Update Your BeAScout.org Pin and Online Registration

 

BeAScout and Online Registration Topics on this Page (click to jump):

 

If a family is searching for Scouting online, BeAScout.org is where they will often end up – the tagline on the BeAScout.org site is “Find Scouting Near You.” To help attract as many families as possible to your Unit, you will want to update your BeAScout.org “pin” that describes your Unit, and opens into an invitation to join and to submit an online Application – that opens up automatic emails about your Unit that can explain how you operate, what your activities are, and how you collect for the costs of the program.

Descriptions of key tools are below … more (including videos) can be found here: 

 

To Update Your BeAScout Pin, Make These Changes:

A BeAScout.org pin can be updated by a “Key 3” leader of your unit (or a “Key 3 Delegate”), by logging into your My.Scouting.Org account and updating “BeAScout” Unit Pin data and Settings found in the “Organization Manager” for your unit. The Key 3 leaders are (1) the Unit Leader (Cubmaster, Scoutmaster or Crew Advisor), (2) Committee Chair, and (3) Chartered Organization Representative - any of them can appoint up to 3 “Key 3 Delegates” from other registered leaders using Organization Manager in My.Scouting.Org (this must be re-delegated every year after Charter Renewal).

  • In My.Scouting.Org, click “Menu,” click on your Unit (e.g., Pack 1234, Troop 4321) and in the drop-down menu, click “Organization Manager.”
    • There, on the left-hand side, the top two options are “Settings” and “Unit Pin.”
  • Select “Unit Pin.” For a visual, see here about how to update the Unit Pin.
    • Under “Unit Information”, the first setting is “Pin Mode:” choose “Allow Units to Update Pin Information.”
      • That should already be selected.
      • If you cannot make that switch, contact Michael Smith, Registrar/District Assistant with Erie Shores Council at (419) 843-0106 or michael.smith6@scouting.org.
      • If not, switch from “Only Allow the Council to Update” to “Allow Units to Update.”
    • Right below that, select the checkmark to the right of “Appear on BeAScout.”
      • And below that, select the checkmark to the right of “Allow People to Apply Online.”
    • Then, update “Contact Information” as needed: there is an “edit” button that will open up a pop-up window reading “Update Contact Information.”
      • You can change contact information by clicking the name in “Contact Person,” which will create a “drop-down list” of all registered adult leaders.
      • Pick the one most likely to respond quickly.
    • In the box under “Unit Website,” enter the URL for any website that your unit uses to interface with the community, where anyone could seek more information.
    • To provide a brief bit of highlight, enter in the box below “Additional Unit Information” some detail about your Unit that will help families decide if they have an interest in your Unit – you can enter 500 characters now.
      • See examples in the document attached below called “BeAScout and Online Registration Text Options - Tailor to Your Unit.”
      • You might note when and where you plan to meet or highlight something about your program, like camping, hiking, biking, or having a year-round activity calendar – Troops and Crews might want to highlight their High Adventure and other favorite activities.
    • To the right, you will see a “Unit Pin Preview” showing what data will appear at BeAScout.org (but it may take up to 24 hours for your updates to migrate).
    • Next you will review “Fields to Display on Unit Pin,” where you would want to select the checkmark to the right of each of these (you might redact some of the contact detail if your Unit website has contact options or you want to only respond to “BeAScout” emails of notices):
      • Unit Meeting Address
      • Contact Person's Name
      • Phone Number
      • Contact Email
      • Unit Website
      • Additional Unit Information
    • Below both columns of “Unit Information” and “Unit Pin Preview,” you will find “Unit Meeting Address,” where you should put the most common location of your meetings – the default entered is your Chartered Organization’s address, which may not be where you really meet.
    • Save!
      • Last step – and most important – click “Save” at the bottom of the page (you’ll have to scroll down to the bottom of that page).
      • Then scroll back up to be sure that at the top this note appears: “Successfully Updated -- Please allow up to 24 hours for changes to be reflected on BeAScout.”

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Adjust Your Online “Settings”

Update “Settings.” Now, back to the left side in “Organization Manager” and select “Settings” (right above “Unit Pin”). Here a Committee Chair or Chartered Organization Representative can complete the steps to make “Online Registration” effective – go here to see “Step 3: Configuring Online Registration” and the following video. If your Committee Chair or Chartered Organization Representative finds that you cannot make any of these changes, please contact Michael Smith, Registrar/District Assistant with Erie Shores Council at (419) 843-0106 or michael.smith6@scouting.org.

