1/8/2020

1

2020 Cookie Technology New Volunteer Training

January 2020

We will answer as many of your questions as possible today.

TEXT608.620.4062or

EMAILegans@gsbadgerland.org

Use Subject Line: Cookie Question

Ask YourCookie Questions

We’ll Try to Answer All Your Questions Today

1/8/2020

2

Dedicated Council staff ready to answer your cookie program questions and ABC Smartcookie questions.

If Customer Care can’t answer your question, it will be given to the Product Sales team unless it is more of an ABC Bakers issue, then you’ll be directed to their help desk.

Monday – Friday

8:30 am – 5 pm

WI - Badgerland Customer Care

800-236-2710

info@gsbadgerland.org

Cookie Questions throughout the season?

ABC has an always-on team of support staff for all of your needs. No matter which phase of the sale you and your team are in, we have experts who are ready to guide you through it all.

ABC Bakers Customer Support – 3 Help Desks

Direct Ship Help Desk for cookie customers

Girl Scout Cookie Help Desk for ABC cookie product questions

Dedicated Smart Cookies Help Desk for volunteers

1

1-800-853-3730

ABCtech@westonfoods.com

2

3

Navigating Resources in Smart Cookies Icons along top right:• Link to Facebook Volunteer Page• Instagram• Flickr Art Gallery• YouTube ABC Bakers Channel• Help Desk Contact Information

Tips and Tools Menu:• Before, During and After the Sale

sections, containing links to Rally Guide and other downloadable content

Resources Tab:• Links to printable materials and

also connects Volunteers to YouTube learning channel and Flickr images

1/8/2020

3

Flickr

Create your own flyers

with all of the available

cookie season clip art.

COOKIE PROGRAM RESOURCES

abcsmartcookies.com

In addition to resources, the new “tips and tools”

section has everything you need before, during and

after the sale.

Help Desk Support Phone 1-800-853-3730 or

Email ABCtech@westonfoods.com

You Tube Channel

Learn more about Smart Cookies with online tutorial

videos.

abcbakers.com

• Public site

• General Cookie Info• Recipes • Cookie Nutritional

Information• Link to Smart Cookies Login• FAQ’s

Smart Cookies for Girls

Our Smart Cookie platform is a business center making every step of the cookie program fast, easy and FUN! Create a profile to:

Set cookie goals and monitor progress

Take cookie orders

Track customer orders for hand delivery

View Rewards and Achievements

Upload video introductions

Add social media “SHOP NOW” shareable link

1/8/2020

4

abcsmartcookies.com All things cookie sales!

www.abcsmartcookies.com

Total responsive design allows

users to use full site on any device!

1/8/2020

5

Smartcookies functions:• Troop and Girl Registration Process• Toggle between User Accounts• Mimic a User• Scheduling Booths – First Come/First Serve (FCFS) and Troop Secured • Deleting a booth reservation• Entering Initial Orders • Creating Planned Orders• Creating Troop to Girl Transfers• Smart Booth Divider • Navigating the Manage Orders page• Cookie Share – Troop Gift of Caring (TGOC) and Council Gift of Caring (CGOC)• Girl Financial Transactions and Council ACH Schedule• Creating and Managing Reward Orders• Posting Booth Sales to Social Media• Sending Ecards• Accepting Credit Cards for Online Girl Delivery Sales• Shipping charges for 2020• GIFT BOXES

Troop and Girl Access to abcsmartcookies.com happens when Council uploads Troop

• Council will upload Registered Troops and Girls into Smart Cookies.

• Registration emails will be generated to Troop Users and Girls when uploads are complete. Each registration email will contain a link for the Troop User and Girl to complete their registration on Smart Cookies.

• Girl registration emails are sent to the parent email address on file.

