Read on for Cookie Cupboard Updates, Cookie Care Donation Program, Troop Toast-YAY! Tuesday, Booths, Online Sales, Initial Cookie Order Deliveries, Forward to Families, and Supporting Troops with Deliveries.
In this edition:
- Cookie Cupboard Updates: Inventory, Appointments, and Planned Orders
- Cookie Care Donation Program
- Troop Toast-YAY! Tuesday, Feb. 16 and Feb. 23
- First-Come, First-Served (FCFS) Cookie Booth Round Next Week
- Cookie Presales and Online Sales Lowdown
For Service Unit Cookie Managers:
Cookie Cupboard Updates: Inventory, Appointments, and Planned Orders
Council On-Demand, By Appointment Cupboards
Appointments are open for Cookie Go Day weekend at the Council On-Demand, By Appointment Cookie Cupboards. We’ve extended Go Day hours to 2:30 pm. Schedule your appointment to “bee” prepared. For troops looking for additional Caramel Chocolate Chip, the gluten-free cookie, a limited supply of this variety will be in stock at the following on-demand locations: Burnsville, Mankato, Rochester, Roseville, and Woodbury. We ask troops to only pick up the amounts they need to fill pre-orders. Cookie Cupboard inventory updates will be available on Cookie Central and the Cookie Cupboards volunteer page throughout the cookie season.
Planned Order Cupboards (Council Express and Regional Cupboards)
For troops planning to use a Council Express Cupboard or for troops assigned to Regional Cupboards, planned orders will open on February 18. To pick up cookies from these cupboards, you must place your planned order in Smart Cookies each Monday by 9 am.
Council Express Cupboards:
- Get your cookies in a jiffy! These cupboards are ideal for those who know what they need on Monday and can pick up in full cases. You’ll submit your order in full cases and pick a day and time to pick up your order. Any planned orders not picked up on the specified date will be absorbed into cupboard inventory.
Regional or Regional Express Cupboard Information:
- Check the Smart Cookies dashboard message for cupboard hours. Not all locations may be open on Cookie Go Day weekend. The dashboard also features the contact information for the cupboard manager.
- Please note: The dashboard will be updated prior to Cookie Go Day. Each troop contact in Smart Cookies will also receive an email with the cupboard contact, location, and hours of operation.
- Cookies will be available for pick-up starting on Thursdays, depending on your cupboard hours of operation. Regional and Regional Express Cupboards will have a pick-up date of Thursday and a pick-up time of 7 am–7:30 am listed in Smart Cookies.
- Please note: This is not the day and time to pick up cookies. This time is a default setting used for the troops to place the order in Smart Cookies.
For step-by-step instructions, including screenshots, on how to place your planned order view the Smart Cookies Guide for Volunteers.
Cookie Care Donation Program
The cookie donation program has a new name, but still the same great purpose! With the Cookie Care Program, girls can give back to their community and earn special rewards too. Troops can participate in one or both options:
- Girl Scouts River Valleys Donated Cookies (known as Virtual Cookie Share in Smart Cookies): Cookies will be donated directly to healthcare workers, school lunch programs, and food shelves. Girl Scouts River Valleys facilitates the cookie delivery to partner organizations.
- Troop Donated Cookies (known as Tracked Cookie Share in Smart Cookies): Girl Scouts select a nonprofit organization, such as a local food shelf, hospital, faith organization, or shelter. It’s up to them to research the organization and make a philanthropic business decision. Troops donate cookies from their remaining inventory to the organization(s) of their choice.
For both programs, girls collect money from customers and turn it into the troop.
To learn how to record donations in Smart Cookies, view instructions in the Smart Cookies Guide for Volunteers.
Important Notes for Online Donations:
- When customers choose to make a donation through a girl’s direct-ship link, the donations will go towards Virtual Cookie Share Donations.
- When customers choose to make a donation through an e-card or using a girl delivery sales link, the troop can choose either option:
- If the troop doesn’t wish to handle the inventory, you will create a Virtual Cookie Share order for the girl. This will give the girl credit for the sale and then the amount collected will balance to the financial responsibility assigned to the girl.
- If the troop will use troop inventory, you will need to ensure you’ve transferred enough cookies to the girl to cover her actual sales, plus the tracked cookie share packages. For example, if Sophia was given 25 packages for her customer orders, then received 5 packages for donations, you would transfer an additional 5 packages to her to balance her account. The troop keeps the packages to donate at the end of the sale and track these 5 packages in tracked cookie share.
Troop Toast-YAY! Tuesday, Feb. 16 and Feb. 23
Join us for the next round of Troop Toast-YAY! Tuesday sessions in Zoom.
