Troop Management by Girl Scouts of Colorado

Troop Management How To Guide This guide will walk you thorough all the different functions and uses of the Troop Management tool. The Tool is available to all approved 01 leaders of the troop. To access your Troop Management follow the steps below. Step 1—Go to https://gsusa.ebiz.uapps.net/vp/default.aspx?pid=23

Need Help? Click on “Contact Us” to find the information on how to reach our Customer Support Department. This menu will appear on every page.

Step 2—On the left side enter in your username and password to access your account.

Step 3—Click on Troop Management from the left side menu.

Features of Troop Management Overview If you are the 01 of more than one troop you can use this drop down to switch between all your troops.

Update your troop meeting information. See page 3 Things you can do with your roster.  Print a roster see pg 4  Email your members see pg 5  Renew your members for the next membership year see pg 19

Use the Add buttons to add in NEW members only if you wish to purchase their membership. For adding girls see page 6 For adding adults see page 11

**Remember members can only be renewed starting when Early Bird opens and must be done before Sept 29th. On Sept 30th Troop Management will be unavailable for renewals as GSUSA transitions the system to the next membership year

By clicking on a member’s name it opens their account information. From there you can:  Print Membership Cards see pg 16  Edit a person address see pg 16  Add, Edit, or delete communication methods such as phone numbers and emails. See pg 17  In a girls account you can update guardian and emergency contact information. See pg 18

If you have a large troop then you will have more than one page for your roster online.

If you have a new adult such as a co-leader or committee member in your troop they will have two lines on your roster. The pending will become active once all their paperwork is in and the Manager approves that position. The 14 will then drop off. If they held that position the last year contact Customer Support to get them updated.

How to use the Features of Troop Management Update Meeting Information Step 1—Click on the Meeting Information link.

Step 2—Update the information and hit “Save Changes”.

Step 3—You will get the green check mark at the top letting you know the update was successful. To get back to troop management click on the link from the menu.

How to use the Features of Troop Management Print a Roster: Step 1—Select the girls by clicking the box next to their name. To select all click the box in the gray area at the top of the list.

Step 2—From the Action drop down above choose “Print Roster”.

Step 3—It will take you to the page listing your printable roster click on print roster from the right

Step 4—Choose your printer and print.

How to use the Features of Troop Management Send an email: Step 1—Select the girls by clicking the box next to their names. To select all, click the box in the gray area at the top of the list.

Step 2—From the Action drop down above choose “Send Email”.

Step 3—When you select the girls their emails will auto-populate in the BCC line. It will also automatically populate the From as the email listed in your profile. Type in a subject, and your message then send. Since you are not sending this from your email account you will not have a record in your sent folder. If you need a copy, it is recommended you send it to yourself as well.

How to use the Features of Troop Management Adding NEW Members: GIRL The “Add Girl” and “Add Adult” buttons are only for adding brand NEW Girl Scouts if you wish to purchase their memberships. If you are missing members or need to renew a previous member, even if they are from a different troop, please use the contact tab on the left to email or call our local Customer Support team for assistance.

Step 1—Click on the “Add Girl” button

Step 2—Fill out the profile for the person you are registering. Then click on “Create Profile”. A couple of helpful hints:  Everything in Bold with an * is required. 

Our system uses the US Postal Service to verify addresses. If you get an error double check the way it is entered.



When entering the phone number do not add any spaces or symbols between the numbers. An area code is required.



If the girl is under 13 years of age or does not have an email address use a parents email.

Demographic information such as Race and Ethnicity helps us to seek funding from foundations, corporation and individuals and enables us to expand our programming and camp opportunities for our Girl Scouts! All information you provide is used in aggregate.

How to use the Features of Troop Management Adding NEW Members: GIRL Continued Step 3—Once you put in all the information and create profile it will ask you select a product for the person you are registering. Select the appropriate product based on whom you are registering and the year you are registering them for. From the time Early Bird starts until Sept 29th you will have both the current and future membership products to choose from.

Step 4—Once you click on the product it will take you to a page with more detail click on “Add to Cart”.

Step 5—The next step is to complete the Membership Profile. It will fill in the top part with the information you previously entered when creating the profile. Start with the School and Participation Information. When you click on the School Field it will bring up a search window for you to type in the school name. To search you must click on the search button; hitting enter after typing the school name will not work. If you can not find the school try searching by the first few letters or use “Other”.

