Nav Arrow
WEBSITE ADMIN
Email:

Password:

CMS Tray

You Are Here : Home : FOR VOLUNTEERS : Online Membership Registration

Renew your Girl Scout membership online now!

GSNorCal members can renew their membership online for 2013-14 with a credit or debit card using Personify eBiz. If you are a current Girl Scout member, click on the eBiz/Register tab at the top of this page.

If you have questions that are not answered on this page, please go to www.girlscoutsnorcal.org/helpdesk or call 1 (800) 447-4475 ext. 2093 or call your local office phone number ext. 2093 between the hours of 9 a.m. and 5 p.m. on weekdays.

The annual membership fee for 2013-14 is $15. Adult members who may be considering Lifetime membership need to be aware that it will increase from $300 to $375 online September 30, 2013 at 9 p.m. The discounted Lifetime membership that is only available to girls graduating from high school will increase to from $156 for 2012-13 graduates to $195 for 2013-14 graduates. Because of the discount graduating GS Ambassadors must use paper forms.

Family Registration is Here!
All Users Must Create a Login

  • Everyone is new in this improved system.
    • You must create a new login.
    • You may recycle your username and password or create a new one.
    • 2013 eBiz Upgrade Account Activation instructions for all Family Managers and Troop Leaders who will need to create a login after the upgrade: www.girlscoutsnorcal.org/newfamilylogin
  • Only adults 18 or over may have a login. Adults, such as a parent/guardian or Girl Scout 01-Troop Leader, may login to the system to manage a family and/or troop account.
  • Family Registration allows one parent/guardian to manage their family account. That person is called the Family Manager.
  • Family Managers and Troop Leaders may register their families and/or troops for membership and trainings. Check-out for your family and each troop is a separate payment.

FAQ - Frequently Asked Questions (Updated 8/13/13)

Online Membership Renewal

Online Troop Management

Online Membership Registration of New Members

Offline Membership Registration

General

ONLINE MEMBERSHIP RENEWAL

Who is able to renew online?

Girls and adults registered in 2012-13 who have a valid email address in the council's database. The new membership year begins October 1, 2013. Girls must be renewed by their Family Manager or Troop Leader. Only adults 18 or over may have a login.

What payment methods are accepted to renew an individual's membership online?

Credit and debit cards are accepted. Check, cash, cookie credit and financial aid require use of paper registration forms.

What are the benefits of online membership renewal for parents?

It's green. It's fast, easy and convenient. It provides accurate spelling and contact information.

What are the benefits of online membership renewal for troop leaders?

No collecting forms. No depositing money at the bank. No completing registration summaries and troop worksheets. No waiting to know who's registered. No entering girls' information in eBudde.

How do parents/guardians and adults renew memberships?

Parents/guardians of 2012-13 registered girls and registered adults go to www.girlscoutsnorcal.org/ebiz.

How does a lapsed adult member renew their membership after 10/1?

Adults previously registered with GSNorCal but not in 2012-13 may renew their Girl Scout membership online as well. Go to www.girlscoutsnorcal.org/ebiz.

I clicked on the link that was sent to activate my eBiz account and I received a "page not found" message. What do I do?

The link to activate your account is very long and some email clients break it to fit their character count. Please copy and paste both parts of the link, in order with no spaces, into your web browser. This will take you to the proper page to finish your online membership renewal.

If the link doesn't work, try again. As a security measure, the account activation email link expires after 4 hours. Then the member will have to re-start the process.

Is a separate logon required for each person?

No. One adult may manage registration for their family. They are called the Family Manager.

What can a Family Manager do when renewing a girl and/or adult registration?

  • Execute an existing membership renewal order in Personify.
  • Update demographic and contact information.
  • Make a donation to GSNorCal.
  • Pay for the membership and the donation.
  • Print a membership card for the current membership year.

Is a parent/guardian signature required for online membership renewal?

No. The Family Manager's online purchase of a Girl Scout membership replaces the need for a signature.

Back to Top

What happens if a girl wants to renew her membership but is transferring to another troop?

