Frequently Asked Questions:
What is online troop management?
Personify eBiz includes a page for leaders called the Troop Management Hub for managing troop communications, membership registration, in-person adult training course registration, etc.
What are the benefits of online troop management for troop leaders?
Know who's registered in the troop and who's not.
Email parents. (The email address in "From" is the leader's.)
Update girls and parents' contact information.
Update troop meeting information, including the troop's grade level.
Print membership cards for girl and adult members.
Who has access to online troop management?
Access to online troop management is by troop. Only volunteer screened troop leaders with a 01 position code in the Personify database for a specific troop have access to online troop management for that troop. If a troop leader has more than one troop, she must have a 01 position code on record for each troop in order to have access to online troop management for all her troops. Assignment of position codes and troops in Online Registration are done offline by council staff. To request a position code or assignment with multiple troops, please use the Self-Reporting Feature available during membership registration/renewal and from My Account. Requests can also be made from the Change of Membership Information Form
What information can leaders see in the Troop Management Hub?
The leader can see each individual’s registration status and the information that is contained on a member registration form only: contact information; grade; school; age; Girl Scout history; custodial care; racial/ethnic background. The leader does not have access to the order processed by the parent.
Should troop leaders renew memberships through online troop management?
It’s preferable for everyone that parents/guardians renew girl memberships online and adults renew their own membership online. An individual renewing their membership online is a one-step process. It’s green. It’s accurate spelling and contact information. It saves a leader time. It’s cost effective.
If, however, a troop decides with the consent of the parents and guardians (signed registration form, email authorization, OR a signed roster authorizing registration) to have the troop pay for each girl and/or adult’s Girl Scout membership then it is recommended that the troop leader use the troop’s bank account debit card to pay for the online membership renewals using online troop management. Using online troop management to renew members is only available from the open date of online renewal April 15 through September 29, 9:59 PM. (Personify is on east coast time.)
How do troop leaders use the Troop Hub to register new members into existing troops?
In order to affiliate a new girl/adult with a troop, the Troop Hub must be used to register the new member. The Troop Hub’s “Add Girl” and “Add Adult” features are used to register new members into an existing troop. New girls/adults are defined as new girls/adults to GSNMT whether or not they have been registered with another Girl Scout council. (If a girl/adult is registered for the current membership year in another council and is transferring to GSNMT, then an inter-council transfer must be executed. Send an email to helpdesk@NMGirlScouts.org
to initiate this process.) Girls registered with GSNMT prior to 2012-13 but not registered in 2012-13 should use the offline membership registration process in order to avoid creating duplicate records. Adults, on the other hand, may register online with a specific troop by activating their existing Online Registration account, purchasing an adult membership, and requesting to be affiliated with a specific troop. Or, they can register offline.
Troop leader distributes paper membership registration forms and Family Giving promo to parents of new girls joining the troop
Parent completes a paper registration form and selects a family giving amount on the form
Troop leader collects form and $12 cash/check plus family giving contribution
Troop leader deposits GSUSA dues & family giving donation in troop bank account
Troop leader purchases membership and donation products and pays with troop debit card or enters parent’s cc # in Online Registration (the three-digit security code is needed). Transactions using the troop debit card and individual credit cards are separate.
Troop leader blacks out cc#/security code, if provided, and keeps registration form in a secure location until the end of the annual membership year
Troop leader sends email to parent via Troop Hub with instructions on how to activate Online Registration account so they can see order history, register for camp in the future, and renew membership online for next year. Click on the Troop Hub’s “New Girl/Adult Member Registration Confirmation” link for an email template.