1/8/2020

6

Step 1: Council uploads Troops; Troop user receives registration email from noreply@smartcookies.com

Step 2: Complete the Volunteer Profile

1/8/2020

7

Registration confirmation happens on screen and via email

Step 1: After Council uploads Girls, email invitations are generated to the parent/guardian email address

Girls/Parents will click this link to proceed with abcsmartcookies.com account registration

1/8/2020

8

Step 2: Complete Girl profile/parent information in Smart Cookies

Step 3: Registration confirmation happens on screen and via email

1/8/2020

9

How to Toggle between User Roles

**No Logout Required**

Toggle between User Roles: Switch User Function, Logout NOT required

1/8/2020

10

How to Toggle between User Roles: Switch User Function

•How to Mimic A User• Users can mimic User Levels below them:

• Troops can mimic Girl User accounts• SU can mimic Troops and Girl User accounts• Council can mimic SU, Troops and Girl User accounts

• Mimic feature allows for full view of functions/features • User performing the mimic function can act as the user they are mimicking

and perform full system functions, with full system traceability

1/8/2020

11

21

21

Select Mimic A User from the Top Left User Icon

22

22

Click on the User you wish to Mimic and the data row will turn gray

Then click Mimic a User at the bottom left of the screen

1/8/2020

12

23

23

Click Yes to confirm your Mimic User Request

24

24

Top of Smart Cookies will notify User of ACTIVE Mimic session

1/8/2020

13

25

25

Select End Mimicking Session at top left to resume normal user session

Booth ReservationsLottery

First Come First ServeTroop Secured Requests

1/8/2020

14

Scheduling a Lottery OR First Come First Serve Booth Schedule –

Lottery opens January 14 at 10 am and closes January 15 at 10 am, Selection at 11 amTroops can sign up for a TOTAL OF 2 booth slotsTroops will be notified if they received any of their choices. Max received – 1 slot

First Come First Serve (FCFS) Schedule:

Opens January 16 at 6:00am, Closes January 19 at 7:00amTroops can reserve a TOTAL OF 3 booth slots1 of the 3 slots can be a *Premium location

Additional Rounds: Open every Sunday at 8:00amTroops can reserve a TOTAL OF 3 booth slots1 of the 3 slots can be a *Premium location

A complete list of ALL Booths will be on our Council Website. Troops may not contact these booth locations for their Troop Secured Sites.

28

28

Hover over Booth > Select Schedule Booths

1/8/2020

15

29

29

Select a Location from the left sidePurple locations are available for LotteryGreen locations are available for FCFS

30

30

Select a Date and time slot, select Save at the bottom

1/8/2020

16

31

31

Troops can view all reserved booths under Booths > My Reservations

Requesting a Troop Secured Booth in Smart Cookies • Troops MUST get approval from the Location BEFORE entering their Troop Secured Booth into SmartCookies.

• Troop Secured booths MUST be created in Smart Cookies by the Troop user to appear on the Cookie Finder App

• Troops submit the location requests to Council for approval or denial via Smart Cookies

• The Troop user will receive email notification of the approval or denial and should keep a copy of the email communication as record of their booth reservation.

• Troops can view their reservations in Smart Cookies through the booth system and reporting

• Troop Secured Booths are ONLY for the Troop who requests them. Other Troops cannot see or reserve these booths in Smart Cookies

• Troops should delete booth request reservations they cannot keep to help keep the National Cookie Finder App accurate for consumers!

• Troops will receive email confirmation of booth approval or denial. Troops should keep this email as record of their booth reservation

1/8/2020

17

Troop users select Troop Secured Booths under the Booth Menu

Step 1: Fill in the Booth Information section first, then click Save

1/8/2020

18

Step 2: Click Request Appointment Time to begin building your date(s) and time(s) of your Troop Secured Booth location

Step 3: Select date and appointment start/end time for your booth; click Save

1/8/2020

19

Troops will be able to see booked and reserved booths under My Reservations

Troops can delete their Booth reservations in Smart Cookies if necessary

Click on 3 dots at end of data row to delete Booth reservation

1/8/2020

20

Initial Order Entry

•How to place an Initial Order• Do NOT order cookies for the entire sale. Only order enough for the first

weekend / week of the sale. • Troops will be able to place Planned Orders from the Council Cupboard as

more cookies are needed.• New troops: we provide a recommendation per Girl• Returning Troops: refer back to past sales (archive reporting/dashboard)

