Frequently Asked Questions eregistration System

Transcription

1 Frequently Asked Questions eregistration System Logging In/Account Activation How are online accounts created in the eregistration system? The pre-existing processes that activated accounts for existing customers and created logins for new customers have merged into one process. In the new system, all customers without a login or who have not activated their account choose New Online Account on the home page to create a web account. After selecting this option, the system prompts the customer to supply the following required information: Name Address Date of Birth Gender What are the three types of adult customers that can use the new online registration site? Only adults over the age of 18 are permitted to use the new online registration site. The three types of adults who can log in are as follows: a. Family Managers Family Managers are adult customers with a Guardian 1 relationship to one or more children in Personify. Family Managers also can be related to Guardian 2 family members and other adult family members as well. Family Managers manage registration activities for all members of their families under a single login. b. Troop Leaders- Troop Leaders are adult volunteers with a position of 01 in one or more troops. Troop Leaders manage registration activities for all of their troop members with a single login. c. Individuals Individuals are adult customers who manage registration activities for themselves online. They are able to update their customer information, register for activities and register as members online. Girls cannot log in to the new online registration site. Family Managers and/or Troop Leaders must manage all registration activities for girls. My old login isn t working what do I do? With this new updated version of our eregistration all pre-existing online account logins and passwords were deleted from the database. All customers will have to reactivate their accounts. I received an error message when trying to create a web account: Customers 18 years of age and older are permitted to access this site. Children under the age of 18 are no longer able to use the online registration site. Under the new registration model, only adults over the age of 18 can create web accounts and log in. The system checks two parameters to determine if a customer is an adult: Birth Date Birth Date is a required field in the new online system and, in conjunction with the Customer Class field, determines whether customers can be granted web access. Customer Class A customer must be classified as an Adult and be over 18 to be granted web access. Graduating seniors must fulfill both criteria in order to log in. Be sure to update the Customer Class for graduating seniors to Adult once they are 18 years of age in order to grant them web access.

2 When creating my account, I received an error message stating a non-usps validated address. What do I do? If you receive this message when creating or updating your account, please contact our Help Desk at or helpdesk@girlscouts-gsci.org for assistance. We will need to verify your address and then correct this error. When trying to create my web account, I received an error message stating We have found you in our system but in order to continue please contact us. If you receive this message when creating or updating your account, please contact our Help Desk at or helpdesk@girlscouts-gsci.org for assistance. This error message is given under two conditions: You do not have an address on file, or the address in our system does not match the entered online. A duplicate customer record exists for you in our system. I forgot my username and/or password. What do I do? You are able to retrieve your username or reset your password online by clicking the Username? or Password? links in the Current Member Login box. You will be able to retrieve or reset your username or password independently by supplying your name and answer to the Hint question. If you have forgotten the answer to the Hint question, you will need to contact the Help Desk at or helpdesk@girlscouts-gsci.org for assistance. After trying to create an online account, I received an error message stating We have found you in our system. Please login with your username and password. If you receive this error message you already have an existing web account in our system. You may use the Username? or Password? links in the Current Member Login box. You will be able to retrieve or reset your username or password independently by supplying your name and answer to the Hint question. If you have forgotten the answer to the Hint question, you will need to contact the Help Desk at or helpdesk@girlscouts-gsci.org for assistance. Family Management What can Family Managers do? Girl Scouts has moved to a family-centered model of registration. Only adults are permitted to login to this system, and adults identified as Family Managers are able to manage their whole family with a single login. Family Managers can perform the following tasks online: Register family members as Girl Scout members. Print membership cards for family members. View customer information on file for family members and edit their contact information. Register family members for activities. View all family member activities under Family Events. These include any meetings family members have been registered for either online or in the a paper registration. See all orders placed by the Family Manager under Family Order History. This list includes orders placed by the Family Manager online, or paper registrations where the Family Manager is the Bill-to Customer on the order.

