You are leaving girlscouts.org for a website opened by an external party. You will be subjected to the privacy and security policies of the website
Community/Area Product Leader Guidebook
In this guide, you’ll find specifics on your role during the cookie season as a community product leader. You will also reference the Troop Cookie Manager Guidebook to help answer any troop questions. Keep in mind that Juliette Mentors follow the same steps and deadlines as troop cookie managers.
Skip to:
- Distribute Materials
- Conduct a Training
- Communicate with Troops
- Cookie Rallies
- Your Role With Smart Cookies and Digital Cookie
- Assisting Troops with the Initial Cookie Order and Deliveries
- Guiding Troops on Picking Up Additional Inventory
- Connecting Troops for Cookie Transfers
- Banking and Record Keeping
- Distributing Girl Scout and Troop Rewards
- Summary of Resources
Distribute Materials
In late December, you’ll receive a shipment of materials to distribute to troops in your community. Need additional items? Just email girlscouts@girlscoutrv.org with the mailing address and total items requested.
Your Materials:
Community/Area Cookie Notebook: Shipped to you in early December
Troop Materials (One Per Troop):
One package of sample cookies
Receipt booklets
Cookie Booth Kit
Large envelope (for packing supplies)
Girl Scout Materials (One Per Girl Scout):
Order card
Set out materials and have troops take what they need. This can be done at an in-person training or by scheduling appointments for pick up. Troops can use the large envelopes to pack their items.
Connect with your troops to inform them of their training opportunities, whether in-person, virtual, or using the online training videos on in gsLearn. You’ll ensure that troops understand the basics on the following topics if you are leading the training:
Cookie Program Overview
Provide a high-level overview of the program, why it’s important, what participation does for Girl Scouts, how it impacts the community, and general how to’s. Suggestions:
- Cover need-to-know items from the Troop Cookie Companion and the online Troop Cookie Manager Guidebook. Explain the ways to sell and how-to pick-up inventory based on how the troop plans to participate.
- Use the Cookie Troop Training Toolkit Instructions (PDF).
- Share tips and tricks for managing inventory, using cookie cupboards, selling strategies, and how to manage cookie finances.
- Connect first-time cookie volunteers with experienced ones to continue sharing ideas and best practices, such as ensuring receipts are provided every time cookies or money are exchanged between a family and the troop.
Smart Cookies and Digital Cookie Training
All cookie volunteers will use the Smart Cookies system select booths, order rewards, and manage their cookie counts. Troops set up their Digital Cookie account for the ability to take credit card/Venmo/PayPal payments for cookie booth activities and to be included in the National Girl Scout Cookie Finder for potential shipped cookie sales. Troops also have the option to use Digital Cookie to monitor online sales and share troop-focused sales links. Direct them to the step-by-step cookie systems guides and videos on Cookie Central. You can also request a training account for a live demo from Girl Scouts River Valleys.
Online Resources
Cookie Central is the place to go for the most current information and the resources to help troops before, during, and after the sale. Encourage them to bookmark Cookie Central on their devices for quick access.
Ensure all troop cookie volunteers complete the online Troop Cookie Responsibility Form by February 1 and track email confirmations. Send reminders before the deadline.
Communicating with your troops and the Girl Scouts River Valleys staff is an important part of your role. Establish a clear communication method with your troops (email, phone, text, Facebook group, Rallyhood, etc.). Smart Cookies can be used to send emails or post dashboard messages that are visible to all system users. Check in weekly to offer support and identify issues early.
Pro tip: Hold virtual “office hours” during a set time each week. This helps troops know when you’re consistently available.
Cookie rallies are a fun way for everyone to learn about cookies and get excited for the season! Girl Scouts River Valleys hosts a virtual rally each season. Details will be included in The Cookie Press. You also have the option to host a cookie rally if you’d prefer.
Available Resources for Cookie Rallies
Sample cookies can be ordered for your Cookie Rally. Look for instructions on how to place your order in The Cookie Press.
Cookie Rally patches available for purchase at Girl Scout shops.
Connect with other Communities for inspiration or to work together on a rally. Use Rallyhood to reach out to other community volunteers.
Your main role in Smart Cookies is to help troops navigate any cookie inventory or reward issues. You’ll have the ability to mimic the troop user so you can see what they see. This will help with troubleshooting.
Your main role with Digital Cookie is to make troops aware of the platform, the steps to complete for in-person credit card/Venmo/PayPal payments, and to be included in the National Girl Scout Cookie Finder. Community product leaders and community leaders will have the option to use Digital Cookie to monitor the digital sales for troops in your area and run reports.