Tuesday, February 16 – Smart Cookies
- Smart Cookies Enhancements
- Please note: This session will run from 5:30 pm-6:30 pm to allow for those who wish to schedule booths at 7 pm to also attend.
- Virtual Booths
- Online Orders for Girl Delivery
- And More!
Register for this Smart Cookies session by February 15 at 8 am. Zoom links will be emailed to you after 12 pm the same day.
Tuesday, February 23 – Cookie Money
It’s time to talk cookie money! Join our Troop Finance Specialist, Becky, to talk about cookie finances, including how cookie money works, what to do when money issues arise, and the ACH withdrawals. Register for this cookie finance session by February 22 at 8 am. Zoom links will be emailed to you after 12 pm the same day.
First-Come, First-Served (FCFS) Cookie Booth Round Next Week
Our hive has been busy working on the next round of First-Come, First-Served (FCFS) Booths, which will include any Walmart locations that have been approved, on February 16. The new cookie booth timeslots will be uploaded between 5 pm–7 pm. During this timeframe, selections will be closed. Booth selections will re-open at 7 pm with the new Walmart booth timeslots. In Addition to various Walmart and Sam’s Clubs, we will also be adding two new booth opportunities to the upload on February 16. They are the Twin Cities (Eagan) Outlets, and the Albertville Outlets. We will have specific location instructions as soon as possible. For this final round of FCFS booths, the cap will be lifted on the number of booths that a troop can secure.
In Case You Missed It Last Week…
For troops participating in council-secured cookie booths, the following guidelines are currently in place:
- Max of two adults and three girls at a booth, unless a store specifically states fewer people
- Contactless payment is strongly recommended
- When possible, outdoor booths are recommended
- Face masks are required by all participants
- Maintain social distance as much as possible
- Wash hands or use hand sanitizer frequently
- If the table is provided by the store, wipe it down with sanitation spray or wipes before and after your shift
- Note: You will need to bring spray/wipes with you as most stores will not provide these items.
Cookie Presales and Online Sales Lowdown
As presales and online cookie sales start rolling in, we want you to have the info to best support your families. We’ve updated the Family Quickstart Guide to Online Sales to address questions that are being asked by you and your families to give you the lowdown on using Smart Cookies online sales features. Review these updates so you are ready to assist families should they have any issues. A few key notes:
Super important! If a family opted in for girl cookie delivery and shared the sales link, they must check their email for any online orders needing approval. The emails are sent from Smart Cookies, so be sure to add firstname.lastname@example.org to your safe senders list. Orders not approved within five days will be canceled. The ONLY way to approve these orders is from the link in the email. Parents/guardians must click the link in the email—opening the email is not the only step for approval. See the example below.
Any orders for girl cookie delivery placed through an e-card, do not require parent approval. Since you selected the option for girl cookie delivery when sending the email, Smart Cookies already assumes that you are able to deliver the order. For this option, customers can pay with a credit card online or can pay at the time of delivery.
First, the girl should connect with the customer to inform them of the need to adjust the order and see if they are okay swapping a variety. Next, you will enter the adjustment in Smart Cookies. The total packaged order must remain the same, after the adjustment. (For example, if out of Caramel Chocolate Chip, remove one package Caramel Chocolate Chip and add a package of a variety she has in stock).
- Go to My Orders, then Manage My Orders
- Locate the customer order and click on the pencil to open the edit screen for the order
- Scroll down to the Next button at the bottom of the page and click Next
- The cookie order screen will appear. Enter the updated cookie order. The total package order must remain the same. Then click Save
- The customer will receive an email to alert them that the order has been edited
You can also view the girls that are active in their Smart Cookies account by viewing the Mobile and E-card Summary Report from your Reports tab. This report will show you the totals by girl by variety for orders from e-cards (girl delivery and direct-ship), social direct-ship, social girl cookie delivery (from girls sales links), plus keyed orders (girl cookie delivery and direct-ship). The troop dashboard will not show girl cookie delivery orders. It will only show direct-ship orders. If the girl cookie delivery orders were pre-paid by credit card, you will see deposits posted for the girl. Remind families to report any presales and girl cookie delivery orders to you to ensure the troop will have the inventory needed to fill the orders for Cookie Go Day.