How to use the Features of Troop Management Adding NEW Members: GIRL Continued Step 6—Guardian Information Remember fields labeled in bold with a * are required to continue. “In Custodial Care of” is a drop down box. If you select “Both” then you will need to fill in information for both Guardians. If you select either “Mother Only” or “Father Only” then you only need to fill in Guardian-1 Information.

If adding a second guardian you can use this to copy the address from above or you can enter a different address.

Demographic information such as Household Income helps us to seek funding from foundations, corporation and individuals and enables us to expand our programming and camp opportunities for our Girl Scouts! All information you provide is used in aggregate.

How to use the Features of Troop Management Adding NEW Members: GIRL Continued If you are adding only one NEW member please proceed to step 7a If you are adding multiple NEW members to the same troop and would like to do so with one transaction please proceed to step 7b

Step 7a—Click on “Save & Continue to Shopping Cart” to check out and purchase the membership for just this person. If you have more NEW members to add use step 7b.

Once you click on the check out option it will take you to your shopping cart where you can see each person for whom you are purchasing a membership. Each person will be listed with the product you are purchasing for them.

Step 8—Click on “Check Out”.

Step 7b—Click on “Save & Continue to Troop Hub” if you have more NEW members to add to your troop. Repeat Steps 1-6 & 7b until you have everyone added then proceed to step 7a to check out.

How to use the Features of Troop Management Adding NEW Members: GIRL Continued

Step 9—PaymentThis page will also list the orders you are purchasing. Enter in your credit card information. Process Payment.

After the payment is processed it will give you a receipt. You can print this for your records. Step 10—Next go back to your troop management by clicking the “Troop Management” link from the left side menu.

You will see that each person you registered now has two positions or lines in your roster. The “Girl Member” one is from the actual purchase and will stay on your troop roster until the end of the membership year. The “UNPAID” is from when you created a profile for her and will drop off after 24 hours.

How to use the Features of Troop Management Adding NEW Members: Adult The “Add Girl” and “Add Adult” buttons are only for adding brand NEW Girl Scouts if you wish to purchase their memberships. If you are missing members or need to renew a previous member, even if they are from a different troop, please use the contact tab on the left to email or call our local Customer Support team for assistance.

Step 1—Click on the “Add Adult”

Step 2—Fill out the profile for the person you are registering. Then click on “Create Profile”. A couple of helpful hints:  Everything in Bold with an * is required 

Our system uses the US Postal Service to verify addresses. If you get an error double check the way it is entered.



When entering the phone number do not add any spaces or symbols between the numbers. Area code is required.

How to use the Features of Troop Management Adding NEW Members: Adult Continued Step 3—Once you put in all the information and create profile it will ask you select a product for the person you are registering. Select the appropriate product based on whom you are registering and the year you are registering them for. From the time Early Bird starts until Sept 29th you will have both the current and future membership products to choose from.

Step 4—Once you click on the product it will take you to a page with more detail click on “Add to Cart”.

How to use the Features of Troop Management Adding NEW Members: Adult Continued Step 5—Complete the Profile. It will fill in the top part with the information you previously entered when creating the profile.

Start with the number of years as an Member.

Add positions for each troop you will be participating with. When you click on the box it will open a search window.

Demographic information such as Employer and Household Income helps us to seek funding from foundations, corporation and individuals and enables us to expand our programming and camp opportunities for our Girl Scouts! All information you provide is used in aggregate.

Once you have filled in each field click “Add Position”. If participating with more than one troop continue to add positions. *Each person can only have one position with each troop. Pick the position with the lowest number, Ie: if you are the leader (01) and cookie person (03) choose 01.

Click on Search and select the correct troop number. Remember when searching for your troop number all troop numbers have five digits.

How to use the Features of Troop Management Adding NEW Members: Adult Continued If you are adding only one NEW member please proceed to step 7a If you are adding multiple NEW members to the same troop and would like to do so with one transaction please proceed to step 7b

Step 7a—Click on “Save & Continue to Shopping Cart” to check out and purchase the membership for just this person. If you have more NEW members to add use step 7b.

