Digital Cookie Guide for Volunteers
Digital Cookie is the system used by troop volunteers to monitor online sales, set up and share troop online sales links for shipped cookie orders and virtual booth sales, send cheers to troop members, process booth credit card payments (on the mobile app), and if needed, refund online orders for customers. For assistance, you can utilize the "Help resources" found in the site, contact your Service Unit cookie manager, or contact us.
Download All Digital Cookie Guides for Volunteers (PDF) for printing. If you are a Girl Scout or caregiver looking for Digital Cookie instructions, read Digital Cookie Guide for Girls & Families.
The Basics
In this section you will find instructions on the basic tasks a volunteer needs to know to successfully utilize their Digital Cookie platform.
Log Into Digital Cookie as a Volunteer 
Volunteer Registration/Login
- Watch for your registration email* from the Girl Scout Cookie Program (email@email.girlscouts.org). Be sure to add that email address to your safe senders list so you don’t miss any emails. View screenshot
- In the email is a “Register Now” button to take you to the Digital Cookie registration site. Simply click that button.
- Once you click the link you’ll be on the Digital Cookie platform, and you’ll need to create your password. View screenshot
- Use your new password to log in. View screenshot
If you have roles in addition to Troop Volunteer, you will be taken to a “role selector” screen once parent access opens, which may be after your volunteer access. View screenshot
Once parent access has begun, if you have additional roles and aren’t taken to this screen OR all your roles do not show up on the drop down, contact River Valleys for assistance. Each time you login you can indicate what role you want to get to the correct homepage. You can also navigate to your other roles at the top of all your screens by using the drop down.
Forgot Password/Reset Password
- Go to digitalcookie.girlscouts.org and click the “Forgot password” link. View screenshot
- Enter the email address associated with your Girl Scout’s Digital Cookie registration. View screenshot
- You will be sent an
email with the subject: “Your Digital Cookie password reset
request” from “Girl Scout Cookies” (email@email.girlscouts.org)
in about 15 minutes. Check your junk/spam/promotions folders if
you don’t receive it and be sure to add email@email.girlscouts.org
to your “safe sender” list.
- Click on the most recent email you received if you have requested multiples.
- Open the email and click on the “Reset Password” link.
- You will be taken to a page to reset your password.
- If you do not receive an email to reset your password in 15 minutes, return to the login page in step 1 again, click “Forgot password” and this time select “contact customer support” to be taken to a customer service form.
Unlock Account
- If you have attempted multiple times to login at digitalcookie.girlscouts.org and did not successfully input your password, you may find you locked yourself out. You can contact customer support or unlock your account. View screenshot
- If you click the “unlock your account” link, you will be asked to validate the email address you use for Digital Cookie, then click the “Send Email” button.
- You will be sent an email with the
subject: “Your requested pin number” from “Girl Scout Cookies” (email@email.girlscouts.org).
Check your junk/spam/promotions folders if you don’t receive it
and be sure to add email@email.girlscouts.org
to your “safe sender” list. View screenshot
- You will have a pin number in the email.
- Enter the pin back in Digital Cookie on the unlock screen, then click on “Verify”. View screenshot
- You will be taken back to the Digital Cookie login screen with your account unlocked and ready for you to attempt to login again. If you are unsuccessful logging in, consider resetting your password using the “Forgot password” link.
Alternative Formats for These Instructions:
Learn About Your Digital Cookie Troop Dashboard
You will see six tabs on your troop dashboard: Dashboard, Orders, My Troop, My Troop Orders, Troop Cheers, and Virtual Booths. View screenshot
Dashboard
The dashboard has five sections.
- Troop Virtual Booth Info - View screenshot
- For more details about this section and setting up your Troop Cookie Link, please see Troop Cookie Links section of this guide.
- Pending Virtual Booth Orders - View screenshot
- This section will let you know if your Virtual Booth Link OR any Girl Scouts in your troop have an order that needs to be approved or delivered. It will also let you know if any parents have turned off a cookie variety or in-person delivery in their site.
- Troop Rewards Deadline - View screenshot
- If you have a need for your girls/parents to submit their rewards choices to you earlier than the council deadline, you can change this date.
- Troop Online Sales and Marketing + Troop Goal Progress - View screenshot
- These two sections will show you the sales for the girls in your troop at a glance.
- Reports - View screenshot
- You have four reports to view that can help you manage your girl’s Digital Cookie activity.
- All Order Data will show you details on every order for every girl.
- Initial Order: Does not apply to our council.
- Cookie Badges will let you know if girls are completing any of the Cookie Business badges and/or the Family Entrepreneur Pins.
