eBiz Online Registration Resource Manual
Contents
1. girl scouts of greater atlanta eBiz Online Registration Resource Manual INTRODUCTION Girl Scouts of Greater Atlanta GSGAITL has transitioned to online registration therefore some of our business processes changed Easy access to eBiz visit the Girl Scouts of Greater Atlanta website at www gsgatl org click Join Us then click the eBiz button WHY USE EBIZ FOR REGISTRATION GSGATL first implemented online registration in 2010 eBiz Online Registration will improve Council business processes and improve the volunteer experience eBiz is a web based system hosted by GSUSA that allows for members to register for membership online eBiz allows for fast convenient and real time collection of member information and payment of registration dues eBiz is not only a great way to quickly and easily register for membership without the hassle of paper forms but it is also an efficient way to ensure that information is always accurate and up to date A member can log into the eBiz site at any time during the year to update their personal information As GSUSA continue to enhance eBiz reporting capabilities and adding new features It is important that we have the correct information for our members in order to deliver the proper Communication TROOP MANAGEMENT MANAGE YOUR TROOP MEMBERS AND INFO 01 Troop leaders also have access to the eBiz Troop Management module a system that allows them to register all members of their troop2. in one payment as well as update troop meeting details and member contact information Troop leaders have the ability to register their troop online for the upcoming membership year until 9 29 as this is when the current membership year expires However they can always access their troop s information and make updates year round as well as add new members throughout the year Members can still re register Themselves individually online after the 9 29 troop management cut off These members will then automatically show in the troop leader s roster when they log into eBiz and access Troop Management EBIZ PAYMENT OPTIONS Payments can be made with credit cards debit cards or even a prepaid debit card Fall 2013 Online Registration_07_10_2012 Page 1 EBIZ SYSTEM REQUIREMENTS All you need to register online is access to the Web site and an e mail address Don t have an email address Go to Gmail Hotmail or Yahoo to sign up tor an email address today EBIZ DONATIONS ONLINE The council has implemented the ability for members and troop leaders to purchase Annual Fund donations via the eBiz system An individually registering member new or returning will now be able to add a donation product to the same order where they purchase their membership Likewise a troop leader will now be able to add donation products to orders when registering new or returning members in eBiz Adding Annual Fund donations to membership orders allows the membe
3. ivating your account please allow 2 business days for our eBiz Hotline staff to verify you as the Troop Leader and approve your request Also please note that you may want to check with your troop before attempting to activate any orders as we have provided the membership renewal opportunity at the parent level donotsee my girl in my troop and she says she s already re registered o Itis possible that she was in a different troop last year has already registered online and is still set in that troop Before we make any changes here we ask that you please check with your Troop Leader to ensure that she has not already registered with us f her membership has already been activated online Please contact the eBiz Hotline to have her transferred to the correct troop Fall 2013 Online Registration_07_10_2012 Page 4 ray girl scouts of greater atlanta Where is eBiz Easy access to eBiz visit the Girl Scouts of Greater Atlanta website at www gsgatl org click Join Us then click the eBiz button Registrar s Role As Girl Scouts of Greater Atlanta GSGATL transition to online membership registration eBiz our Registrars will be integral to our success Registrars will fulfill Three primary roles 1 Promote and support online registration of members and troops 2 Serve as the local expert for members and troops on how fo register online 3 Serve as the liaison between members and the Council s Database Team t
4. mber registrations will display in the Troop Management area of the eBiz site If you have attempted to access this module and cannot please note that we first need to validate in the back office the position you have listed before you may access Troop Managemen These position codes are checked and validated on a daily basis If you already have access in Troop Management donotsee some of the other volunteers on the Troop list like the Assistant Leader or Cookie Mom o Likely we have not entered their positions in the system yet Until then they will show with a position of 14 o With the new eBiz updates these volunteers will be able to report their positions themselves during the registration process or when they activate their online account Howcan update a girl s address or phone number online They are incorrect on the roster The instructions provided were not clear o From Troop Management click on the girl s name in the troop list From there you will see you are managing the girl s profile Make any necessary edits then save your changes As a best practice check with the girl member or parent to ensure they do not plan on registering online themselves before you make any changes amaLeader but l cannot access Troop Management please help o You must have the position code of 01 in our database to access this area If you have recorded your position as 01 Troop Leader during the registration process or while act