Renewals are existing orders in Personify so renewing and switching troops is a two-step process:

  1. A girl's parent/guardian purchases existing order online to renew membership with the existing troop on record
  2. The current or new troop leader initiates a troop transfer using the Troop Change form: www.girlscoutsnorcal.org/troopchangeform.

Transfers are made offline by council staff.

Is online membership registration available in Spanish?

Not at this time. Paper forms must be used to register in Spanish.

What types of transactions must be done offline (or back office) by Council staff in the online membership renewal environment?

Back to Top

ONLINE TROOP MANAGEMENT (My Troops)

What is online troop management?

Personify eBiz includes a page for leaders called "My Troops" 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.)
  • Print rosters.
  • 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 "My Troops" online?

Access to "My Troops" is only available to volunteer screened troop leaders with a 01 position code/volunteer role in the Personify database for a specific 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 all of her troops in the "My Troops" tab. Approval of position codes and troops in Online Registration are done offline by council staff.

How do I request a volunteer role/position with a troop?

Volunteer roles must be approved by Council staff. It is important that parent volunteers select 03 in order to show on the troop roster. Currently, we are only processing requests for 01 and 03 position codes.

To request a volunteer role/position with a troop or troops, adult members must answer "Yes" to the question "Are you a Girl Scout Volunteer?" during membership registration or renewal then fill-in the "Assign Roles (request form)."

After registration, an adult member may request positions by clicking on "MyName's Account" in the upper right corner. Then the member scrolls down to "How I Participate," clicking the "Add Volunteer Roles" link. In the "Self Report Positions" pop-up the adult member will select the Role, membership Year and search for the troop they will be Serving. After verifying the information, they click "Add." This may be repeated for multiple troops. Clicking "Update Involvement" will forward the requests to GSNorCal. To check on the status of a request contact adulteducation@girlscoutsnorcal.org.

Requests can also be made from the Troop Change Form: www.girlscoutsnorcal.org/troopchangeform.

Back to Top

What information can leaders see in the "My Troops" tab?

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 can see all orders for troop members.

Back to Top

Should troop leaders renew memberships using the "My Troops" tab?

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 the eBiz "My Troops" tab. Using "My Troops" to renew members is only available from the open date of online renewal through 9/29, 8:59 p.m.. (Personify is on east coast time.)

What happens to the "My Troops" roster after 9/30?

Girls/adults who have not renewed their membership for the new membership year disappear from the roster. The roster will only include registered members for the current membership year.

Should troop leaders use online troop management after 9/30 to renew lapsed members—prior year members who did not renew?

Do not use No. Adding previously registered girls/adults using "My Troops" after 9/30 will create duplicates in the database. The parent of these girls should login and register their daughter requesting placement with the troop number their leader provides. To make sure all girls and adults continuing in troops appear on the troop roster, troop leaders should enter members’ missing email addresses in "My Troops", email parents/adult members reminding them to renew by 9/30.

Back to Top

How do troop leaders use "My Troops" to register new members into existing troops?

In order to affiliate a new girl/adult with a troop, the "My Troops" may be used to register the new member.

"My Troops" "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 GSNorCal 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 GSNorCal, then an inter-council transfer must be executed. Send an email to ebizhelpdesk@girlscoutsnorcal.org to initiate this process.) Girls registered with GSNorCal prior to 2013-14 but not registered in 2013-14 should have their parent use eBiz Family Registration in order to avoid creating duplicate records; they may request a troop number during registration. Adults may register online with a specific troop by activating their online registration account, purchasing an adult membership, and requesting to be affiliated with a specific troop. 2013 eBiz Upgrade Account Activation Instructions. Or, they can register offline.

Below are the seven steps for completing the entire process:

  1. Troop leader distributes paper membership registration forms and Family Giving promo to parents of new girls joining the troop
  2. Parent completes a paper registration form and selects a family giving amount on the form
  3. Troop leader collects form and $15 cash/check plus family giving contribution
  4. Troop leader deposits GSUSA dues & family giving donation in troop bank account
  5. Troop leader, starting with adults, then girls, 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.
  6. 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

What should be done with documents collected and used for online membership registration using online troop management?