Initial Cookie Order Deliveries
Are you ready for the Thin Mints, Toast-YAY!s, and Peanut Butter Patties to temporarily invade your home? Initial Cookie Order deliveries begin tomorrow and run through February 18. If a Mega Drop delivery is impacted by inclement weather, River Valleys will email and call the troop contact in Smart Cookies to alert of any changes. If a Mini Drop delivery is impacted, we will alert the delivery contact and service unit Cookie Manager. Whether you participate in a mega cookie drop or mini cookie drop, the troop cookie manager is responsible for:
- Arranging for pickup of the order. Reference the Cases Per Vehicle Chart to ensure the vehicle has enough room for your troop’s order.
- Printing the initial order totals. You can either run the Troop Initial Order Report from the Reports tab in Smart Cookies or go to the Orders tab, then select Troop Initial Order and print the initial order page (which will also include the delivery address).
- Verifying the cookie totals at the delivery location and again before distributing cookies to families.
- Contacting Girl Scouts River Valleys within 24-hours of the order pickup if you discover miscounts or damages.
- Setting a day and time for families to pick up their inventory in a socially distant manner.
- Pro tip: Use a tool such as Sign-up Genius or a Google Doc for families to select an appointment.
- Issuing receipts to families to show the total cookies picked up, by variety. You can use the receipts from your troop materials and have families bring their own pen to sign the receipt and take their copy. You may also use email or texts to acknowledge the transactions.
To ensure the safety of both our volunteers and the delivery crews, face-coverings must be worn at all times and social distancing must be practiced during cookie pick-ups.
As we get closer to Cookie Go Day, we recommend waiting to distribute to girls until as close to February 20 as possible.
When Distributing Cookies to Families:
- Be sure to write a receipt or keep an email/text as a record of the transaction. Fill the receipt out and have the parent/guardian bring their own pen to sign it before receiving cookies. Instruct the family to keep the white copy in the receipt book and they can take the yellow copy. Once the cookies are sold, you must also have record of any money turned in to the troop for check/cash transactions. See the contactless payment options for families to turn in money to troops.
- Complete a Troop-to-Girl transfer in Smart Cookies. Double-check that the cookies transferred matches the receipt.
Forward to Families
Here’s the info you can copy and paste to forward to the families in your troop this week:
The Family Quickstart Guide to Online Sales has been updated to help support your frequently asked questions. Review the information so you can better understand how to view orders and actions that are needed in your girl’s Smart Cookies account.
Important Notes for Online Orders:
For any orders for girl cookie delivery placed through an e-card, these orders do not need to be approved. Since you selected the option for girl cookie delivery when sending the email, Smart Cookies already assumes that you are able to deliver the order. For this option, customers can pay with a credit card online or can pay at the time of delivery.
Super important! If your family opted in for girl cookie delivery and shared the sales link, you must check your email for any online orders needing approval. Orders not approved within five days will be canceled. The ONLY way to approve these orders is from the link in the email. You must click the link in the email—Opening the email is not the only step for approval. If you lose or delete the email, you can go to the Manage My Orders screen, find the order, click on the three dots next to it and select “resend email”. The emails are sent from Smart Cookies, so be sure to add email@example.com to your safe senders list.
When posting your girl’s cookie link on Facebook neighborhood or community groups, be careful when using words like “for sale” or adding the price of cookies in your post. These actions can automatically push the links to Facebook Marketplace.
Cookie Go Day is the day that girls can begin to deliver cookie orders to customers. We know your customers are eager to get their cookies. To be honest and fair to all girls, you must wait until February 20 to deliver any presales and online orders for girl delivery or participate in in-person cookie sales.
Family Cookie Responsibility Forms
Please verify that you have received completed online Family Cookie Responsibility Forms from each of your participating families prior to February 20 (Go Day). A responsibility form is still required even if the family is participating in only in online sales.
Supporting Troops with Deliveries
Cookie delivery week is full of excitement and logistics. Here are some tips to help you support your troops during this time:
- It is important that troops take time to carefully count the cookies they picked up from an initial order delivery.
- If a troop ends up with an incorrect amount of cookies, they must contact us within 24-hours of their pick-up time.
- Here are the two types of delivery drops:
- Mega Drop: These are executed by our delivery agents in a drive-thru format. Remind your troops to arrive as close to their delivery time as possible. There is only one opportunity to go through the line. If multiple vehicles are involved in picking up a troop’s order, they must all go through the line at the same time.
- Mini Drop: All delivery timeframes and case counts have been sent to the lead contact. If this was not received, please contact us. Do not allow troops to pick up cookies until the delivery is complete and all case counts are verified.
Troop Cookie Manager Responsibility Forms
Make sure to verify that you have received an online Troop Cookie Responsibility Form from each of your participating troop cookie managers including Juliette mentors. Even if a troop is only participating in online-only sales, the troop cookie manager is still required to complete the responsibility form.