1/8/2020

21

41

41

Under the Orders menu, select Troop Initial Order

42

42

Hover over Orders > select Troop Initial Order NOTE: Troop Initial Orders are built in Full Cases, by Variety

1/8/2020

22

43

43

Once order entry is complete, click Save at the bottom

Troop Planned OrdersCupboards Open February 15, 2020

Order in FULL CASE quantity

Orders due by Sunday at 10 pm Cookies received by Friday/Saturday of that same week.

1/8/2020

23

Hover over Orders, select Planned Orders

Select a cupboard location from the left side

1/8/2020

24

Select Date, Time, and Enter # of Cases for each variety

Date/Time are NOT guaranteed as Cupboard may be waiting on a delivery.

Click save at the bottom to confirm order; option to print receipt is also available

1/8/2020

25

Creating Troop to Girl TransfersOther transfer types: Troop to Troop, Girl to Girl, Girl to TroopOnce you know how to do one, the others are just as easy!!

Hover over Orders, click on Transfer Order to get started

1/8/2020

26

Select Troop to Girl Transfer type in the upper left drop down menu

Note the column for Booth cookies Vs. physical Packages

1/8/2020

27

Confirmation of successful Transfer at top of screen; print and other options available at bottom

Smart Booth Divider for Troop Users ONLY

1/8/2020

28

Hover over Booth > Select My Reservations

Select the booth you wish to divide from the grid; click the 3 dots at the end of the row to select Smart Booth Divider

1/8/2020

29

Enter total packages, by variety; click Save and Distribute Sales

Smart Cookies will prompt the Troop user to select Girls who attended the booth sale; click continue

1/8/2020

30

Remaining packages to distribute will be highlighted in Red, click save at the bottom to continue

Confirmation of successful Smart Booth division is displayed on screen

1/8/2020

31

Navigating the Manage Orders Screen

Hover over Orders > Select Manage Orders

1/8/2020

32

Key metrics displayed at the top, Refine Search Options, grid and keyword search options below. Export to Excel VERY helpful!

Bottom page displays totals by variety, order type and financials

1/8/2020

33

Cookie Share –Virtual (Council Gift of Caring or CGOC)Tracked (Troop Gift of Caring of TGOC)

• Virtual cookie share – there is NO TROOP PHYSICAL INVENTORY of cookies

• Troop and Girls receive credit via entry in Smart Cookies, by Girl, under the Orders > Virtual Cookie Share tab

• Troops must collect and deposit money for Cookie Share donations into the Troop bank account so that funds can be swept by Council (minus Troop Proceeds)

• The Cshare column on the Smart Booth Divider is for Virtual Cookie Share cookies ONLY. (The Tracked CS is for Troop Cookie Share)

• Cookie share purchased by Customer via ONLINE sales are Virtual Cookie Share cookies and will be filled by COUNCIL inventory ONLY.

• In April, Council delivers cookies to designated food pantries.

Virtual Cookie Share – Council Gift of Caring (CGOC)

1/8/2020

34

•Virtual Cookie Share

Virtual Cookie Share Definition – Troops/Girls collect donations for cookies from customers. Troops do not have actual inventory of donation cookies. Council will have cookies shipped directly to entity selected for the Virtual Cookie Share program at the end of the program.

Troop and Girls receive credit via Virtual Cookie Share entry in Smart Cookies

68

68

Select Virtual Cookie Share within the Orders Menu

1/8/2020

35

69

69

Enter package quantities, by Girl name, and click Save

70

70

Virtual Cookie Share Order entries will display as Confirmed once saved

1/8/2020

36

71

71

Virtual Cookie Share Orders can be viewed under Manage Orders, filter by CShare

Troop Cookie Share – Tracked Cookie Share• Troop uses their OWN remaining physical inventory for donations at the end of the cookie season to donate to their

selected organization.