5. o assure efficient and accurate processing and updating of membership information Registration Resources User Demo Videos We are excited to provide a variety of online resources for members and volunteers to helo guide you through the eBiz online registration process The video are available on the eBiz Web site and range between three and six minutes in length To access the videos hold the control key and click on the link e Customer Profile Management Video 3 mins e Membership Renewal Video 5 mins e New Member Registration Video 4 mins e Troop Maintenance Video 3 mins e Troop Renewal Video 4 mins e Troop New Registration Video 6 mins User Guides In addition to training videos GSGATL has developed user guides that are posted on the web site www gsgatl org as well as on eBiz The user guides are pdf documents e Troop Management User Guide e Member Registration User Guide Fall 2013 Online Registration_07_10_2012 Quick Facts eBiz Hotline GSGATL has a trained eBiz Hotline Staff feel free to contact to gain access to eBiz or to obtain answers to any questions you may have Email eBiz gsgatl org Phone 770 702 9650 Availability Monday Friday 9 a m 5 p m EST Don t have an email address Go to Gmail Hotmail or Yahoo to sign up for an email address today 3 Steps to Register eBiz has girls adults and troops registered Troop Leaders Advisors with the Ol position only need
6. r or troop leader to pay for both with one easy payment again using a credit card debit card or prepaid debit card Because the donations are tied directly fo each member s order this ensures that each girl and parent receives credit for their contribution ANNUAL FUND Donations will be available in eBiz with present giving levels Add a donation amount using the dropdown menu for renewing members Be sure to add a donation product to your cart for each new member you register in Troop Management You can add as many donation products as you need for each member f there is not a giving level in eBiz that meets your needs there will be a link in Troop Management directing you to a site that offers other amounts EBIZ HOTLINE Girl Scouts of Greater Atlanta has a trained eBiz Hotline Staff that is extremely knowledgeable when it comes to all things eBiz Feel free to contact them with your questions You can also access user guides and training videos on the eBiz site Easy access to eBiz visit the Girl Scouts of Greater Atlanta website at www gsgatl org click Join Us then click the eBiz button Email eBiz gsgatl org Phone 770 702 9650 Availability Monday Friday 9 am 5 om EST Fall 2013 Online Registration_07_10_ 2012 Page 2 girl scouts of greater atlanta Frequently Asked Questions How dol get to the eBiz page on the Web site Easy access to eBiz visit the Girl Scouts of Greater A
7. ration in Troop Management we suggest that they create a generic username and password ex Username Troop00123 Password Troop00123 to share with your volunteer If the troop leader has already setup their username and password they can always edit this information by going to My Account then Change Username and or Change Password Why does some adult records show multiple times in Troop Management and on some reports generated from Council Adult members show in Troop Management and some report listings based on the number of positions they are assign in the database ex 01 14 Troop Treasurer Why does some adult records show position code 14 and their actual assigned position code is different Adult member records are assigned position code 14 when GSUSA creates Proforma or Pending orders in the Personify database The 14 position code is assigned by default Member not active GSUSA does not know if the adult member will maintain their current position therefore assigns the default 14 position code to all members When adults register online they can self report their actual position however they cannot delete the default code Please note the 14 default code does not affect your volunteer status Fall 2013 Online Registration_07_10_2012 Page 3 girl scouts of greater atlanta Troop Management FAQs Please note that individual registrations are updated on a regular basis and your troop me
8. tlanta website at www gsgatl org click Join Us then click the eBiz button Cana leader register all of her girls at one time online Yes using the troop management module you can register troop members with one payment What are the payment options online Payment options through eBiz are credit card debit card or prepaid debit cards Will pre printed membership forms be available No pre printed forms will not be available When are paper registration forms appropriate to use Paper forms will only be accepted when a member is requesting financial assistance paying with Cookie Dough or graduating seniors registering for Lifetime Membership Will blank forms be available Yes blank forms are available on the Girl Scouts of Greater Atlanta web site www gsgatl org forms section How dol request financial assistance Members applying for financial assistance will complete the request for financial assistance section on the membership registration form available from our web site All financial assistance will be handled using paper forms only The eBiz Online Registration System is not equipped for online transactions using financial assistance cookie dough or any alternate payment method amthe 01 leader on record but another volunteer will be managing our troop registration how do they access Troop Management If the Ol leader will be sharing their access to eBiz to helo manage troop members and regist
9. to complete three steps to register their troop online Step 1 Access eBiz and create a login Step 2 Prepare for online registration Step 3 Register online Details for each step are located in the user guides Access to Troop Management Access to Troop Management is automatically provided to all approved troop leaders with the 01 position GSGATL recognizes the value of online access to troop information by volunteers other than the approved 01 Unfortunately GSUSA does not allow access beyond the approved 01 position While GSGAITL will continue to lobby for change we are committed today to work with volunteers to develop reports and relations that support their effectiveness Reporting Service Unit Rosters Membership rosters are currently being provided to each SU weekly via email This report provides a listing of everyone registered via eBiz and paper as of the reporting date If you have specific reporting needs please contact eBiz support with your request at ebiz gsgatl org Transfers Transfer request should be submitted to ebiz gsgatl org We ask that you copy the Service Unit Director Area Registrar SU Registrar and Membership Specialist on your request to help alleviate duplicate submissions Your request will be handled as soon as possible Page 5
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