Step 7b—Click on “Save & Continue to Troop Hub” if you have more NEW members to add to your troop. Repeat Steps 1-6 & 7b until you have everyone added then proceed to step 7a to check out. Step 8—Once you click on the check out option it will take you to your shopping cart where you can see each person for whom you are purchasing a membership. Each person will be listed with the product you are

Click on “Check Out”.

Step 9—PaymentThis page will also list the orders you are purchasing. Enter in your credit card information. Process Payment.

How to use the Features of Troop Management Adding NEW Members: Adult Continued After the payment is processed it will give you a receipt. You can print this for your records. Step 10—Next go back to your troop management by clicking on the link from the menu.

You will see that each Adult you registered now has two positions or lines in your roster. The “14—Member” position will be removed once the self appointed position is active and approved. The “UNPAID” is from when you created a profile and will drop off after 24 hours.

How to use the Features of Troop Management Print a Membership Card Print a membership card for the current year. If you have already registered for the next year the card will update on October 1st when we start the new membership year.

Step 1—Click on Print Membership Card. Step2—A window will open with your membership card click on print again .

Edit Address Please do not add a new address. Our system uses the US Postal Service to validate addresses. If you are having issues please use the contact tab to contact us for assistance.

Step 1—Click on Edit in the Address window. Step2—Update information as necessary.

Step3—Save

How to use the Features of Troop Management Update Contact Information From your account you can add, edit and delete communication methods such as phone numbers and emails. To add a new communication method such as an email or phone number Step 1— Click on “Add new communication method”.

Step 2—Choose the Communication type Step 3—Add in the email or phone number. Then hit “Save”.

To edit a communication method such as an email or phone number Step 1—Click “edit” next to the one you want to update.

Step 2—Make your changes then hit “Save”.

To delete a communication method such as an email or phone number Step 1—Click “delete” next to the one you want to remove. Step 2—Select “ok” to delete.

How to use the Features of Troop Management Guardian Information Guardians can be added if the information below is blank. If you need to remove or change a guardian you must contact Customer Support for assistance. Our information is on the contact tab on the left menu.

If the girl has more then one address you can add the second address to the appropriate guardian in this section.

Demographic information such as Employer helps us to seek funding from foundations, corporation and individuals and enables us to expand our programming and camp opportunities for our Girl Scouts! All information you provide is used in aggregate.

If adding a second guardian you can use this to copy the address from above or you can enter a different address.

A phone number is required if you are entering a second guardian, even though it is not bold.

Remember to click update when you change any information in the Guardian Info Section.

How to use the Features of Troop Management Renewing Your Troop Members Memberships Online You can use Troop Management to renew your current troop members for the next membership year. **This must be done before September 29th** On September 30th Troop Management will be unavailable as GSUSA transitions the system to the new membership year.

Step 1—Select the girls by clicking the box next to their names. To select all, click the box in the gray area at the top of the list.

Step 2—From the Action drop down above choose “Renew”.

Step 3—Each person will have either a red ADD or green EDIT button at the end of the order line. Those with a green EDIT button are already updated with all the required information Those with a red ADD button are missing required information that needs to be completed before you can check out. Click on the red ADD button to update the missing information. Once you update the missing information it will take you back to the shopping cart where you can update other members. Once everyone is updated and all have the green EDIT at the end you can enter your credit card and check out.

How to use the Features of Troop Management Renewing Your Troop Members Memberships Online Continued Step 4—Verify and update any information as necessary Remember fields labeled in bold with a * are required to continue.

Demographic information such as Household Income, Employer, Race and Ethnicity helps us to seek funding from foundations, corporation and individuals and enables us to expand our programming and camp opportunities for our Girl Scouts! All information you provide is used in aggregate.

“In Custodial Care of” is a drop down box. If you select “Both” then you will need to fill in information for both Guardians. If you select either “Mother Only” or “Father Only” then you only need to fill in Guardian-1 Information.

If adding a second guardian you can use this to copy the address from above or you can enter a different address.

Once you are done click on “Save” to return to the shopping cart.

How to use the Features of Troop Management Renewing Your Troop Members Memberships Online Continued

Step 5—Once each order has the green EDIT button at the end you are ready to check out. Enter in your credit card information and click on “Process Payment”

Once the payment is processed it will give you an order summary that you can print for troop records.

Back in Troop Management you will see that everyone you renewed now has two lines. One for the current year and one for the next membership year. The current year membership will drop off once the next year begins on October 1st.