- Rewards Selection will be helpful if your council enabled girls to select their rewards in Digital Cookie. You simply pull this report and enter their choices in Smart Cookies without needing to track down each choice for each girl in the troop.
Orders
You will see the information you need to look up order details for any order in your troop. You can then refund an order if necessary. For more information, please see the Troop Refunding Orders section of this guide. View screenshot
My Troop
Use this tab to see many sale details for each girl in the troop. View screenshot
Troop Goal - This pulls the troop goal set in the baker software and measures the troop’s progress towards that goal. If the goal has not been set yet, it shows total troop’s sales to date.
Cookie Site - If the Girl Scout’s site is published, click on the link to be taken to their customer facing site.
Orders to Approve - This will indicate if the family has any orders that need approving.
See Details/Delivery Change - Clicking “See Details” will bring up details on the girl, her orders, her email marketing to customers and if her parent has turned off delivery or any varieties. View screenshot
If your troop link has been published you will see what the goal is for the Troop ##### “girl”, you can click the link to go to the troop site and you can see any sales that have come in for the troop link. View screenshot
My Troop Orders
For details on the delivered orders section, view the Digital Cookie Guide for Families as the functionality works just like a Girl Scout site link.
For details on the pickup orders section, view the Troop Pick Up orders section in this guide.
Troop Cheers
Troop Volunteers can send the Girl Scouts in their troop cheers the same way the troop members can send them to each other. The difference is that girls can’t cheer back to volunteers. For more details on how Cheers work, see the Cheers section of this guide.
Virtual Booths
This is your Pick Up Order section. For details on this, please view the Troop Pick Up Orders section of this guide.
Alternative Formats for These Instructions:
Setting Up Your Site to Take Booth Credit Card Payments and More
- The first time a leader or cookie volunteer for the troop logs in to their volunteer role in Digital Cookie, they will see a place to begin the process to have a troop virtual booth link. Setting up the Troop Ship Only link will include the Troop in the rotation of Troops in their zip code for customers searching for cookies for shipment directly to their homes.
- To begin, click the “Start” button. View screenshot
- You will be asked to enter a zip code for your troop. Enter one that is representative of the majority of the Girl Scouts in your troop. View screenshot
You will also select a name from the drop down of one of the volunteers from the troop to serve in the role of “Troop site lead”. The Troop site lead will be responsible for working with the Girl Scouts in the troop to set up the Troop site and approving orders. View screenshot
The Troop Shipped Only link is now available if you need a shipped/donated only link. You can find this beneath the Troop Cookie Link and if you click on it, you will see the full URL and QR code for this link.
You can use the URL or QR code in marketing materials to promote shipped only sales in locations where the Troop may not be able to set up a traditional cookie booth. This link will only allow customers to purchase Shipped and Donated orders. This link will be sent to the National Girl Scout Cookie Finder beginning National Girl Scout Cookie Weekend. All purchases on either of your links will appear in your troop records in Smart Cookies. You will distribute these sales to participating Girl Scouts in Smart Cookies.
Alternative Formats for These Instructions:
How to Take Credit Card Payments with the Digital Cookie Mobile App at a Booth.
Girl Scouts and troop volunteers can use the Digital Cookie Mobile App to process and review orders placed through the Girl Scout’s individual site as well as the troop site.
Users will start by downloading the Digital Cookie Mobile App from the iTunes or Google Play store. The app is free and can be found by searching for “Digital Cookie Mobile app.” Users should download a new version of the app every year. View screenshot
The same email and password used to access Digital Cookie is the same to log into the mobile app. Note: The app will only work if the Girl Scout/Troop’s Digital Cookie website is set up and published, and the council mobile app access date has started.
Once a user is logged into the app they see the different accounts available. The user will select which account they want to use. The Girl Scout view is used to take sales on behalf of a specific Girl Scouts. The Troop view is used to take sales on behalf of the troop and not an individual, for example at a troop booth. View screenshot
Logged in as Girl Scout
From the home page, the user can select “New Cookie Order”, “Visit My Site,” “Email My Site,” or “All Orders.” View screenshot
Email My Site is used to send their cookie link to a potential customer who doesn’t want to continue the transaction at the immediate time. The Girl Scout will ask for the customer’s contact information, enter it in the app, and send the email. View screenshot
The customer will receive an email to purchase cookies.
Visit My Site is used to see the Girl Scouts QR code. Girl Scouts can then show the customer their phone for the customer to scan the QR code which will take them directly to the Girl Scout’s site to make a purchase. View screenshot
New Cookie Order is used to take cookie orders directly through the app. View screenshot
- Click the New Cookie Order button to be taken to the order screen to enter which cookies the customer wants to order by using the “+” and “ – “ buttons.