The troop leader keeps the documents—registration forms, emails, or roster with parent authorization—used for online registration using online troop management. The troop leader is responsible for blacking out credit card numbers on documents after they have been used for online registration. The documents must be kept in a secure location until the end of the annual membership year, which is September 30, and then shredded.

Back to Top

ONLINE REGISTRATION OF NEW MEMBERS

How do new girls and adults joining troops register online?

Online registration of new girls/adults into an existing troop or new troop may be done by the Troop Leader using "My Troops" or by the Family Manager who will request placement with a troop during the registration process.

Girls registered with GSNorCal prior to 2013-14 but not registered in 2013-14 may be registered by their Family Manager who should request a troop during the registration process. Lapsed adults, registered prior to 2013-14, may register online.

What are the benefits of online membership registration for troop leaders?

  • It’s faster and more cost effective than offline registration.
  • It increases the accuracy of data entry.
  • It generates a troop roster instantaneously.
  • It eliminates the need to complete a dues summary and a troop registration worksheet.
  • It generates membership cards instantaneously.
  • It’s more green than offline registration.

How do troop leaders use "My Troops" to register new members into existing troops?

In order to affiliate a girl/adult with a troop,"My Troops" must be used to register the new member. "My Troops" links: "Add Girl" and "Add Adult" are used to register new members into an existing troop. New girls/adults are defined as new girls/adults to GSNorCal 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 GSNorCal, then an inter-council transfer must be executed. Send an email to ebizhelpdesk@girlscoutsnorcal.org to initiate this process.) Girls registered with GSNorCal prior to 2013-14 but not registered in 2013-14 should have their Family Manager register them and request their troop in order to avoid creating duplicate records. Adults 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. Click here for instructions. Or, they can register offline.

Back to Top

What should be done with documents collected and used for online membership registration using online troop management?

The troop leader keeps the documents—registration forms, emails, or roster with parent authorization—used for online registration using online troop management. The troop leader is responsible for blacking out credit card numbers on documents after they have been used for online registration. The documents must be kept in a secure location until the end of the annual membership year, which is September 30, and then shredded.

 

OFFLINE MEMBERSHIP REGISTRATION

Which membership registrations cannot be done online?

  • Payment Type: Cookie Credit, Financial Aid
  • Troop Type: Troops without a bank account.
  • Membership Type: Graduating GS Ambassadors to Lifetime members--discounted rate only.

What is the process for offline membership registration?

The offline membership registration process consists of the following steps:

  1. Parent/Guardian or adult completes blank membership registration form.
  2. Troop leader collects forms and money.
  3. Troop leader completes dues summary and troop worksheet.
  4. Troop leader or Service Unit Registrar deposits cash and checks at a local Wells Fargo bank using the deposit slips provided by the council.
  5. Troop leader submits membership forms, dues summary, troop worksheet as well as the deposit slip and bank receipt if money was deposited at bank to the Service Unit Registrar.
  6. Service Unit Registrar prepares registration materials for submittal to local office.
  7. Service Unit Registrar sends materials to local office.

Back to Top

Where can I get paper registration forms for offline membership registration?

Paper 2013-14 membership registration forms are available at: www.girlscoutsnorcal.org/membershipforms

What types of transactions must be done offline (or back office) by Council staff in the online membership registration environment?

  • Lifetime memberships at the discounted rate--graduating GS Ambassadors only--must be processed by council staff and therefore require the use of paper membership registration forms.
  • Memberships paid for with cookie credit or financial aid must be processed by council staff and therefore require the use of paper membership registration forms.
  • Troop transfers must be done by Council staff. The Troop Change Form is used for this process: www.girlscoutsnorcal.org/troopchangeform.
  • Position code assignments must be done by Council staff. To request a position code/assignment with multiple troops, please use the Online Registration Self-Reporting Feature available during membership renewal and from My Account. For instructions on how to use this feature, please see the Online Registration Help Pages. Requests can also be made from the Troop Change Form: www.girlscoutsnorcal.org/troopchangeform.
  • Grade changes must be done by Council staff. The Troop Change form is used for this process: www.girlscoutsnorcal.org/troopchangeform.
  • School changes must be done by Council staff. The Troop Change form is used for this process: www.girlscoutsnorcal.org/troopchangeform.
  • Name changes must be done by Council staff, for example, spelling corrections, hyphenated names, new last names. Email ebizhelpdesk@girlscoutsnorcal.org.

