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GSC107

Scouting with Google: Build a Free Online Collaboration Hub with Google Tools

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NCAC University of Scouting 2025

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GSC107 | Scouting with Google

As more of the work we do is digital or online, it is important to preserve the great work done by volunteers in a single place. We’ll review a step-by-step guide on how to build a free (or low-cost) online collaboration and communication hub for your Scouting unit by using different Google tools like Drive, Docs, Sheets, Slides, Forms, Photos, Calendar, and Sites. The class will also provide tips on how to use these tools to organize your unit's information, communicate with volunteers and Scouts, collaborate on projects, customize your unit's website and email addresses with a custom domain, and connect with Scouting America online tools.

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Today’s Slides

GSC107 Scouting with Google

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Bryan N. Martin Firvida

bryanscouting@gmail.com

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Who is Bryan? | Can I trust him?

  • Passionate about using technology to bring Scouts and Scouters together to deliver the very best Scouting program we can.

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  • Scouts BSA Troop 98 Scoutmaster
    • Former Pack 98 Cubmaster, Scoutmaster, Den Leader, and more…
  • Executive Board Member, National Capital Area Council
  • Chair and Assistant Council Commissioner for Scouting Connect & Tech
  • Washington, DC District Committee Member
  • Council Champion, Scoutbook User Advisory Council

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Challenges | A Google Solution.

  • People like working together
  • Need one place for everything
  • Volunteers come and go, as does information, but how do we hold onto the information?
  • Not everyone has access to Microsoft Office
  • Low Cost (A Scout is Thrifty)
  • Unit work; not council or district work (that’s Basecamp GSC702)

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Our Policies Apply Everywhere

Only currently registered Scouting America volunteers can have access

  • Registered on your unit roster plus valid Youth Protection Training

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Safeguarding our Scouts

We all need to comply with Scouting America policies & rules at all times

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Other Useful Resources

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Google | There’s Different Googles

  • We’re talking about free Google Account / Workspace / Apps
  • We’re not talking about:
    • Google Workspace
    • Google for Nonprofits

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Google Account | Create

  • Create your Google Account for your unit
  • This is the key to your Scouting with Google
  • Do NOT use this account on my.Scouting.org, NCAC’s Basecamp, etc. (Really, don’t do this!)

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Google Account | Manage

  • “Manage your Google Account”
  • Personalize your account with a picture
  • Update Name, recovery info
  • Easy to toggle through multiple accounts

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Drive | Storage for Free

  • Free 15 GB of storage per account
  • Shared across all Google apps
  • Buy more storage as needed

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Gmail | One Email Address

  • One email address to promote and contact your unit
  • Use it on BeAScout.org and recruiting materials
  • Your email address doesn’t change when unit leaders do
  • Setup info-filled signatures
  • Creates an archive of what was received and sent
  • Create a naming convention if you need to
    • pack98dc@gmail.com
    • troop98dc@gmail.com
    • crew98dc@gmail.com

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Calendar | What You’re Up To

  • Part of your Google account
  • List your events and share
  • Subscribe to other calendars through the iCal or .ics feed
    • Subscribe to your unit/s Scoutbook calendar
    • Subscribe to ncacscouting.org/calendar/

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Calendar | Subscribe

  • Subscribe to other Google Calendars or to a URL
  • Use .ics or iCal feed - for automatic updates
  • Learn more: Subscribe to someone’s Google Calendar

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Groups | One Address

  • One email address to reach them all
  • Email everyone with a single email address
  • No one left off threads
  • Archive of all messages accessible to all members
  • Use Group to setup Drive access
  • Learn more: Groups

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Groups | Create and Manage

  • Create unit Group from your unit account

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Groups | Manage and Use

  • Start Simple: one Group for adults; for Troops + one for youth (Scouts)
  • Manage Members and Group Settings, personalize subject line
  • Members: Direct Add or Send Invites; review members during Unit Recharter
  • Check youth email addresses, some school accounts have sending / receiving restrictions
  • Set the norm and behavior - and model it! - to use Google Groups for updates and replies, not individual email messages

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Drive | Home for all Your Stuff

  • Store, share, and collaborate on files and folders from your mobile device, tablet, or computer
  • Can sync with your computer
  • Learn more: Google Drive

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Drive | Build your structure

  • Create a “base” folder
    • e.g. “Troop 555 - Central Storage”
  • Allows for inherited access management
  • Build a folder structure for now and tomorrow
  • Build what you need as you need it

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Drive | Build your structure

  • Keep it simple and intuitive
  • Build what you need as you need it

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Drive | Create

  • Collaborative Creation
  • One version, edit live online
  • Docs (Word)
  • Sheets (Excel)
  • Slides (PowerPoint)
    • We’re in Slides right now!
  • Forms (data collection)

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Drive | Sharing

  • Share Files
    • Share with specific people (or a Google Group) or general access
    • Viewer: People can access, but can’t change or share the file with others.
    • Commenter: People can make comments and suggestions, but can’t change or share the file with others.
    • Editor: People can make changes, accept or reject suggestions, and share the file with others.
  • Share Folders
    • Can organize, add, & edit: If they're signed into a Google account, people can open, edit, delete, or move any files within the folder. People can also add files to the folder.
    • Can view only: People can see the folder and they can open all files within the folder.

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Drive + Groups | Sharing

  • Using Google Groups, you can share content with multiple people using your Group's email address to share a folder or file

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  • Single point of management

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Photos | Save & Organize

  • Capture the Scouting memories
  • Everyone takes photos, but who has all the photos?
  • Manage online or on mobile
  • Apps for iOS and Android
  • Create and share Albums for each outing or event
  • Learn more: Google Photos

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Photos | Albums

  • Create an album for each outing
  • Need one image to create and share an album; set Options
  • Share link with leaders and add photos & videos
  • Share!

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Sites | Online Home

  • Create a free website
  • Device responsive
  • Manage editors via Sharing
  • Easy to use WYSIWYG editor
  • Connects to all things Google (and more)
  • Learn more: Google Sites

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Sites | Build Your Site

  • Easy to use WYSIWYG editor / drag and drop
  • Pre-built themes
  • Embed Drive, Photos, Videos, Calendar

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Sites+Calendar+Scoutbook | Embed

  • Add your Calendar to your site
  • Add “Calendar” content block
  • Select Calendar
  • Set preferences
  • Publish

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Sites + Photos | Carousel or Embed

  • Image carousel content block
  • Embed code <> and add By URL
  • Use Share Link
  • Set options

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YouTube | Videos

  • You also have a YouTube account
  • Save and share videos and livestreams
  • Great place to store video

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Domains | Custom Address

  • Custom domains makes it easier for people to find and remember you
  • Squarespace purchased Google Domains
  • Pricing is just $12/year for .com, .org, .net
    • New top level domains cost more
  • Learn more: Squarespace Domains

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Domains | Custom Addresses

  • Sites: Setup your custom domain for your website
    • Turn sites.google.com/view/troop98dc/home into troop98dc.org
    • Learn more: Use a custom domain for your site

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  • Email: Setup Email Aliases

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Thank You | Contact Info + Slides

GSC107 Scouting with Google�

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Bryan N. Martin Firvida

bryanscouting@gmail.com

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Thank You | Contact Info + Slides

GSC107 Scouting with Google

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Bryan N. Martin Firvida

bryanscouting@gmail.com

​