• The Tracked CS column on the Smart Booth divider is for using Troop inventory for the Cookie Share program. Troops may ALSO use the Tracked Cookie Share area to “note” how many packages shall be allocated to each girl. This does NOT physically transfer the cookies to the girl listed. It is ONLY a reminder to transfer them later.

• Girls receive credit for Troop Cookie Share when you do a Troop to Girl Transfer. You need to indicate the flavors you’ll beusing to fulfill the order. In the reference area, enter Troop Cookie Share.

• Reminder: Troops must transfer all packages of cookies down to the individual Girl. At the end of the cookie program, Troop inventory should equal ZERO

1/8/2020

37

73

Tracked Cookie Share: Entering cookie share donations Entry into Tracked Cookie Share does NOT create Financial liability or Physical Inventory changes, it is only a method to track the donated package

74

Manage Recipients allows Troops to select Donation Recipient

1/8/2020

38

75

Manage Recipients: Troops can add, select Donation Recipient

76

Troops can add multiple Recipients as needed

1/8/2020

39

77

Enter package quantities in Other field, click Save

Creating a Girl Financial Transaction

1/8/2020

40

Hover over Finances and select Financial Transactions

Select Girl Transactions > Add Girl Transaction to create, click save when complete

1/8/2020

41

Generating Reports –Archives and Current Season

Creating Favorite ReportsMost Popular Troop Reports

Reports from Last Season are located under Reports > Archive Reports

• To save a report as a Favorite, select the report you wish to save, then click the blue button titled “Add to Favorites” at the bottom

• Most reports can be generated in Text/Excel, for easier data sorting/filtering. PDF is a great method for quickly reviewing the report layout/data

1/8/2020

42

Two important Troop Financial reports: Troop Balance Summary, Girl Balance Summary

Most Useful Troop Reports:

Financials:Troop Balance Summary, Girl Balance Summary

Order Summary:Troop Order Summary, Transfer Order SummaryGirl Cookie Order Summary, Girl Cookie Order Total

Recognitions:Recognition Order Summary by Girl, Recognition Order Summary by Troop

Booths:Available Booth Summary, Booked Booth Summary, Smart Booth Divider Report

Online Activity:Mobile and eCard Summary Report

1/8/2020

43

Recognition Order Management

Troops will create two Reward Orders:- Main: girl level reward plan (what each girls earned)- Troop: PGA of 204+ packages sold (# of t-shirts per size that you

need for the girls; or which troop trip you are taking.)

BEFORE creating the Main Recognition Order, Troops must:1. Transfer all cookies to Girls2. Select Girl reward plan:

Cumulative or Pick-One, via my Troop>Troop Roster

Main and Troop Recognition Order Timing

• Deadline of March 30th is SYSTEM DRIVEN. If Troops miss the Smart Cookies deadline, Council must complete the order.

• Rewards will be delivered at the end of the Cookie Program, to the Service Units, in mid to late May 2020.

• Email will be sent to girls earning 2 or More Adventure points. If girl earns 1 Adventure point, Cookie volunteer with enter her choice with rest of Main rewards.

• March 1, 2020Troops can begin creating Main

Recognition Orders

• March 22, 2020Cookie Program Ends

• March 30, 2020Troops and Service Units submit Main

Recognition Orders in Smart Cookies by midnight local time

1/8/2020

44

To start, Troops must first CREATE their Recognition Order by hovering over Recognitions > click Create Recognition Order

Click on the red arrows to the right of each Girl name to manage the Main Reward orders for each Girl in the Troop

1/8/2020

45

Make the necessary selections for each Girl; click Save at the bottom to complete Reward order updates

After the Recognition order is created, users access orders under Manage Recognition Orders

1/8/2020

46

Posting Troop Booth Reservations to Social Media

Navigate to Booths > Troop Reservations; click desired Social Media

1/8/2020

47

Log into your Social Media account

Post to your Friends audience only, per GSUSA guidelines

1/8/2020

48

The post will appear in your friends’ newsfeeds

Advertising your Troops’ Booth activities

1/8/2020

49

And provides upcoming Troop booth sale details for ALL booths reserved for that Troop!