Back to Top

GENERAL

What is Online Registration?

Online registraion is powered by Personify, an off-the-shelf Customer Relationship Management (CRM) system hosted, maintained, and supported by TMA Resources, Inc. that has been configured by GSUSA and councils for Girl Scout use. TMA, the vendor, set up a virtual portal for Girl Scouts. In this virtual portal, the templates and functionality are shared but the data is specific to each council. The primary advantage of using a virtual portal is enhancements, bug fixes, and other code changes need only to be deployed once, allowing for faster, more frequent and less costly patches. The primary disadvantage is that the level of customization is limited.

Which browsers work with Online Registration?

Internet Explorer, FireFox, Safari and Chrome are supported browsers.

Why does Online Registration refer to members as customers rather than as members?

All girls and adults (volunteers, parents/guardians, emergency contacts) who have records in our database are customers. Only those who purchase a Girl Scout membership are members. In other words, Girl Scout members are a subset of customers.

What do I do if I made an Online Registration purchase in error?

Refunds will be given for requests received in writing within 10 business days of the online transaction error. Requests should be emailed to eBizhelpdesk@girlscoutsnorcal.org.

What security measures are in place for online transactions using Online Registration?

The safety and security of your online experience is of the utmost concern to us. We ensure the appropriate physical, electronic, and managerial procedures are in place to safeguard and help prevent unauthorized access, maintain data security, and correctly use the information we collect online.

Protecting the safety of your credit card information is also important to us. We use Secure Sockets Layer (SSL) technology to protect the security of your credit card information as it is transmitted to us. SSL is the industry standard in Internet encryption technology, which is a highly sophisticated method of scrambling data as it travels from your computer to our Web site servers. We also encrypt your credit card number when we store your order and whenever we transfer that information to participating merchants.

To make sure you are accessing our secure server before you submit personal financial information, look at the lower left-hand corner of your browser. If you see an unbroken key or a closed lock (depending upon your browser), then SSL is active. To double-check for security, look at the URL or Address line of your browser. If you have accessed a secure server, the first characters of the address in that line should change from "http" to "https."

It is important for you to protect against unauthorized access to your password and to your computer. Be sure to sign off when finished using a shared computer.

Back to Top

When is Online Registration not available?

Online Registration will be down for normal maintenance 9 p.m., Saturday - 3 a.m., Sunday, this may cause downtime or slowness.

What are the benefits of Online Registration for Service Units?

One of the benefits of online registration is that the database is updated daily; there is only a one-day delay between when a parent registers and when the data is available. All memberships purchased online (by a parent or a troop leader) on Monday, for example, can be viewed by troop leaders in "My Troops" and accessed through reports on Tuesday. Therefore, everyone will have access to more timely information.

To make sure Service Unit Team members have the information they need to perform their volunteer roles, staff will email reports (PDF and Excel versions) that contain the data needed. Service Unit Team volunteers are encouraged to contact their CDD to identify the reports they need and develop a schedule for automated delivery the reports.

Why don't Service Unit Team members have remote access to the database?

When we transitioned to Personify, we no longer could give volunteers remote access to the database due to security and cost concerns. This was a difficult decision to make because we did not want to take away access that had previously been given to volunteers. This was an easy decision to make because we know members expect their information to be accessible by only those who have a business need to know. We cannot provide this level of security with Personify.

How are the emails in the database used?

Troops will be able to communicate with parents via email through "My Troops." Service Units and the Council will be able to communicate important information to parents via email through Excel file exports.

Back to Top