For everyone planning on participating in in-person cookie sales and deliveries, an initial cookie order helps make sure they have cookies in hand on Cookie Go Day. Nearly 70% of all cookies sold are delivered to troops during the initial cookie order.
To help troops estimate what size initial order to place, direct them to cookiecalculator.org. New troops will especially need your guidance. Troops simply enter the number of sellers that have chosen the in-person participation option, and let the calculator do the rest. Troops that place an initial order will receive a special patch. Returning troops can access their previous season’s sales information in Smart Cookies.
Volunteers pick up their initial cookie orders via a Mini Drop or Mega Drop. These pick-up locations vary by community, and the role you will play depends on which type is assigned to your Community. You’ll learn more about your role in the cookie deliveries through The Cookie Press, and personalized emails to your community.
Many troops (especially new troops) can be unsure when the right time is to get more cookies. They want to help everyone reach their goals but can also be wary about taking on additional inventory. Here’s a few reminders to share:
The first two weeks of the sale are the busiest! While there may be a need for additional cookies, chances are you won’t need to pick up the same number of cookies as you did with your initial order. Demand for cookies declines as the sale progresses.
After providing families with an initial inventory, troops must collect 50% or more of the total money due before giving them more cookies.
Encourage the troop to refer to their goals and check in with them to see how close they are as the sale progresses.
Troops can pick up additional cookies from cookie cupboards during the season. You play an important role in ensuring troops in your area know their cupboard options:
Council Cupboards: Open to all troops and operated by Girl Scouts River Valleys in the Twin Cities Metro Area, Rochester, and Mankato. Troops place their order with cupboard staff upon arrival.
Regional Cupboards: Operated by volunteers in smaller communities and only open to assigned troops. Orders must be placed by 7:00 am Mondays for pick up later in the week. Cupboards usually have extra cookies that can be picked up in addition to planned orders.
Cookie Cupboard Reminders
No returns of cookies will be accepted.
Damaged cookie packages can be exchanged for non-damaged packages of the same variety at cookie cupboards during the sale.
In March, a cookie exchange period will be announced in The Cookie Press. Only full, bakery-sealed cases will be eligible for exchange during this timeframe. Gluten-free Caramel Chocolate Chip cookies are not exchangeable.
Troops can review the cookie cupboard information in The Cookie Press and on Cookie Central. Watch for these details before Cookie Go Day.
Cookie transfers allow troops to share excess inventory with others who need more. Your role is to help facilitate connections between these troops. Remind troops that all transfers must be entered into Smart Cookies.
Ways To Help Connect Troops
Create a private Facebook group, create a Rally in Rallyhood, text group, or some other communication channel (like a Google Doc) to help connect troops in your Community.
Show troops how to use the River Valleys Cookie Swap Rallies in Rallyhood.
Connect with a nearby community product leader and see if any of their troops need cookies. For help connecting with a neighboring community, email us at girlscouts@girlscoutsrv.org.
Community product leaders don’t manage finances directly but serve as a resource to troops that may have questions about banking, cookie money, and maintaining accurate records of inventory.
Direct returning troops to review their bank account information is correct in Smart Cookies. If the troop account has changed, they can edit the number. Direct new troops to set up a bank account and enter the information in Smart Cookies.
Remind troops to make weekly deposits into their troop bank account.
Guide troops on how to reconcile booth finances and review their Troop Balance Summary in Smart Cookies.
Inform troops of the importance of keeping good records. Using the provided receipt books, a receipt should be provided each time cookies or money are exchanged. The booth tally sheet is a resource to track inventory and sales at booths.
Direct troops to the Finance/Inventory Issue Form by the form deadline if a family has not turned all their money, incurred unexpected bank fees, NSF (non-sufficient funds) checks, counterfeit money, or anything out of the ordinary.
For troop banking instructions, refer to the Finance section in the Troop Cookie Manager Guidebook.
Juliette Banking
Girl Scout Juliettes are not allowed to have bank account. They will use encoded deposit slips for depositing their money into the Girl Scouts River Valleys’ Wells Fargo account. Juliette mentors will be mailed these deposit slips. To request more, email girlscouts@girlscoutsrv.org.
Juliettes receive Juliette Program Credits in place of troop proceeds, due to Girl Scouts of the USA and IRS regulations. Juliettes will receive a Juliette Program Card in the mail at the end of the season. Returning Juliette’s will receive a letter, and the proceeds will be added to their existing card. Juliettes will use this card for all redemption options listed with the Cookie Credit redemption information at GirlScoutsRV.org.