ABC Smart Cookies – Online Sales with E-cards:Managing Girl Contacts for E-cards Invites

Girls Sending E-card InvitesGirls Viewing E-card Orders

My Tools – Girls videos and URL Links

1/8/2020

50

99

99

E-card - Create New Contacts

100

100

E-card - My Contacts

1/8/2020

51

101

101

E-card Contacts – Import / Export Contacts

102

102

E-card - My Contacts – Edit or Delete

1/8/2020

52

103

103

Select Send eCard under the eCard Menu

104

104

E-card - Review & Confirm

1/8/2020

53

105

105

Select View eCard orders under the eCard menu

106

1/8/2020

54

107

107

View e-cards sent

108

108

E-card - My Tools – Video & URL Links

1/8/2020

55

Girl Delivery Credit Card Payment

• Consumers carry less cash these days and the

flexibility to pay by credit card is expected.

• Credit Card payments are an easy way to boost

sales and help Girls and Troops achieve their

goals.

• Solid partnership with reputable vendor

Heartland to support credit card processing.

It Just Makes “Cents”!

1/8/2020

56

111

Fee Breakdown

Although there are fees associated with using credit cards, the increased sales, increased consumer convenience and happier customers make it well worth it!

12 cents per transaction + 2% total sales – Badgerland Council is absorbing ALL FEES

Example: Average girl delivery sale of 6 packages

6 pkgs at $4 per package = $24 gross sales$24 X 2% = $0.48 + $0.12 cents = $0.60 total that Council will absorb

How to Accept a Credit Card Payment for Girl Delivery Orders

1/8/2020

57

113113

Girls sign into Smart Cookies –app or desktop

• Log into the Smart Cookies app from your mobile device OR simply login at abcsmartcookies.com

• Here we show screenshots using the app, but all steps are EXACTLY the same when using the browser application

114114

Navigate to My Orders

1/8/2020

58

115115

Click Show Orders in Total Girl Delivery Order Section to view orders

116116

Update the Order if any changes are required

8

1/8/2020

59

117117

Now it’s time to enter the customer’s Credit Card information!

- Have the customer manually read card number for manual/keyed entry. If errors are made during manual entry, an error message will be displayed to the Girl

- Using an iPhone? Simply scan the credit card. The image does NOT save to the Girls’ phone. This feature is NOT available for Android devices.

- Payments will automatically post to Smart Cookies. Credits to Girls and Troops automatically post in Smart Cookies.

Financial Transaction screen in Smart Cookies

• Both Girl and Troop are credited with the full CC payment collected

• Sales are captured in bank named Girl Delivery Credit Card and have a unique reference number

• Transactions are visible in the order, Girl Balance Summary and Troop Balance Summary

Smart Cookies Reconciliation

The payments show on the troop balance summary and girl balance summary - there is no corresponding cookie transaction (as there is with direct ship)

1/8/2020

60

Direct Ship Orders

**UPDATED RATES**• CHANGES TO THE FOLLOWING:

• $12.00 is the UPDATED flat fee shipping rate for each 1-12 packages sold (a CHANGE FROM 2019 = was $11.50)

• Shipping Fees to Military APO/FPO Addresses has been significantly reduced for the 2020 Cookie Program:• In 2019, the ADDITIONAL surcharge on these orders was $25 per 1-12 packages. • For 2020, the ADDITIONAL surcharge will be just $10 per 1-12 packages

• NO CHANGES TO THE FOLLOWING:• Gift Box Fee remains $4 • Council Gift of Caring (CGOC) online Transaction Fee remains $1.25 per Order (NOT per package) • Additional surcharges for shipments to Alaska and Hawaii will remain $40 for each 1-12 packages sold

