. If a unit does not take action, the district staff should remind the unit to check invitation manager. If a unit is defunct or will not respond to inquiries, it may be a good idea to disable the unit’s BeAScout pin so that no new inquiries will go to that unit.
Oct 2017 Invitation Manager & Application Manager District Overview

14. Invitation Manager Status Definitions – Action Completed
9/11/2018
Invitation Manager Status Definitions – Action Completed
Invitation Sent – invitation sent with link to online application.
Completed – An invitation has been sent and opened and the person has initiated an online application.
Closed – Request either timed out after 60 days of inaction or was manually closed.
Note: Although nothing more needs to be done with the lead in invitation manager, comparing names in these lists with the list of active applications and current members may still be useful.
While no further action is required in invitation manager, you may wish to track these people to see if they complete an application either online or using the paper forms.
Oct 2017 Invitation Manager & Application Manager District Overview

15. 9/11/2018
List of Open Leads
This is the list of leads currently in the “open” state.
Oct 2017 Invitation Manager & Application Manager District Overview

16. Lead Detail 9/11/2018 First name displayed is parent’s name.
Most fields are optional. Some people put in short comments in BeAScout
(click)
If you do something, such as call the person, or send an using your regular program, please add a short note indicating what you’ve done.
Let’s close this window…
…and go back to the status list
Oct 2017 Invitation Manager & Application Manager District Overview

17. View By Status 9/11/2018 That takes us back to this screen. (click)
This time, let’s look at the entries pending reassignment.
Oct 2017 Invitation Manager & Application Manager District Overview

18. List of Applications Requiring Reassignment
9/11/2018
List of Applications Requiring Reassignment
This is the list
(click)
Select a person in this list.
Oct 2017 Invitation Manager & Application Manager District Overview

19. 9/11/2018
Lead Detail
This screen looks similar to the lead detail we saw earlier.
(click)
Note that there are actions you can complete on this lead.
Reassign down moves the application down to an individual unit.
Reassign up moves the application up to the council for reassignment to another district.
Also, note that there is some information in the notes area. Some of it is added automatically when a lead changes status. Some was entered by hand.
Oct 2017 Invitation Manager & Application Manager District Overview

20. Application Manager 9/11/2018
Youth can join a BSA unit without filling out a paper application. Note: Youth is under 18 even in Venturing and Sea Scouts.
Family may pay national dues online via credit card or may use traditional payment methods.
Oct 2017 Invitation Manager & Application Manager District Overview

21. Key Unit Roles in Application Manager
9/11/2018
Key Unit Roles in Application Manager
Full authority to accept or reject a youth application is given to:
Unit Leader (Cubmaster, Scoutmaster, Crew Advisor, Coach, or Skipper)*
Committee Chair*
Chartered Organization Representative*
Institution Head (Executive Officer)
Read-only access is granted to:
Unit Membership Chair+
Registration Inquiry+
* = Members of the Unit Key = Assigned in Organization Security Manager
Full authority to accept or reject youth applications is given to the unit key 3 and the institution head.
By rule, no one else, including district and council staff, can approve applications.
Members of the unit key 3 can optionally assign the functional roles of Unit Membership Chair or Registration Inquiry in the “Organization Security Manager” within My.Scouting and these people will have read-only access to Application Manager.
Oct 2017 Invitation Manager & Application Manager District Overview

22. Key District Roles in Application Manager
9/11/2018
Key District Roles in Application Manager
Authority to reassign applications that have been sent to the district (and view others) is given to:
District committee chair*
District Commissioner*
District Executive/Senior District Executive/District Director*
District membership committee chair+ * = Members of the District Key 3 + = Assigned in Organization Security Manager
Full authority to accept or reject youth applications is given to the unit key 3 and the institution head.
By rule, no one else, including district and council staff, can approve applications.
Members of the district key 3 can optionally assign the functional roles of District Membership Chair in the “Organization Security Manager” within My.Scouting
Oct 2017 Invitation Manager & Application Manager District Overview

23. Key District Roles in Application Manager
9/11/2018
Key District Roles in Application Manager
Read-only access to applications within the district is given to:
Registration Inquiry+
District membership committee member+
Assistant District Commissioner
Unit Commissioner
Roundtable Commissioner
Assistant Roundtable Commissioner * = Members of the District Key 3 + = Assigned in Organization Security Manager
Full authority to accept or reject youth applications is given to the unit key 3 and the institution head.
By rule, no one else, including district and council staff, can approve applications.
Members of the district key 3 can optionally assign the functional roles of District Membership committee member or Registration Inquiry in the “Organization Security Manager” within My.Scouting
Oct 2017 Invitation Manager & Application Manager District Overview