You’ll receive reward items for all cookie sellers in your community, up to the 700+ package level. Many rewards for Girl Scouts that sell over 700+ packages are sent directly to the family. Depending on the size of your community, the reward shipment can be a lot of boxes! Be sure to clear out space in your house or garage for this shipment. Store items in a clean, smoke-free area away from pets and pests.
Managing Reward Distribution
Rewards will be shipped to the address in Smart Cookies. To update your address, go to My Service Unit > Service Unit Info and make any necessary changes.
Check your shipment for errors. If there’s a mistake, contact Girl Scouts River Valleys within ten days of receipt. Reward shortages submitted after this date cannot be guaranteed to be filled.
Run the “Recognition Order Summary by Troop” report in Smart Cookies to prepare your packing list.
Separate rewards by troop and contact the troops to arrange for pickup.
When troops pick up rewards, have them sign the "Recognition Order Summary by Troop" report to acknowledge they received all items.
Cookie sellers in troops that miss the reward deadline will receive Cookie Credits instead of reward items. Troops can request an exchange for reward items. These exchanges are on a first-come, first-served basis. Watch for more details in The Cookie Press.
Links
- Key Dates – View key Cookie Program dates for this year.
- Meet the Cookies – From iconic favorites to the newest varieties, check out the cookies available this season.
- Cookie Central – Your one-stop hub for all things cookies.
- The Cookie Press – Read The Cookie Press blog for up-to-date information about Girl Scout cookie program training, initial orders, cookie booths, rewards, Smart Cookies and more.
- Cookie Program Training – Learn more about in-person and online training opportunities for Cookie Program volunteers in addition to the PowerPoint presentation you can use to train your troops.
- Cookie Program Policies – Learn more about policies for Cookie Program volunteers and Girl Scout families.
- Troop Cookie Manager Guidebook – Troop leaders and troop cookie manager's guide to all things cookies! Review each section for the basics of the Girl Scouts River Valleys Cookie Program.
- Troop Cookie Manager Responsibility Form – Each troop cookie manager must fully read and acknowledge understanding of their role requirements and responsibilities prior to participating in the Girl Scout Cookie Program, Service unit cookie managers will receive a copy for your records.
- abcSmartCookies.com – Smart Cookies is the online platform that will help you and your troops through all the phases of the cookie program.
- Smart Cookies Guide – Use these step-by-step tutorials to guide you through the Smart Cookies platform.
- 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. In this article you will find instructions on the tasks a volunteer needs to know to successfully utilize their Digital Cookie platform.
- Cookie Cupboards – Find information about cookie cupboards including addresses, operating dates & hours, printable drive-up directions, and inventory alerts.
- Cookie Cupboard FAQs – Reference these frequently asked questions around cookie cupboards and planned orders.
- Initial Cookie Order – Find information about initial cookie orders including how to place an initial order, steps to earn the initial order patch, delivery assignments and deadlines.
- CookieCalculator.org – Direct troops to use this online resource to estimate what size initial cookie order to place.
- Cookie Booth Sales – Find more information and resources related to cookie booths.
- Cookie Donations – Find more information and resources related to cookie booths.
- Cookie Swap Instructions – Reference this resource to learn how to use the Cookie Swap for transferring cookie inventory between troops.
- How Cookie Money Works – This article for troop leaders, cookie managers and families outlines how cookie money works throughout the cookie program including a timeline and tips for handling money.
- Automated Clearing House (ACH) FAQs – These frequently asked questions will help you understand situations that require a withdrawal or credit to troop bank accounts.
- Cookie Credits, Fall FUNds, and Juliette Program Credit Reimbursement Form – Girl Scouts earn Cookie Credits from the Cookie Program, Fall FUNds from the Fall FUNDraiser. In addition, Juliette Girl Scouts earn Juliette Program Credits for both programs. Each of these program credits can be used to help pay for day camp, resident camp, Girl Scout Gold and Silver Award projects, and other Girl Scout activities. In the spirit of planning, girls should make decisions as to how they will use their Cookie Credits and Fall FUNds—whether for their own use or for the benefit of the troop.
- Finance/Inventory Issue Form – Use this form to report any financial issue that occurred during the cookie season. Submission deadlines and FAQs are included.
- Girl Scout Finance Report – To be eligible for the community/area proceeds, this form must be completed, and at least one community/area product leader must have completed cookie training.
- Facebook.com/GSRVPP – Join the Girl Scouts River Valleys Product Program Volunteers Facebook group to connect with other Cookie Program volunteers.