Online Gift Box Offer• The gift box counts as 5 packages of cookies • The fee for the actual box is $4• Custom messaging is included inside the box, printed on a

custom card. • This is a true “gift” feel for a special treat during the cookie

season• Girls are automatically credited in Smart Cookies for packages

sold and rewards earned• Girls’ dashboards are automatically updated with sales for

direct ship cookies – no manual entries needed• User support is available for consumers with Direct Ship/Gift

Box questions

1/8/2020

61

Essential Dates• Council Secured Booth signup begins January 14 (Lottery) & January 16 (FCFS)

• Place Initial Cookie Order by January 17 These are the cases a troop needs to start your sale

• Initial Cookie Order Delivery: Week of February 10

• Cookie Sale Dates: February 15 – March 22

• Place a Planned Order, if needed: Any Sunday by 10 pm starting February 16These are orders placed in Smart Cookies for extra cases of cookies for the troop

• Troop Cookie Returns: March 14 & 15 only

• ACH Withdrawals: March 3 | March 19 | April 8

• Order Taking Troops Planned Order due: March 15 for cookie pickup March 20 or 21

• Complete Transfers in Smart Cookies by March 29This girls credit for the boxes they sold. Must be done to place the Rewards Order

• Place Girl & Troop Reward orders by March 30

• Badgerland Bucks and Adventure Point Certificates mailed to girls mid-April

• Girl Rewards available for pickup May 15 - 31

COOKIE ROOKIE TRAINING

Ordering Gluten Free• Orders are not guaranteed but we do have limited supplies.

• Order by the CASE: There are 12 pouches in 1 case.

• Email us for the order link:info@gsbadgerland.org | subject line: Gluten Free Link

• Deadline to order is January 17

• Your troop will be notified by February 7 of the number of cases you will receive when your initial order is delivered the week of February 10.

• Gluten Free cookies may NOT be returned

• Girls earn rewards and troops earn proceeds based onthe per girl selling average of all cookies received.

1/8/2020

62

Cookie ResourcesTroop ResourcesTroop HandbookReceipt books (3 per troop)Product Sales Coordinator Agreement1 Box of cookies

Girl Materials (1 per girl)Family GuidePermission FormRewards FlyerCoin Envelope

NOTE:Cookie Order cards will be handed out during Initial Order pick up the week of February 10.Instant Rewards will be handed out as the girls earn them and the Troop requests them.

Perfect intro to cookie program for girls in grades K – 2 and their families! Adults will learn about the 5 cookie skills alongside their Girl Scout. The day will be fun with brand new activities for girls and adults, goodies to take home and cookie samples. Program is designed for girls/troops who are new to selling cookies or only sold 1-2 seasons.

January 26, 2020Madison Monona Terrace | 10am – 5pmLa Crosse The LaCrosse Center | 1-4pmJanesville Armory | 1-4pmLancaster Youth & Ag building| 1-4pm

Girls will earn and receive the Brand New Cookie Entrepreneur Pin.

1/8/2020

63

Calling all Girl Scout Cookie experts (Grades 2-12) and their adult mentors! Discover how to take your cookie skills to the next level in our first annual cookie conference designed for girls and adults. Participate in themed workshops, learn from top local business woman and entrepreneurs, make your own social media video gain valuable cookie insight and so much more!

January 19, 2020 Sun Prairie High School| 10am – 5pm

You design your troop’s day. Participate in as many workshop and activities as you would like. Kick off celebration will be at 10:30am and workshops will start at 11am and run till 5pm. Lunch will be served at noon. Leave whenever you are finished.

Girls will earn and receive the following badges:

Cookie U

On behalf of everyone at ABC & Weston Foods, and GSWIBC, we thank you for your partnership and dedication to the Girl Scout Cookie Program.

Thank you for ALL that you do!