24. Application Manager 9/11/2018
The look and feel of application manager is very similar to that of invitation manager.
(click)
Select a unit or district on the left.]
Notice the status dashboard. Just like invitation manager, getting applications completed quickly is a good thing.
Now, let’s look at the status of our youth applications.
Oct 2017 Invitation Manager & Application Manager District Overview

25. Application Manager Youth Status
9/11/2018
Application Manager Youth Status
This list of statuses resembles the one in invitation manager, although this list is a bit longer.
(click)
After this brief interruption, we’ll look at applications that are pending acceptance.
Oct 2017 Invitation Manager & Application Manager District Overview

26. Application Manager Status Definitions
9/11/2018
Application Manager Status Definitions
Pending acceptance – Application needs to be reviewed and a decision made to accept, reassign, or decline the applicant. Unit action required.
Pending unit – Application has been accepted and payment processed and is awaiting a nightly process that sends out an welcome message. No further action is necessary.
Pending reassignment – Application has been reassigned to the district or council and is awaiting district or council action.
The “pending unit ” state should automatically change to “completed” within 24 hours.
Oct 2017 Invitation Manager & Application Manager District Overview

27. Application Manager Status Definitions
9/11/2018
Application Manager Status Definitions
Pending Applicant Agreement – Application has been reassigned to another unit and the unit is awaiting applicant agreement to the reassignment.
Pending Applicant Response – Applicant has been sent a message asking for additional information or clarification.
Oct 2017 Invitation Manager & Application Manager District Overview

28. Application Manager Status Definitions
9/11/2018
Application Manager Status Definitions
Pending Payment – The applicant has been accepted and selected to pay by cash or check. The unit must collect this money and turn it in, along with the invoice showing the record locator, to the council office for processing so that the application can be completed and a welcome packet can be sent.
Pending Refund - The applicant paid by credit card and has either withdrawn their application, was not accepted or has timed out of the system. The council must initiate the refund.
An application will skip the pending payment state if the applicant paid online.
Oct 2017 Invitation Manager & Application Manager District Overview

29. Application Manager Status Definitions
9/11/2018
Application Manager Status Definitions
Pending Review – The applicant was not accepted by a unit and is awaiting council action to either reassign them to another unit or deny their application and refund any money paid.
Completed – Applicant has been on-boarded and all welcome s have been sent. Applicant is a member!
Closed – Application was closed because the applicant withdrew the application, the unit did not accept it, the application timed out, or the applicant turned in duplicate applications.
Oct 2017 Invitation Manager & Application Manager District Overview

30. Applications Pending Acceptance
9/11/2018
Applications Pending Acceptance
Here are some applications that need to be accepted.
(click)
Let’s look at one.
Oct 2017 Invitation Manager & Application Manager District Overview

31. Individual Application Pending Acceptance
9/11/2018
Individual Application Pending Acceptance
For this application, you have three available choices.
(click)
Print Application, Review Application, and Print Invoice
Before we look at each of these, let’s scroll down in this window…
Oct 2017 Invitation Manager & Application Manager District Overview

32. Individual Application Pending Acceptance (scroll down)
9/11/2018
Individual Application Pending Acceptance (scroll down)
(click)
Note that we can see how much the applicant owes
How much they paid
And how much they still owe
Scroll back up to see the 3 buttons
Oct 2017 Invitation Manager & Application Manager District Overview

33. 9/11/2018
Print Application
Unfortunately, the printed application is not currently formatted like the paper applications. It frequently requires multiple pages.
Oct 2017 Invitation Manager & Application Manager District Overview

34. Review Application Main Screen
9/11/2018
Review Application Main Screen
Review Application is how you see the application information in detail without printing.
The application is broken into several steps, and you look at each one separately.
(click)
Let’s look at step 1.
Oct 2017 Invitation Manager & Application Manager District Overview

35. Review Application Detail Screen
9/11/2018
Review Application Detail Screen
This is what the top of step 1 looks like.
(click)
Scroll down to see everything in the section.
Oct 2017 Invitation Manager & Application Manager District Overview

36. Review Application Detail Screen
9/11/2018
Review Application Detail Screen
(click)
The done button at the bottom will return you to the list of sections.
Then, the back button will close the review application
Oct 2017 Invitation Manager & Application Manager District Overview

37. Review Application Main Screen
9/11/2018
Review Application Main Screen
(click)
Select Back
Oct 2017 Invitation Manager & Application Manager District Overview

38. Individual Application Pending Acceptance
9/11/2018
Individual Application Pending Acceptance
(click)
Now, we’ll look at Print Invoice
Oct 2017 Invitation Manager & Application Manager District Overview

