Looker Toolkit - 2023 - 2024

Looker

'Ours is a circle of friendships united by ideals.'

-Juliette Gordon Low

Your Role About Looker

What is Looker?

Looker is a business intelligence software platform used by many large organizations. Girl Scouts of the USA utilizes it to pull data from different sources and create reports that are made accessible to staff and volunteers across the movement. Girl Scouts of Northeast Texas has decided to give access to these reports to specific service unit team volunteers. Five nationally standardized reports are currently available for volunteers who are granted Looker access.

Why Looker?

Roles

Gives you at-your-fingertips, on-demand info about your SU Equips you with the information you need to communicate with all registered girls, adults, and volunteers in your service unit Helps you make sure that troop and member information is as current and updated as it can be Keeps you up-to-date on your progress toward membership goals Provides a view into the volunteers in your SU who have completed requirements like renewing membership, updating their criminal background checks, and completing training

The current standard service unit roles that are granted access to Looker include:

SU Manager

SU Registrar

SU Troop Organizer

SU Cookie Program / Fall Product Coordinator

Adult Recognitions Specialist

If you have a specialized SU team role in your service unit that could also benefit from Looker access, reach out to susupport@gsnetx.org for more information.

In addition to this toolkit, there will be custom Looker information included in the materials for each of these SU positions.

Looker Access

Your Role

To receive Looker access, you must:

Have Girl Scout annual or lifetime membership for the current or upcoming year

Be renewed into an appropriate SU Role for the current or upcoming year

Have a current and eligible background check with GSNETX

If you've never had Looker Access before:

Review the GSNETX Volunteer Agreement, available at gsnetx.org/volunteeragreement.

On the form, indicate yes, that you are filling out the form to gain access to Looker. Also choose yes, you are a SU Team member then select your SU role.

Sign the Volunteer Agreement.

A Membership Manager will grant you Looker access and email you instructions.

Already had Looker access? Once you have been given access, the Looker Access is now a volunteer role on your MyGS account. You can renew it when you renew your membership and volunteer roles each year but GSNETX will also audit this list on a regular basis. So long as you stay in one of the designated SU roles, you can keep your Looker access but it will be removed from members no longer in SU team roles.

Your Role

Data Privacy & Use

It is incredibly important to maintain the privacy of our membership and that the information in Looker is protected and respected.

The detailed contact information accessed through Looker should only be used for Girl Scout purposes and should not be shared with others.

Each individual SU team member needing access must complete the GSNETX Volunteer Agreement and be given their own login credentials for Looker – these should not be shared with any other member.

Mishandling of information or sharing login information could result in the loss of Looker access and potentially Girl Scout volunteer roles.

Your Role Logging into Looker

Go to https://girlscouts.looker.com.

Use your Girl Scout email address to log in - this is the same email that you use to log into MY GS. Enter your password. Click the blue Log In button.

A few other notes:

The first time you log into Looker, you will be prompted to "reset" your password (even if you've never set one before.)

Because of the way that Looker and the backend membership system (Salesforce) talk to each other, you have to use the same email address for both systems.

If you change your Girl Scout email address, it will also change your Looker login by the next day. You can opt to stay logged in by indicating that this is a trusted computer. Otherwise, Looker will default to log you out about every 30 minutes. You can reset your password at any time by clicking the "Forgot your password?" link.

The Looker reports are standardized on the national level so there is not a way for GSNETX to change them.

You can, however, download the report and sort the information or use the report Filters to change the information that you see.

GSNETX can submit enhancement or improvement requests to GSUSA.

Your Role Looker Reports

SU ROSTER: Full Roster

A list of all current youth, adult, and lifetime members in your service unit, including contact information, criminal background check status, email and photograph permission information.

Basic contact information can be updated by troop leaders and parents through MY GS and requests to update volunteer roles can be submitted through the Troop Changes Form at gsnetx.org/troopchanges.

SU ROSTER: New in the Last Two Weeks

A list of all members who have joined as members or added a new volunteer role in your service unit within the past two weeks.

SU ROSTER

Troop Details

A list of all active troops in your service unit, including meeting information, the number of current members and vacancies.

This information can be updated through the Troop Update Form at gsnetx.org/troopupdate.

SU

ROSTER: Membership Analysis

A visual analysis showing a year-over-year comparison of membership data, including number of girls, adults, and active troops as well as number of volunteers by position and girls by grade of current membership year.

