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Managing your Girl Scout Troop in eBiz

Logging in Instructions

Managing your Girl Scout Troop in eBiz

Managing your Family memberships in eBiz

eBiz Membership portal

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Troop Management in eBiz

Girl Scout volunteers that have successfully completed the application process and have been approved by the council to become a Troop Leader (i.e. 01) are given online access to their troops. Troop Leaders can access their troops by clicking the “My Troops” menu. There is no limit to the number of Troop Leaders a troop can have.

Troop Leaders are able to register current troop members as members for next year and keep member information up-to-date. Leaders can email troop members and print membership cards. Leaders are able to see all meeting registrations associated with their troop members under “Troop Events,” and all the orders that they have placed for troop members under “Troop Order History.” Leaders also can update troop meeting information any time under “Troop Meeting Information.”

Leaders are able to add new girl and adult members to their troops. You will know whether this functionality has been turned on if the Add a Girl Member and Add an Adult Member links are visible under “My Troops” online.

NOTE: Troop leaders should renew all membership by 11:59 pm (Eastern Time) on September 29; on September 30, members will “fall off” the eBiz troop roster.  They will need to turn in paper registrations or have the parent create a login for eBiz and register the girl.

Also, all graduating seniors who want to be Lifetime Members will need to turn in their adult registration forms no later than September 1.

A leader says she does not see one or more of her troops online.

In order to view a troop online, a leader must hold a position of “01 – Leader/Advisor” in the troop, and the Status of the position must be “Active.”

Most leaders self-report the positions they will hold during member registration. If they registered online, these positions will reflect a Status of “Pending” or “In Process” until the council has approved them. If the leader’s “01” appointment has been approved.  After the Status has been changed to “Active” the leader will be able to manage the troop online.

How does a leader re-register troop members as members?

From the Troop Roster, select the boxes next to the members you want to re-register. Then from the “I want to” drop-down box, choose “Purchase Girl Scouts Membership(s)” and click “Go.” The membership registration wizard launches and will guide you through the registration process.

How does a leader print membership cards for troop members?

From the Troop Roster, select the boxes next to the members for whom you want to print membership cards. Then from the “I want to” drop-down box, choose “Print membership cards” and click “Go.” A pop-up displays with membership cards to print. From the pop-up, click the “Print” button to print the cards.

Please note that multiple membership cards can be printed on a single page with the new online registration site.

How does a leader send an email to troop members from the new system?

From the Troop Roster, select the boxes next to the members you want to email. If you would like an email receipt of the message, select your record as well so that your email address is added to the “Bcc” field. Then from the “I want to” drop-down box, choose “Send Email to Members” and click “Go.” The Send Email page opens. After entering a subject and message, click “Send Email” to send the message. An email will be sent to the selected members of your troop.

A leader wants to add new members to her troop.

Leaders can add new girl and adult members to their troops if the council has turned on this functionality. If this functionality has been turned on, the “Add a Girl Member” and “Add an Adult” member links will display in the Troop Roster. Leaders should click one of these links to register girl and adult members who are new to Girl Scouts.       

Troop Meeting Information

Troop Meeting Information is managed differently in the new system. In the new system, a leader automatically will be prompted to update troop meeting information if no troop meeting record exists for the year and there is at least one member registered to the troop.

The request to update troop meeting information displays immediately when the leader logs in and looks like the screenshot below:

troopmeeting

As you can see, Grade Level is the only required piece of information necessary to save a troop meeting record. Upon saving the form above, a troop meeting record is created for the membership year, with an Effective Begin Date of 10/1.

After creating the initial record, leaders can update troop meeting information any time from “My Troops” by clicking the “Troop Meeting Information” link and then choosing “Edit.”

 

 

A leader wonders why she is being prompted to supply meeting information for the upcoming year when she will not be the leader.

The system will prompt the current “01” of the troop to provide troop meeting information for the upcoming year as long as one member is registered for the upcoming year, please update the Grade Level and save the record.  The leader for the upcoming year will be able to update troop meeting information herself as of 10/1 of the upcoming year.

A leader would like to update a girl’s school or school grade online.

School and school grade cannot be updated outside of member registration.  Grade and school must be updated in the back office only, contact the help desk.

A leader questions why some of her troop members reflect an “Unregistered” role in the troop roster.

This only applies to councils that have turned on the Add a Girl Member and Add an Adult Member functionality in Troop Management.  If a leader adds a new girl or a new adult member from troop management, each new member will display a position of “Unregistered” in addition to her actual position(s) for next year.  The “Unregistered” position will fall off the troop record at midnight the next business day.

If, however, only the “Unregistered” position displays for the member, the leader should take action.  The presence of an “Unregistered” position in the absence of any additional positions means that the leader did not finish the transaction online.  Likely these registrations are sitting in the troop’s shopping cart and she still needs to check out and pay for them.  If the leader fails to do this in the next 24 hours, these members will fall off the troop roster and the leader will have to add them from scratch.

On September 30, members are missing from the troop roster, but the family roster is still intact.

Members will “fall off” the troop roster at 12:00 am on September 30 of the membership year.  Leaders should process all membership renewals by 11:59 (Eastern Time) September 29.  Family Managers will still be able to reregister family members from “My Family” on September 30.

Remember–

  • Troop placement is not guaranteed, troops are formed when leadership roles are established for that troop.
  • If you need immediate troop placement and you know the troop number contact the council.
  • There are more ways for girls to participate in Girl Scouts! We call them Pathways, and they include troop, events, camp, series, and travel.
  • Select the correct membership year (contact the council if you are not sure), the council cannot refund or transfer membership fees.
  • Select the correct membership (girl or adult), the council cannot refund or transfer membership fees.
  • Print your receipt.
  • Print two copies of your welcome/confirmation letter—one for yourself and one for your troop leader.
  • Troop leaders should renew all membership by 11:59 pm (Eastern Time) on September 29, on September 30, members will “fall off” the troop roster.

Help Desk - helpdesk@gsle.org or 504-575-4104, 8:30 a.m. to 4:30 p.m. M-F
Girl Scouts Louisiana East - 800-644-7571, 504-733-8220, 225-927-8946, 8:30 a.m. to 4:30 p.m. M-F

 

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