39. 9/11/2018
Print Invoice
Oct 2017 Invitation Manager & Application Manager District Overview

40. Applications Pending Acceptance
9/11/2018
Applications Pending Acceptance
If we close that window, we’re back to this screen.
(click)
Let’s go back.
Oct 2017 Invitation Manager & Application Manager District Overview

41. Application Manager Youth Status
9/11/2018
Application Manager Youth Status
(click)
After this brief overview of what all of that statuses mean, we’ll look at applications that are pending reassignment.
Oct 2017 Invitation Manager & Application Manager District Overview

42. Applications Pending Reassignment
9/11/2018
Applications Pending Reassignment
Let’s pick one of these to look at
(click)
Oct 2017 Invitation Manager & Application Manager District Overview

43. Individual Application Pending Reassignment
9/11/2018
Individual Application Pending Reassignment
This screen looks a lot like the earlier one.
(click)
Note that we now have the reassign up and reassign down buttons. These functions work like the ones in invitation manager.
Oct 2017 Invitation Manager & Application Manager District Overview

44. Reassign down… 9/11/2018 If you reassign down, you get this pop-up.
(click)
The list of unit is on the left.
You can scroll through this list, or type a number in the search bar
After selecting a unit, click assign.
If you had to scroll down to find the unit you wanted, you’ll need to scroll back up to hit assign.
Oct 2017 Invitation Manager & Application Manager District Overview

45. Invitation Manager tl;dr
9/11/2018
Invitation Manager tl;dr
District Action Needed:
Pending Reassignment
Unit Action Needed:
New
Opened
Recommended Monitoring:
Invitation Sent
Completed
Closed
Tl;dr stands for too long, didn’t read.
The entries in “recommended monitoring” are done as far as invitation manager is concerned, but you might want to compare the entries in these lists with the list of active entries in application manager and the list of registered members.
Oct 2017 Invitation Manager & Application Manager District Overview

46. Application Manager tl;dr
9/11/2018
Application Manager tl;dr
District Action Needed:
Pending Reassignment
Unit Action Needed:
Pending Acceptance
Pending Payment
Applicant Action Needed:
Pending Applicant Agreement
Pending Applicant Response
Recommended Monitoring:
Closed
Pending Refund or Pending Review
Tl;dr stands for too long, didn’t read.
The entries in “recommended monitoring” are done as far as invitation manager is concerned, but you might want to compare the entries in these lists with the list of active entries in application manager and the list of registered members.
Oct 2017 Invitation Manager & Application Manager District Overview

47. www.Scouting.org/onlineregistration Training Guidebooks Checklists
9/11/2018
Training
Guidebooks
Checklists
This is the national online registration site.
Scouting.org/onlineregistration provides online training and guidebooks that provide step by step instructions. There are also other resources such as frequently asked questions that you may also find helpful.
(click)
Oct 2017 Invitation Manager & Application Manager District Overview

48. 9/11/2018
Local information about Occoneechee council’s configuration
Frequently asked questions
Copy of this presentation
has information about Occoneechee Council’s deployment of this system.
(click)
Oct 2017 Invitation Manager & Application Manager District Overview

49. 9/11/2018
Address sent to all new members upon completion of registration process
Unit must have approved application
Payment must have been processed
This URL is sent to all new members automatically.
has information about Occoneechee Council’s deployment of this system.
Oct 2017 Invitation Manager & Application Manager District Overview

50. 9/11/2018
Contacts
Tiffany Adams, Occoneechee Council Registrar
Todd Taft, Occoneechee Council Volunteer Lead
BSA National Service Center & IT Support
Oct 2017 Invitation Manager & Application Manager District Overview

51. Occoneechee Invitation Manager Statistics as of Oct 25, 2017
9/11/2018
Occoneechee Invitation Manager Statistics as of Oct 25, 2017
387 Applications sent to Leads
123 Other leads closed
586 Leads timed out
79 Leads waiting on unit in Invitation Manager
93 Leads waiting on district in Invitation Manager
We went live with this system on June 6, 2017.
Oct 2017 Invitation Manager & Application Manager District Overview

52. Occoneechee Application Manager Statistics as of Oct 25, 2017
9/11/2018
Occoneechee Application Manager Statistics as of Oct 25, 2017
254 New Scouts have joined the program
14 Other Applications closed
10 Applications timed out
61 Applications waiting on unit action
3 Applications waiting on district reassignment
1 Application waiting on applicant response
3 Applications waiting on council action
We went live with this system on June 6, 2017.
Oct 2017 Invitation Manager & Application Manager District Overview

53. 9/11/2018
Questions???
Oct 2017 Invitation Manager & Application Manager District Overview