- Once the correct number of cookies have been selected the Girl Scout will click the “CHECKOUT” button. View screenshot
- Select how the customer would like to receive their cookies. After marking the selection, click continue. View screenshot
- If deliver in person later is selected, the Girl Scout will need to ask the customer what they would like to do if their order can’t be approved by the parent within five days, the same as all delivery customers are asked at checkout.
- Once the selection is made, she can continue with the checkout process.
- Review order and enter customer information and payment details. View screenshot
For in hand orders (give cookies to customer now), an address is not required, only the customer’s name, email address, and billing Zip Code. View screenshot
After completing the required info, click review or place order depending on the order type. View screenshot
Once the order is placed, the Girl Scout will receive an order confirmation screen.
All Orders is used to view all the orders visible by delivery method.
- Click the green arrow to view all orders under that specific delivery method. View screenshot
- See order details. Click the green arrow next to the order, the details will appear. Users can then review the order, see the status and depending on the type of order and status the user can approve/decline the order or mark it as delivered. View screenshot
Logged in as Troop
When users are logged in as the troop, they will see the same dashboard as if they were a Girl Scout and have the same choices “New Cookie Order”, “Visit My Site,” “Email My Site,” or “All Orders.” Many of the steps taken as a Girl Scout are the same as a troop. This section will focus on the different functionality. View screenshot
New Cookie Order: When processing a new order, during the checkout steps, if the selection “Give cookies to customer now” is selected the user will see additional options. Once a user has selected “Sold at a booth” they will select that specific booth. When reviewing the order users can see which booth was selected. View screenshot
Approving Orders: All users when logged in as the troop will be able to view, approve/decline orders the same way Girl Scouts can above. Troop volunteers should discuss with family members how they want the troop orders to be handled prior to using the app.
Alternative Formats for These Instructions:
How to Review Booth Credit Card Payments and Troubleshoot Issues
How to Review Credit Card Payments at Booths to Reconcile with Smart Cookies/Digital Cookie
- Use the Cookie Booth Tally Sheet (PDF) to track each credit card payment total in the credit card transaction column.
- Use Digital Cookie or Smart Cookies to review the payments:
- Option 1: In Digital Cookie, you can run the All Orders report from your troop dashboard, then filter for Cookies In Hand payments under your Troop XXXXX Site for the booth timeframe/date: View screenshot.
- Option 2: In Smart Cookies, the credit card sales will be visible in Smart Cookies under Booths > View Booth Credit Card Transactions. Or you can run the Booth Sales Credit Card Transactions Export from the Reports tab. Be patient-it can take at least an overnight "sync" for the information to transmit from Digital Cookie to Smart Cookies. View screenshot. If your credit card totals match-you are all set!
Not all my credit card sales are appearing in Smart Cookies, what can I do?
The credit card sales will be visible in Smart Cookies under Booths > View Booth Credit Card Transactions. Or you can run the Booth Sales Credit Card Transactions Export from the Reports tab.
Note: Be patient-it can take at least an overnight "sync" for the information to transmit from Digital Cookie to Smart Cookies. You can also export the All Orders report from your Digital Cookie dashboard at the Troop level. This (albeit) long report is helpful to review if you are missing a credit card transaction and the girl/adult mistakenly took a payment under the girl account instead of the troop account. If you are unable to find the transaction in either place, contact Girl Scouts River Valleys.
How do I correct a credit card booth sale taken on a Girl Scout Account instead of the Troop Account?
Fastest Fix: If it just a few transactions, transfer the number of packages from that sale at the booth to offset her credit card sales in a T2G transfer in Smart Cookies. Whichever cookies you transfer to the girl to offset the CC payments, do not include those packages in the Smart Booth Divider.
For example, Brinley took a credit card payment on her account instead of the troop account. This payment was for $30. The troop sold 105 packages at the booth. Transfer 5 packages to Brinley in a T2G transfer in Smart Cookies from the packages sold at the booth. Then take the remaining 100 packages and use the Smart Booth Divider to distribute the sales.
If this is more than a handful of transactions, reach out to Girl Scouts River Valleys and we can assist we will need the following information: Girl Delivery order #, cookie packages/totals in the transaction by variety, intended booth sale location, date, and time.
Find Answers to Common Questions About Digital Cookie
Check out a list of Answers to Common Questions About Digital Cookie.