SU ROSTER: gsLearn Summary

A status of all volunteer trainings for members of your service unit. This includes free courses through gsLearn as well as paid courses and learning events through gsEvents. Information about how to use each of these reports in any given SU role is included in the training materials for those specific positions.

Your Role Report Filters

Most reports will open with a number of filters available at the top. You can click the Show Filters or Hide Filters button in the upper right-hand corner (pictured to the right) to expand or close this menu.

Filters allow you to drill down information in the report. Some are automatically defaulted - to your service unit and the Current Year membership year.

For some filters, if you click on the filter where it says "is any value" and then click "any value" and a list of options will appear for you to choose from. You can also change the word "is" to other qualifiers like "starts with" or "contains" to filter your information differently.

After you have your filters set, click the blue "Update" button (pictured to the right) to run the information through those filters.

An important note about the Membership Year filter: This information is based on the Girl Scout membership year, that runs from October 1 - September 30.

From April 1 - September 30, the two options for this filter will be:

Current Year (for the current membership year that runs through September 30) Next Year (for the upcoming membership year that starts on October 1 and runs through NEXT September 30)

From October 1 - March 31, the two options for this filter will be:

Current Year (for the current membership year that runs through September 30) Last Year (for the previous membership year that ended last September 30)

Your RoleDownloading Reports

Remember, downloaded private contact information is only for YOUR use for your assigned SU role and should not be emailed or shared with others.

To download from any of the Looker reports:

Step #1: Click the three dots menu in the upper-right hand corner.

Step #2: Click where it says Download.

Step #3: Select whether you want to download the information as a CSV or a PDF. You can sort and edit the CSV file and may want to save it as an Excel document after it's been downloaded.

Step #4: Click the blue Download button.

Step #1

Step #2

Step #3

Step #4

Your Role Troubleshooting

If you do not currently have proper Looker access, you may get a red error message when you try to log in that says "Your account has been disabled. Contact an administrator." Make sure your Looker Access volunteer role is active, your background check is eligible, and your membership is current. If everything looks correct, please reach out to GSNETX for assistance.

When logging in, you may sometimes get a message that says "Access to girlscouts.looker.com was denied. You don't have the user rights to view this page. HTTP ERROR 403." Try refreshing the page a few times or going back and trying to log in again to see if that works.

Seeing data in Looker that doesn't look right? If it's a matter of a troop that has disbanded or someone has moved, follow the steps on p. 6. If you think it's more than that, please let us know. Sometimes it's an easy data fix or could be something more to look into.

For Looker support, reach out to your Membership Manager. Please remember that while GSNETX grants you access to Looker, it is a GSUSA-managed platform. While we will do our best to solve issues you may come across, there may be times that we have to escalate matters to Girl Scouts of the USA, which can add time to things being solved or changed.

Your Role Report Details: Full Roster

Column Name Description Notes

Service Unit

Service Unit number

Troop/Group Troop number

Participation Type Indicates how the member is participating.

Membership Type Indicates girl, adult, or lifetime membership

In addition to traditional troops, you may also see certain other designations, including:

Join (Location)- These are members who are waiting to be placed into troops but have paid membership for the current membership year.

Juliette (SU) – These are girls who have indicated they would like to participate as individual members.

SU (#) Campaign – These are Lifetime members without current volunteer roles, SU team members, and girls who have active memberships but are not participating in Girl Scouts this year.

Disbanded – This is a troop has indicated they would like to disband and may be in the process of closing. Contact troopsupport@gsnetx.org for more information.

Troop- Girl member or adult member without a specific volunteer role

Job Assignment – Adult member with assigned volunteer role

Report Details: Full Roster

Role Name

First Name

Last Name

Salesforce ID

Does member allow email?

Email

Does Guardian Allow Email?

Indicates a girl or volunteer role.

First name of member as it appears in GSNETX membership system

Last name of member as it appears in GSNETX membership system

Unique identifier assigned by membership system.

Indicated by a Y (yes) or N (no) as marked in member profile.

Email address in GSNETX membership system

Indicates whether or not a youth member’s guardian has opted in for emails.

If a volunteer serves in multiple roles, you will see one row per position. If an adult member does not have a specific volunteer role, will say “Not Applicable.”

Guardians can update this information when on their My Profile page in MY GS

Girl members will typically have a blank unless their parent/caregiver has supplied their personal email address.

If they have opted in for emails, the email address will appear in this column Guardians can update this information when on their My Profile page in MY GS

Report Details: Full Roster

Does Guardian Allow Calls?

Indicated by a Y (yes) or N (no) as to whether or not a youth member’s guardian has opted in to allow phone calls.

Guardians can update this information when on their My Profile page in MY GS

Does Guardian Allow Texts?

Preferred Contact

Phone

Phone Number

Indicated by a Y (yes) or N (no) as to whether or not a youth member’s guardian has opted in to allow text messages.

Primary phone number of guardian as listed in GSNETX membership system

Additional phone number listed in GSNETX membership system

Guardians can update this information when on their My Profile page in MY GS

Does Guardian Allow Mail?

Indicated by a Yes or No as to whether or not a youth member’s guardian has opted in to allow mailings.

Address Street address

Guardians can update this information when on their My Profile page in MY GS.

Report Details: Full Roster

City

State Name (Abbr )

Zip Code

5-digit zip code

Grade

School

School Type

School Sub-Type

Should reflect grade of the current membership year. Grades are automatically increased each year around August 1.

School as indicated in GSNETX membership system.

Registration Date

Participation / Role Assignment

Start Date

When someone’s current year membership or Lifetime membership began.

Indicates when their current troop membership or volunteer role became active

Adults should say “Adult” instead of a grade.

If the grade is incorrect, contact customercare@gsnetx.org to request an update.

Should say “Not Applicable” for adult members

Missing School means there is not a school identified. Troop leaders and parents can update school information in MY GS.

May be populated at some point by GSNETX staff.

May be populated at some point by GSNETX staff. Currently says #Not Applicable.

Report Details: Full Roster

Participation/Role

Active Flag

Participation/Role

Reason Description

Indicates whether the system is showing a member active in their volunteer role.

If a role is not active, indication of why.

Girls will show a ~ .

This will likely either say Not Applicable for girls or active roles and Background Check Pending for members who need to update their background checks.

Eligible if a volunteer they have a current eligible background check Not Applicable if they are a girl member or in a role that doesn’t require background check (like Adult Member)

These statuses mean that the volunteer needs to update their background check:

BGC Status

Expiration Date

Indicates background check status.

First Name (Guardian)

Shows the expiration date of the most recent background check.

For girls, this will be the primary guardian listed on their account. For adults, this will show as blank.

Sent to Vendor: The volunteers has been contacted about renewing their background check but they have not completed it yet. Expired: The volunteer's background check is expired and they need a new one.

Cancelled: If for some reason their background check request could not go through properly.

Volunteers should contact customercare@gsnetx org to request to complete a new background check.

Report Details: Full Roster

Last Name (Guardian)

For girls, this will be the primary guardian listed on their account For adults, this will show as blank.

Does member allow photographs?

Global ID

Renewed Member

Indicated by a Y (yes) or N (no) as marked in member profile.

Unique identifier issued by membership system.

Indicated by a Yes or No. This place on the report is the way to determine the number of new and renewed members in your service unit.

Indicates members that were active last membership year and have renewed for this year with a Yes. New members or members who have skipped at least one year of Girl Scouts will have an No

Troop Sub-Type

Is Member Renewed for Next Year?

Indicated by a Y (yes) or N (no).

Birth Month Calendar month member was born

May be populated at some point by GSNETX staff. Currently says #Not Applicable.

Indicates members were active this membership year and have renewed for next year with a Y Members who have not renewed for next year yet will have an N.

Your Role Report Details: New in the Last Two Weeks

Column Name Description

Service Unit

Notes

Service Unit number

Troop/Group Troop number

Program Grade Level

Grade level or multi-level designation of troop the member is in. If a new volunteer role, will say “Not Applicable”.

School Salesforce Account Type

School Salesforce Account Type

Role Name

Member Type

Indicates a girl or volunteer role.

May be populated at some point by GSNETX staff. Current empty.

May be populated at some point by GSNETX staff. Current says #Not Applicable

If a volunteer serves in multiple roles, you will see one row per position. If an adult member does not have a specific volunteer role, will say “Not Applicable”.

Indicates girl membership, adult membership, or lifetime membership

Your Role Report Details: New in the Last Two Weeks

Global ID

First Name

Unique identifier issued by membership system.

First name of member as it appears in GSNETX membership system

Last Name

Last name of member as it appears in GSNETX membership system City City where member lives.

Grade

Should reflect girl’s grade of the current membership year or will say Adult.

School

School as listed in GSNETX membership system.

Should say “Not Applicable” for adult members Missing School or Not Applicable for a girl may mean that we do not have a school identified

Troop leaders and parents can update school information in MY GS.

Your Role Report Details: New in the Last Two Weeks

Participation / Role Assignment

Start Date

Participation/Role Active Flag

Indicates when their current troop membership or volunteer role became active.

Indicates whether the system is showing them currently active in their volunteer role.

Participation/Role

Reason Description

Email

Email (Guardian)

If a role is not active, indication of why.

Girls will show a ~ .

This will likely either say Not Applicable for girls or active roles and Background Check Pending for members who need to update their background checks.

Email address in GSNETX membership system Girl members will typically have a blank unless their parent/caregiver has supplied their personal email address

Email address of guardian in membership system for girl members.

Does member allow email?

Phone number

Indicated by a Y (yes) or N (no) as marked in member profile

Primary phone number listed in GSNETX membership system

Your Role Report Details: Troop Details

Column Name Description Notes

Service Unit

Service Unit number

Troop/Group Troop number

Troop Type

Troop Formation Status

In addition to traditional troops, you may also see certain other designations, including:

Join (Location)- These are members who are waiting to be placed into troops but have paid membership for the current membership year.

Juliette (SU) – These are girls who have indicated they would like to participate as individual members.

SU (#) Campaign – These are Lifetime members without current volunteer roles, SU team members, and girls who have active memberships but are not participating in Girl Scouts this year.

Disbanded – This is a troop has indicated they would like to disband and may be in the process of closing. Contact troopsupport@gsnetx.org for more information.

Indicates type of troop Will likely only see "Troop" listed.

Indicates if a troop has enough youth members and backgroundchecked volunteers. If this says Support Needed, this may indicate that the troop has less than 5 girls or less than 2 volunteers.

Your Role Report Details: Troop Details

Program Grade Level

Troop Grade

Meeting Frequency

Program grade level of troop or Multi-Level as provided to GSNETX.

Meeting Days

This does not always automatically update when a troop bridges and may need corrected through the Troop Update form.

Grade(s) of all members who are currently in or are welcome to join the troop as provided to GSNETX. If girls are having trouble finding or joining a troop, it may indicate that not all of the correct grades are listed.

How often the troop meets –weekly, bi-weekly, or monthly as provided to GSNETX. If not specified, will have a Ø.

Day(s) of the week that the troop has meetings If not indicated, will likely have TBD.

Meeting Start Time If known. If not specified, will be blank

Meeting End Time If known If not specified, will be blank.

Your Role Report Details: Troop Details

Meeting Location

Meeting Location

Street1 Addr

Meeting Location City

General meeting location.

Specific meeting location address If not specified, will be blank

Meeting Location State TX

Meeting Location Zip Code Five-digit zip code.

School Association

School Type

School Sub-Type

These details are on visible in the catalog potential new members can search through

Meeting Notes

School or district linked to that troop, as given to GSNETX.

Indicates what type of school is in the School Association.

General notes about troop

Youth Assigned # of girls

May be populated at some point by GSNETX staff. Currently says #Not Applicable

Could include schools of girls, meeting info, and update information as provided to staff or on the Troop Update form.

Registered in the troop for the current membership year.

Your Role Report Details: Troop Details

Desired # of Youth

Youth Openings

Remaining

Active Troop / Program Leaders

Display in Catalog?

# of girls troop leaders has indicated they want in the troop this year

# of girls desired minus the # of girls assigned.

Current maximum capacity that can be increased at any time

Troop Start Date

# of volunteers in a troop leader role.

Indicated by a Y (yes) or N (no) as marked in the troop profile

When the troop was first created in the membership system.

For someone to count in this role, they must have an active assignment, current membership, and eligible background check.

Determines whether the troop will show up as a possible option when potential new members are searching for troops on the GSNETX website.

Usually an April 1 or October 1 date to reflect the start of the membership year or Early Bird season.

