Troop Cookie Sales Roles and Responsibilities

Below is an outline of what to expect throughout the cookie season. It's meant to help guide volunteers and parents and is by no means all inclusive or inflexible. Some things are required, like completing training, required forms and writing and keeping paper receipts. Other things are more of a guideline, like completing patches, doing cookie booths, etc.

Please send any questions or feedback to WayzataGirlScouts@gmail.com

Pull a report from Looker to get contact information for troop leaders and mentors. Collect information from troops/juliettes about whether they are selling or not. If selling, collect Troop Cookie Manager name and contact info, second contact info, and number of scouts selling.
Take council training
Schedule and provide training for Troop Cookie Managers or direct them to training provided through Girl Scouts River Valleys Council.
Ensure Troop Cookie Managers complete the responsibility form and training.
Receive, collate and distribute materials to troops
Host a community cookie rally (optional)
Set up a community cookie swap via email, Facebook, shared spreadsheet, etc. Update/refresh it weekly
Assist troops with online cookie systems questions and/or direct to systems resources.
Monitor during sale for troops with excessive inventory, lack of transactions in Smart Cookies, etc.
Monitor end of sale to ensure troops are documenting and reconciling cookie sales in Smart Cookies
Sort and distribute rewards for troops

Discuss cookie sales with troop and whether scouts plan to participate. Discuss cookie sales options with troop to help determine how/if scouts plan to participate.
Discuss what to do with cookie money as a troop.
Discuss where to donate packages of donated cookies.
Review and complete any badges around cookie sales.
Practice a cookie booth – make signs, talk about how to ask for sales, how to respond to a “no”, other booth etiquette, etc.
Designate a Troop Cookie Manager and communicate who that person is with the Community Product Leader.
Support the Troop Cookie Manager throughout the sale as needed. Work with TCM to set up troop site in Digital Cookie to enable mobile app sales.

Complete the Troop Cookie Manager responsibility form
Complete the Troop Cookie Manager training
Read the Cookie Press emails EVERY WEEK
Pick up cookie sales materials from the Community Product Leader
Set a cookie return date
Host a family business meeting. Council provides a Family Cookie Business Meeting powerpoint/PDF and a Tip Sheet to help with this.
Ensure families submit a Family Cookie Responsibility Form.
Ask families for scout’s initial cookie order.
Participate in booth lottery or secure booths at local businesses
Communicate booth sign ups with families and manage cookie booth inventory and money. Ensure the troop site is set up in Digital Cookie so credit card sales can be taken at cookie booths.
Place the initial order
Pick up the initial order
Distribute cookies to girls, write receipts for all transactions of cookies and money and record transactions in Smart Cookies
Monitor on hand inventory throughout the sale, pick up more cookies from cookie cupboards or other troops as needed
Support families with using Digital Cookie for online, girl delivery and credit card sales.
Record all transactions of cookies and money BOTH on paper receipts and in Smart Cookies throughout the sale
At the end of the sale, ask families if they have any cash donation for cookies. Girls may have turned in excess money throughout the sale so make sure to reconcile the amount of packages vs money received. Reconcile all inventory in Smart Cookies. Troop on hand should be zero at the end of the sale.
Obtain any packages of cookies needed to fill troop cookie donations
Ask families for girl rewards choices and enter rewards into Smart Cookies
Ensure donation boxes of cookies are given to the charity of choice
Pick up rewards from the Community Product Leader
Distribute rewards to scouts

Attend the family business meeting
Complete the family responsibility form
Volunteer to assist the troop with cookie sales such as becoming a registered adult volunteer to chaperone cookie booths, pick up cookies, etc. (optional).
Discuss with your Girl Scout her goals and the effort she is willing to do for cookie sales. Plan your initial cookie order accordingly and communicate that with your Troop Product Leader.
Based on reasonable goals, choose the starting number of packages to have on hand for sales. The online cookie calculator gives popularity of varieties in percentages. Apply those percentages to the number of total starting packages to determine how many of each variety to order.
Plan to sell all cookies you receive. If unable to sell inventory, communicate as soon as possible before the sale ends (ideally before last 2-3 weeks of the sale) to avoid excess troop inventory at the end of the sale. All cookies received by the troop must either be sold or paid for by the troop.