3 I am the Family Manager, however I do not see my family online. A Family Manager should be able to view her family members under My Family. By definition, an adult is a Family Manager if she is the Guardian 1 to a Child customer in our system. Family Managers also share in a variety of other relationships to manage registration activities for other family members online. Below we outline the kinds of relationships customers must have to Family Managers to be part of families online. Family Member Relationship to Family Manager in Personify Child of the Family Manager Child Guardian 1 Other guardian of the Family Manager s child (i.e. Guardian 2) Other adult family member who the Family Manager wants to manage Associated Guardian 2 Adult Family Member Family Manager s Reciprocal Relationship in Personify Family Manager Family Manager If family members are missing from a family, it is because customers are not linked to the Family Manager with the necessary relationships above. I am a Family Manager but some of my family members are not listed under My Family and I would like to add them. The course of action that must be taken will vary based on whether the family member is a new or existing customer: If the missing family member is a new customer in our system, the Family Manager can add the missing family member online from My Family by clicking the Add a Family Member link. Please note that all family relationships created online do not have an end date attached to them. Please note that the Family Manager must be related to at least one customer in order for the My Family menu to show. If the Family Manager current has no family relationships, he or she must add the family member from his/her account page. If the missing family member is an existing customer in our system, you will have to add the relationship for the Family Manager in our system. This is a security precaution so that Family Managers only manage customers that are part of their family. Follow the steps below to add Family relationships to existing customers in Personify. Please note that all family relationships are visible online as soon as the records are saved in our system. To Add a Child to a Family Manager: a. Open the Family Manager s customer record in Personify. b. Go to Relationships View All Relationships in the task pane. c. Click Add. d. Under This Customer choose a Relationship Type of Family and a Relationship of Guardian 1. Under Is Related to This Customer click the Related Customer link and search for the child customer. e. After choosing the child customer, choose a Relationship Type of Family and a Relationship of Child. f. Click Save

4 To Add a Guardian 2 to a Family: a. Open the Family Manager s customer record in Personify. b. Go to Relationships View All Relationships in the task pane. c. Click Add. d. Under This Customer choose a Relationship Type of Family and a Relationship of Family Manager. e. Under Is Related to This Customer click the Related Customer link and search for the Guardian 2. f. After choosing the Guardian 2, choose a Relationship Type of Family and a Relationship of Associated Guardian 2. g. Click Save. To Add Another Adult Family Member to a Family: a. Open the Family Manager s customer record in Personify. b. Go to Relationships View All Relationships in the task pane. c. Click Add. d. Under This Customer choose a Relationship Type of Family and a Relationship of Family Manager. e. Under Is Related to This Customer click the Related Customer link and search for the adult family member. f. After choosing the adult family member, choose a Relationship Type of Family and a Relationship of Adult Family Member. g. Click Save. Which family relationships were created systematically as part of the new system? All pre-existing Guardian 1 Child relationships will remain intact, enabling Guardian 1 s to manage their children online. GSUSA systematically added the Associated Guardian 2 Family Manager relationship for all pre-existing Guardian 2 s in the database. Therefore, when a Guardian 1 logs into the new system, she should be able to manage her children as well as the Guardian 2 on her children s customer records. Please note that all systematically created relationships do not have an end-date attached to them. What is a Guardian1-Web Child relationship? How is it created? The Guardian1-Web relationship is a product of Troop Leader registration. Please see the Troop Management section of this guide for a definition of this relationship. As the Family Manager I try to add a family member to my family and receive an error that the customer already exists in our system. Please contact your local Girl Scout council. If you receive this message when creating or updating your account, please contact our Help Desk at or helpdesk@girlscouts-gsci.org for assistance. How does a Family Manager register family members as members? Family Managers initialize the membership wizard from their Family Roster. From the Family Roster, instruct the customer to select the boxes next to the family members she wants to register. Then from the I want to drop-down box, instruct the customer to choose Purchase Girl Scouts Membership(s) and click Go. The membership registration wizard will guide the Family Manager through the remainder of the registration process.