Your Role Report Details: Troop Details

Section

Name Description Notes

Youth –Current Year

Adults –Current Year

# of girls registered in the service unit for the Current Year membership year.

# of adults registered in the service unit for the Current Year membership year.

Youth –Last Year

Adults –Last Year

Active Troops

Clicking on this number will bring up a roster.

Clicking on this number will bring up a roster

Members By Type

# of girls registered in the service unit for the Previous Year membership year.

# of adults registered in the service unit for the Previous Year membership year.

# of currently Active troops in the service unit.

Side-by-side comparison chart of # of adults, lifetime members, and girls, indicated by Last Year and Current Year.

Clicking on this number will bring up a roster.

Clicking on this number will bring up a roster.

Clicking on this number will bring up the information in the Troop Details Report.

Clicking on any of the boxes will bring up the corresponding roster.

Your Role Report Details: Troop Details

Troops with at least one member

Side-by-side comparison chart of # of active troops last year and this year.

Members by Grade (based on year in filter)

Graph showing # of girls registered in the SU by grade.

Clicking on either box will bring up a list of troop numbers

Positions (based on year in filter)

Chart showing # of volunteers in any given role (both troop and service unit.)

You can hover over the chart to see specific numbers.

Clicking on the graph will bring up the corresponding roster.

Clicking on the chart will bring up the corresponding roster.

Your Role Report Details: gsLearn Summary

Section/

Column Name

Total Number of Courses Completed

Description

Indicates number of course completions by volunteers in this SU during the membership year listed in the filter.

Total Number of Courses in Progress

Notes

If you click on the large number, it will open up a separate page with this information drilled down

Total Number of Courses Assigned But Not Started

Indicates number of courses in progress by volunteers in this SU during the membership year listed in the filter

Indicates number of courses assigned by GSNETX to volunteers within this service unit during the membership year listed in the filter.

If you click on the large number, it will open up a separate page with this information drilled down

If you click on the large number, it will open up a separate page with this information drilled down.

Your Role Report Details: gsLearn Summary

Members List (gsLearn Courses)

Section/

Column Name

User Council Code

Global ID

First Name (Contact)

Last Name (Contcat)

Email

Service Unit(s)

Troops(s) or Group(s)

Role(s)

Course Title

Description

Notes

Should say 597, representing GSNETX’s council code under GSUSA.

Unique identifier issued by membership system.

Adult member’s first name.

Adult member’s last name.

GSNETX email address

Should list your service unit.

List of all of that volunteer's troops or groups.

All positions the volunteer holds at the troop and SU level

Name of course that the member has taken.

If a volunteer serves in multiple roles in multiple service units, there may be more than one listed.

Not applicable may indicate that the volunteer needs to look at their information in MyGS.

There will be one line per course.

Your Role Report Details: gsLearn Summary

Members List (gsLearn Courses)

User Course

Complete Flag

Y (Yes) or N (No) will indicate whether they’ve completed the course or not.

User Course

Complete % Indicates percentage of course finished by the member

User Course

Complete Date

User Course Compliant Till Date (if any)

Will be less than 100% if the volunteer has started but not finished the course

Date the member finished the course. Will be Ø if the course is not finished yet.

Only will have information populated on courses that have an expiration date.

This will primarily be seen on the TR301: GSNETX Camping, TR302: On the Road Camping, and TR402: Protecting Our Girls courses.

Your Role Report Details: gsLearn Summary

Adult gsEvents Supplemental Learning Roster (gsEvent courses and events)

Section/ Column Name Description Notes

Global ID

First Name

Last Name

Start Date

Event Name

Activity Name

Session Name

Membership Status

Unique identifier issued by membership system.

Adult member’s first name.

Adult member’s last name.

Start date of the course or event.

Name of the overall course or event

Section of the course or event, as applicable.

Detailed selection related to course or event, as applicable.

Indicates whether volunteer is new or renewed for current membership year.

This will include a number of Adult Retreat and Kickoff details.

Your Role Report Details: gsLearn Summary

Adult gsEvents Supplemental Learning Roster (gsEvent courses and events)

Email Address

Phone number

Troop or Group

Participation Council Code and Name

GSNETX email address

Adult member's phone number.

List of the primary troops or groups that the volunteer belongs to

Council ID and name

Not applicable may indicate that the volunteer needs to look at their information in MY GS.

Should be 597 – Northeast Texas unless the training came from another council.