Need help to login? Click “Help” at the bottom of the page to go to the Help Center for FAQ’s, tip sheets, and more. View screenshot
- Select which role and category you need support on. View screenshot
- Inside each category will have detailed instruction, links to tip sheets, or even video tutorials to help you. View screenshot
- After looking, still can't find what you need? Contact customer support. View screenshot
- Click the topic you need help with and complete the form for more assistance. Or click Live Chat button to chat with a Digital Cookie support agent during business hours. View screenshot
Alternative Formats For These Instructions:
The Extras
How to Refund an Order a Girl Scout Can’t Deliver
As a troop volunteer you will have the ability to refund in-person delivery, pickup and donation orders to customers.
- Start by navigating to the “Orders” tab on your troop dashboard. View screenshot
- On the Order tab you can look up orders a
few different ways. Select one of the lookup options, selecting
more than one can cause the results to not appear properly. The
recommended lookup options are: View screenshot
- Customer Order #
- Customer Email address
- Parent Email Address
- Girl Name (first and last)
- Customer Name (first and last, min 2 letters)
- When you click “search” the results will come up if any match
- Click on the green order # to bring up the order details to begin processing a refund. View screenshot
- The Order details page
include all order information including customer details. At the
top, next to payment status will be a Refund button. View
screenshot
- Clicking the Refund button will bring up another screen and you need to click Full Refund to continue with refund.
- You will select an option for refund reason. In general, you will choose “In person delivery issues.” Then add information to the notes section so that if anyone looked at this order in the future they would know why the refund was made. View screenshot
- Once all the information has been completed, click Yes to continue with the refund. At that point, the automated process to refund the consumer will execute. Depending on the customer’s bank, it can take a few weeks until their bank will show the refund on their account.
- To verify the refund went through, you can scroll to the bottom of their order details and see “refund_follow_on” in the “Payment Transactions” section and see the date the system processed it. View screenshot
Alternative Formats For These Instructions:
Troop Cookie Links (Virtual Booth & Shipped Only)
When you set up your Troop Virtual Booth site, there are two links you can use: Virtual Booth link and the Troop Ship Only link.
Setting Up Your Troop Virtual Booth Site
- The first time a leader or cookie volunteer for the troop logs in to their volunteer role in Digital Cookie, they will see a place to begin the process to have a troop virtual booth link.
- To begin, click the “Start” button.
- You will be asked to enter a zip code for your troop. Enter one that is representative of the majority of the Girl Scouts in your troop. View screenshot
- You will also select a name from the drop down of one of the volunteers from the troop to serve in the role of “Troop site lead”. The Troop site lead will be responsible for working with the Girl Scouts in the troop to set up the Troop site and approving orders.
- Once the first volunteer for the troop has made those selections, everyone will see the selections that have been made and can change them if needed.
- If you assigned yourself to be the troop site lead, your dashboard will be updated with a Set up your site button. If you have assigned another troop cookie volunteer to be the troop site lead, the next time they log into Digital Cookie they will see the new role in their role selector drop down. View screenshot
- To begin setting up the troop site, click set up your site. View screenshot
It is important to leave the Preferred First Name as it appears so it’s clear this is your Troop Site. If there is an issue with the troop number, please contact Girl Scouts River Valleys to resolve before proceeding. View screenshot
Once the site is published and the council’s sale is live, the troop will have two links to use if they wish for the cookie season.
Troop Virtual Booth Link
From your Troop Dashboard, you will see two links available for your troop. The top link is your Troop Virtual Booth Link. View screenshot
This link will function the same as any Girl Scout’s link with Shipping, Donation, Delivery and In Hand (on the app). You can turn delivery off for the troop link the same way a caregiver can turn delivery off for their Girl Scout. The Virtual Booth link is available to copy and share and even has a QR code that can be used on marketing materials. It is important to approve any orders for local delivery or pick up orders within five days or the orders will be cancelled.
Troop Ship Only Link
The Troop Shipped Only link is available if you need a shipped/donated only link. You can find this beneath the Troop Cookie Link and if you click on it, you will see the full URL and QR code for this link. View screenshot
Alternative Formats for These Instructions:
Troop Pickup Orders
The ability for customers to purchase from your troop can happen at a booth, or virtually using Digital Cookie. One great feature your troop can offer customers is the option to pre-pay for an order for pickup at a cookie booth your troop has scheduled. To activate that for your troop customers, there are just a few steps to set up that option using the cookie booths you have signed up for.
- Start by navigating to the “Virtual Booths” tab on your troop
dashboard. View screenshot
- Select an existing cookie booth from your list by clicking on “Add Pick-Up Option.” View screenshot
- Once you have selected a booth to add a pickup option for
customers to, you will need to enter a few details about when the
customer will see that pickup location as an option. View screenshot
- NOTE! Consider ending that option 12-24 hours before the booth sale will begin so you have time to review and approve all orders. If you have concerns about inventory for pickup orders, consider ending the option even earlier so you can secure the necessary product for the orders.