5 All customers are reregistered to their current troop. If a customer would like to renew to a different troop, the Family Manager/Troop Leader or parent should the Help Desk at or helpdesk@girlscouts-gsci.org for assistance. How does a Family Manager print membership cards for family members? From the Family Roster, the Family Manager can select the boxes next to the family members for whom she wants to print membership cards. Then from the I want to drop-down box, the Family Manager should choose Print membership cards and click Go. A pop-up will display with the membership cards. From the pop-up, the Family Manager should click the Print button to print the cards. As a Family Manager why am I being prompted to provide birth dates and addresses for my family members upon logging in. Birth dates and addresses are required fields in the new online system. The Family Manager will need to supply this information on behalf of her family members if it is missing. I have received an error message when trying to manage my daughter s record: There s currently another adult who is managing this family account online. This error is received when a Guardian 2 attempts to manage a child listed on his or her account page. Guardian 2 s are not Family Managers and do not have rights to manage family member records. Troop Management Who has rights to the My Troops menu? Girl Scout volunteers that have successfully completed the volunteer 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.

6 What can troop leaders do from My Troops? Troop Leaders are able to register current troop members as members for next year and keep member information up-to-date. Leaders can 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, if your council has turned on this ability. 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. As a troop leader I cannot see one or more of my 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 you are not the 01 Leader/Advisor or do not have an Active status, please contact your Membership Specialist or the Help Desk at or helpdesk@girlscouts-gsci.org for assistance. As a leader, how do I reregister troop members as members? From the Troop Roster, leaders should select the boxes next to the members they want to reregister. Then from the I want to drop-down box, they should choose Purchase Girl Scouts Membership(s) and click Go. The membership registration wizard launches and will guide them through the registration process.

7 As a troop leader how do I print membership cards for troop members? From the Troop Roster, the leader should select the boxes next to the members for whom she wants to print membership cards. Then from the I want to drop-down box, she should choose Print membership cards and click Go. A pop-up displays with membership cards to print. From the pop-up, she should 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. As a troop leader how I do send an to troop members from the new system? From the Troop Roster, the leader should select the boxes next to the members she wants to . If the leader would like an receipt of the message, she should select her record as well so that her address is added to the Bcc field. Then from the I want to drop-down box, she should choose Send to Members and click Go. The Send page opens. After entering a subject and message, she should click Send to send the message. An will be sent to the selected members of her 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. As a leader all my girl member(s) in my troop are not on the troop roster online. You first must determine if the member is already registered for the year in question. You must determine if she is an active member. If you know she is an registered member for the year, please contact the Help Desk at or helpdesk@girlscouts-gsci.org for assistance. If the member has not yet registered, please encourage the parent or guardian of the girl to register her online under My Family. During the registration process, parents are now asked in the Get Involved step How will you be participating in Girl Scouts? If the customer chooses Troop she can supply the desired troop number for the girl. This field is for informational purposes and does not place the girl in the troop. Once the girl is registered online and she indicates a troop number, then the council will review this and take appropriate steps to get her in the troop indicated.

8 How is troop meeting information managed 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. 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.

9 Any edits made to the troop meeting information updates the existing record on file for the membership year. As a leader how do I update a girl s school or school grade online? The change in a girl s school or grade needs to be done at the council. Please contact the Help Desk at or helpdesk@girlscouts-gsci.org for assistance. Registering for Activities, Events & Camp How do I search for activities online? Customers use the search box to search for activities online (see below). Searches return meeting products or packages with an Invoice Description, Brief Description or Long Description containing any of the words entered in the Search box. Instead of using the search box, customers can click Activities in the tool bar to launch the Activities page, and then locate meetings using the Refine your results panel.

10 The Refine your results panel allows customers to find products: In a certain Category. Categories are the Product Classes and Product Subclasses associated with meeting products in Personify. For example, you can quickly find all active Day Camps with a single click. In a certain Geographic Location. Geographic Locations are defined in Personify and associated with meeting products in the product setup. Many councils make Geographic Locations equivalent to counties so that customers can quickly find activities in close proximity to them. Beginning on a Date within a specified date range. Intended for girls in a certain School Grade. School grades are associated with meeting products in the product setup. The grades associated with a product in the Refine your results panel are not grade restrictions but rather grade recommendations. Customers also can initially search using the search box and then filter results further using the Refine your results panel. In the search results, customers see a short description of the activity as well as the number of spots available. Once customers locate the activity they want, they select it and then choose Register Now. Customers then have the option to register family members, troop members or simply themselves depending on the type of customer they are. How many shopping carts exist in the eregistration system? If a customer is both a Family Manager and a Troop Leader, they will work with at least two Shopping Carts. (For leaders of multiple troops, each troop will have its own Shopping Cart.) This allows Troop Leaders to use separate troop debit cards to pay for troop member activities.

11 When a Family Manager/Troop Leader registers people for an activity, she can choose people from her Family Roster and Troop Roster. In the example below, the Family Manager has selected people from both lists. Please note that a name that displays in both lists can only be selected once. Upon clicking Continue, the family members selected will go into the My Family Shopping Cart, while the troop members selected will go to the troop Shopping Cart. The Family Manager will then have to check out the family members and troop members in two separate transactions. Customers cannot check out multiple carts in a single transaction. What is the Save for Later option? A customer may want to check out of the Shopping Cart but has items in the cart that she is not ready to purchase at that time. The customer can choose the Save for Later option in the Shopping Cart and then re-add them to their cart at a later time. Please note that only meeting products and packages can be Saved for Later and that membership products and donations are excluded from this feature. Also, please note that the system will not reserve spaces in programs if customers have them Saved for Later. In other words, program capacities are unaffected by this action.

12 Once a product has been saved, it displays in a Save for Later section below the Shopping Cart. Customers simply need to click Move to cart to move a product back to the Shopping Cart. If a program registration is in a customer s Shopping Cart, has the customer reserved a spot in the program? No. Customers are registered to the program after payment has been processed. Registrations in Shopping Carts do not affect program capacities. What prerequisites may prevent a customer from registering for an activity? When a Family Manager or Troop Leader attempts to register affiliates for an activity, she may see that some of her family members/troop members do not meet the prerequisites for a meeting. In the example below, we see that the activity is a girl-only program and that adult family members/troop members are not eligible.

13 There are a variety of factors that may prevent customers from being registered for a meeting. In cases where a restriction exists, the Prerequisites not met symbol will display next to the customer s name in the Select Registrants screen. We describe each possible restriction below: Grade Restriction If a meeting has grade restrictions, then adults and girls outside of the accepted grade levels are not eligible. Member s Only event If a meeting is flagged as Member s Only, then non-members are not eligible. Did not attend prerequisite event If a meeting has prerequisites defined in the product setup and the registrant did not attend these prerequisite meetings, then she will not be eligible. Capacity If capacity has been met, then registrants will not be eligible. Age Restriction For girl-only events, adults will not be eligible. For adult-only events, girls will not be eligible. Age restrictions are not based on birth date, but rater on Customer Class. Family Managers and Registering for Activities, Events, & Camp How do Family Managers register family members for activities? Family Managers, like all other online customers, begin activity registration by searching for the activity. All customers initiate a search using the search box in the toolbar. Searches return meeting products or packages with an Invoice Description, Brief Description or Long Description that contains any of the words entered in the Search box. Instead of using the search box, Family Managers can click Activities in the tool bar to launch the Activities page and then choose filtering options in the Refine your results panel to find an activity. Customers also can initially search using the search box and then filter results further using the Refine your results panel. Once the Family Manager locates the activity they want, they can select it in the list and then click Register Now. After clicking Register Now, Family Managers select the family members they want to register and then Continue to their Shopping Cart. After checking out of their Family Shopping Cart, the family members will be registered for the activity.

14 What is the difference between Family Events and Family Order History? From My Family a Family Manager will see links for Family Events and Family Order History : Family Order History The Family Order History Page lists orders placed by the Family Manager online for members of her family. Family Events The Family Events page lists all family member activities, regardless of who completed the registration. Where will a Family Manager see that one of her family members is on the wait list for an activity? Family Managers will see that a registrant is on the waitlist on the Family Order History page (if the Family Manager placed the order) and on the Family Events page. If capacity opens and the registrant is placed in the meeting, then the Waitlist status will disappear from both pages online. Please note that the registrant will not receive an auto notification when placed in the session. A Family Manager contacts the council and says that an event is missing on her Family Events page. Cancelled registrations do not display on the Family Events page, although they will display on the Family Order History page provided that the Family Manager completed the registration herself. Who are the Ship-to and Bill-to customers on meeting registrations processed by Family Managers online? If a Family Manager completes an activity registration for a family member, the order in Personify reflects the following Ship-to and Bill-to customers: Bill-to Customer The Bill-to Customer is the Family Manager, as she paid for the registration. Ship-to Customer The overall Ship-to Customer on the order is the registrant - in other words, the customer the Family Manager registered for the activity. Line-Level Ship-to Customer The Ship-to Customer on the order line (i.e. registration) is the registrant - in other words, the customer the Family Manager registered for the activity. Troop Management and Registering for Activities, Events & Camp How does a Troop Leader register troop members for activities? Troop Leaders, like all other online customers, begin activity registration by searching for the activity. Troop Leaders initiate a search using the search box in the toolbar. Searches return meeting products or packages with an Invoice Description, Brief Description or Long Description containing any of the words entered in the Search box.

15 Instead of using the search box, leaders can click Activities in the tool bar to launch the Activities page. From here, leaders can choose filtering options in the Refine your results panel to find an activity. Customers also initially can search using the search box and then filter results further using the Refine your results panel. Once the Troop Leader locates the activity she wants, she selects it in the list, and then clicks Register Now. After clicking Register Now, Troop Leaders select the troop members they want to register and then Continue to their Shopping Cart. If the leader is also the Family Manager, the leader must choose the Troop Shopping Cart to check out registrations for the troop. What is the difference between the Troop Events and Troop Order History pages? From My Troops a Troop Leader will see links for Troop Events and Troop Order History : Troop Order History The Troop Order History Page lists orders placed by the Troop Leader for members of her troop. Troop Events The Troop Events page lists all troop member activities, regardless of who completed the registration. Who are the Ship-to and Bill-to customers on meeting registrations placed online by leaders on behalf of troop members? If a Troop Leader completes an activity registration for a troop member, the order in Personify reflects the following Ship-to and Bill-to customers: Bill-to Customer The Bill-to-Customer is the Troop. Ship-to Customer The overall Ship-to-Customer on the order is the Troop. Line-Level Ship-to-Customer - The Ship-to Customer on the order line (i.e. registration) is the troop member - in other words, the customer the Troop Leader registered for the activity. A co-leader asks whether orders placed by both leaders display on the Troop Order History page. Yes. Orders placed by either 01 online display in the Troop Order History page. That is because the Troop is the Bill-to Customer on the registration, not the leader herself. Where will a leader see that one of her troop members is on the wait list for an activity? Leaders will see that a registrant is on the waitlist on the Troop Order History page (if the leader placed the order) and on the Troops Events page. If capacity opens and the registrant is placed in the meeting, then the Waitlist status will disappear from both pages online. Please note that the registrant will not receive an auto notification when placed in the session.

16 Can Troop Leaders register troop members for events that have a payment schedule? Troop Leaders are unable to register troop members for activities that have a payment schedule. Troop Leaders, however, can pay order balances online for their troop members.