  • Your first option is “Membership Application Approval,” or who approves Adult Applications.
    • Note that the Chartered Organization Representative can now designate a “COR Delegate” in “Organization Manager,” so that the Committee Chair (or another registered adult leader) can issue approval on behalf of the Chartered Organization Representative. Like a “Key 3 Delegate” designation, this must be updated annually after Charter Renewal.
    • Either just the Chartered Organization Representative or both the Chartered Organization Representative and the Committee Chair.
  • Next, for Packs only, “Types of Youth Applicants This Pack Accepts” – click the radio button that fits your Pack’s current plans.
    • Most will pick ‘Both Boys and Girls,’ some may pick ‘Girls Only,’ or ‘Boys Only.’

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Tailor the Automatic Emails to Describe YOUR Unit

Under “Settings” is “Email Settings,” where you can “Opt In” or “Opt Out” with respect to two types of Online Registration Emails: “Fee Emails” and “Online Registration Emails:”

  • Fee Emails. This option is to create a “Fee Email” that you write, since Online Registration will collect the National Registration Fee and the Council Fee for the next 12 months (whenever one joins).
    • Select the checkmark to the left of “Include Fees/Fee Explanations.”
    • You can enter the amount of your overall dues, and write an email with a short “welcome” message about local program fees (or “dues”), and how the amount of Registration Fee relates to that – like when the rest of dues and Scouting costs will be collected.
    • In that email message, Units should include a hyperlink to their website or other data about how they do Scouting.
  • Online Registration Emails (Welcome Email). Here you can generate your own “Welcome” email and link to your website or other data about how you do Scouting, with key contact information and maybe exciting highlights about what’s coming.
    • If your unit does anything that is different than what is in the automatic National messages (like uniforms), you will need to let new families know.
    • You would be wise to consider how this email will “mesh with” or “conflict with” emails that come from Scouting America in the online registration process.
  • See examples of both a “Fee Email” and a “Welcome Email” in the document below called “BeAScout and Online Registration Text Options.”
  • Save!
    • Last step – and most important – click “Save” at the bottom of the page (you’ll have to scroll down to the bottom of that page).
    • A “Successfully Updated” pop up box should then appear.

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Accepting Online Applications

When you set up Online Applications in My.Scouting.Org >> Your Unit >> Organization Manager >> “Unit Pin,” Application Manager (or My.Scouting.Org >> Your Unit >> Application Manager) is the place where you review and take action on applications that are submitted by families and prospective leaders.

  • Scouting America will send email reminders to the Unit “Key 3” when Applications hit your My.Scouting.
  • You can review each Application and call/email the applicant if there are questions or issues about joining — likely not an issue for most Youth Applications.
  • For Adult Applications, you have time to check the references and interview the adult applicant as needed to be sure you can approve.

For more information, go here where there are videos about (1) the Application Manager Dashboard, (2) how to accept Youth Applications, and (3) how to accept Adult Applications.

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Want More? Create Invitations That Link to Online Applications

In the “Invitation Manager” setting for your unit on My.Scouting.Org, a Unit “Key 3” leader (or Key 3 Delegate, or anyone registered as a “New Member Coordinator”) can do the following:

  • Create a URL Link for Applications and a QR Code for Applications –
    • Both the QR Code and the URL Link are right there when you log in to “Invitation Manager.”
    • (Copy and share – QR Codes on printed flyers, URL Links for websites, emails, and online items).
  • Send an email link for an online Application to a new “Lead” for your Unit.
    • When you meet someone at a “back to school” event, like a “meet and greet” or “open house.”
    • Any time you hear about someone who “wants to join.”
  • At Sign-Up Events: you can have a Unit “Key 3” leader (or Key 3 Delegate, or anyone registered as a “New Member Coordinator”) enter the Name, Phone and Email of an adult and immediately send them a link to sign up – no paper needed!
  • When you get leads, they will appear in your Unit’s My.Scouting “Invitation Manager” page.
    • You will also get a daily email linking you to that page.
  • See Online Registration - Invitation for more tools and videos.
  • If you have any questions regarding “BeAScout,” please contact the Erie Shores Council at (419) 241-7293 and you will be connected to someone who can help.

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Transfer and “Multiple” Registration Can Be Done Online!

Don’t you wish it were easier to “crossover” your Arrow of Light Scouts into your Troop?

Don’t you wish it could be done without chasing new paperwork from everyone?

Now it can be done online! Yes, now an Arrow of Light Cub Scout can be transferred by their Pack into any Troop in the Council – without any new paper application -- through “Application Manager” or “Member Manager” on the Pack’s My.Scouting.Org page.

  • This also works for transfers between any units in Erie Shores Council.
  • A Scout’s parent may also do a “self-transfer” through “My Applications.”
  • Adult Leaders, other than the Chartered Organization Representative, can also transfer in that manner, with Chartered Organization Representative online approval.
  • You can also do a “Multiple” registration online. Common examples are:
    • An Adult Leader might “multiple” into a Troop, but retain an Adult Leader role in the Pack.
    • Or a Scout in a Troop might “multiple” into a Venturing Crew.

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Updated: September 8, 2025 by MS

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