- If you need to
edit or delete your pickup locations, you can view your list of
pickup locations and edit or delete them. View
screenshot
- Important! If you cancel a booth in Smart Cookies, you must delete the booth from here so customers can no longer select it as a pick-up option. Check your orders tab for any orders that were scheduled to be picked up and make alternate arrangements or cancel and refund them
Customer View
When the customer gets your troop link and wishes to make a pickup order, here is what it will look like for them.
- They select “I’ll pick up the cookies” as an option at checkout. View screenshot
- They will be asked for a zip code and see your booths with pick up options closest to that zip code. They will select with booth location and date/time they want to pick up those cookies. View screenshot
- The checkout screen will automatically populate the address as the pickup location.View screenshot
Customers will receive an email letting them know their order needs to be approved and letting them know if it was approved or not after you review it. If it was approved, it will also remind them of when/where they are picking up their cookies.
Orders
As customers order cookies to be picked up at your cookie booth, those orders will need to be reviewed and approved within 5 days of the order being placed.
- To review the orders navigate to your “My Troop Order." View screenshot
- Scroll down until
you see the pickup orders section, below the delivery section. View screenshot
- You can check the
box in front of the customer order to approve or decline it.
If you approve it, it will move into the “orders to pick up”
section. In the orders to pick up you can click on any of the
column headers to sort the orders. You can also check the
boxes in front of the orders to select some or all the orders
to export to get a list of orders to prepare for your booth
sale. View screenshot
- When the customer has picked up their order, mark the order as “Order Picked Up” so that it will clear out of your list of orders that need attention.
- You can check the
box in front of the customer order to approve or decline it.
If you approve it, it will move into the “orders to pick up”
section. In the orders to pick up you can click on any of the
column headers to sort the orders. You can also check the
boxes in front of the orders to select some or all the orders
to export to get a list of orders to prepare for your booth
sale. View screenshot
Alternative Formats for These Instructions:
Managing Cookie Donations Made in Digital Cookie
For Girl Scouts that receive cookie donation orders from Digital Cookie for girl-delivery, shipped or in-person sales, the troop will help to ensure they receive credit for these orders. There are two reports to view donation orders processed using Digital Cookie:
The All Orders report in Digital Cookie. Find this report on the troop’s Digital Cookie dashboard: View screenshot
When you run the report, you can filter by Order Type for the donation orders to total the donations for the Girl Scout: View screenshot
All donations from shipped cookie orders are automatically credited to the Girl Scout in a virtual cookie share transaction. No action is needed for these orders in Smart Cookies.
Any orders with the order type of in-person delivery with donation or donation can be credited to either the troop donation program or the council donation program. Review the steps on how to credit these sales to Girl Scouts in the Smart Cookies Guide for Volunteers.
In Smart Cookies, you can run the Girl Cookie Order Details Report, found in your Reports tab.
The Cshare column will show the donation orders credited to a Girl Scout from Digital Cookie: View screenshot, view screenshot
Any Cshare order with the order type of Girl Delivery can be credited to either the troop donation program or the council donation program. Review the steps on how to credit these sales to Girl Scouts in the Smart Cookies Guide for Volunteers. Any Cshare order with the order type of DirectShip is credited to the council donation program. No further action is needed for DirectShip donations, which are automatically credited to the Girl Scout.
Service Unit Volunteer Access
Service Unit volunteers can use Digital Cookie to monitor their Service Unit's digital sales, as well as run Order Data reports for troops.
Once logged in, volunteers will see their Dashboard. View screenshot
- Online Sales Marketing
- The online sales marketing section represents a rollup of data from the troops in your Service Unit. It is a great way to see how troops are progressing through the season. View screenshot
- Troop Reports
- Volunteers can pull a report of orders by troop in this section. View screenshot
- The Order Data report consists of the following details and more:
- Troop Number
- Girl Scout first and last name
- Order details
- Order number
- Order date
- Order type
- Billing name
- Shipping name
- Gift box qty
- Each cookie variety qty
- Donation qty
- Total packages
- Total cost
- Refunded packages
- Shipping cost
- Order status
- Date order approved
- Date order rejected
- Customer's second choice
- Girl Scouts
- Search for all Girl Scouts in a troop OR a specific Girl Scout in your Service Unit to see if they have set up their site, to view their Digital Cookie link, and to see if the Girl Scout has emailed custoers or has any packages sold or orders that need to be approved. View screenshot
Alternative Formats for These Instructions:
