Go! Help Files for Unit Users – Section 3
Updating unit information
It is important that your unit’s information is kept up to date. This is particularly important for receiving Join Us
enquiries, if you are applying for any events or grants, and for your local Commissioner in case of emergency.
Any active Leader, Assistant Leader, Leader in Training or Unit Key User can update this information.
If you have opened a new unit, changed the section programme you are running in the unit or feel you may need
to close the unit, you need to contact your local Commissioner, who will ensure the relevant changes are made
to the unit’s Go! record in consultation with you. You also need to contact your local Commissioner if your unit’s
sponsorship agreement changes.
If you require any assistance completing the steps in this help file please speak to your local Commissioner or
local Key User, who will be able to help you.
This help file covers the following changes which can be made to the unit’s record on Go!.
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How
How
How
How
How
to find out the unit’s level number and basic information
to add or change your unit meeting place
to add or change your unit meeting day time and/or frequency
to change the unit’s level main contact
sponsored units can update their sponsor information
Other unit help files are available in the Download Help Files area of Go! with information about the following.
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How
How
How
How
How
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Go! Help Files for Units – Section 3
September 2014
to update roles for individuals in your unit
to update contact details for young members in your unit
units can use Go! to communicate
to run a report about your unit
to update your own contact details
© Girlguiding 2014 www.girlguiding.org.uk
How to find out the unit’s basic information
The steps below show how to find this information in the Level Management area. It is also summarised on the
Level Details report, available through the Report Management area. See the Go! report help files for more
information.
1) When you have logged into Go! select
.
2) Select your unit’s name.
If you do not see your unit’s name listed you need to
speak to your local Commissioner, who will ensure your
role, including dates, is correct and make any
amendments as required. If any changes are made your
access will be updated 24 hours later.
The information is then split into several different sections, each with their own links as follows.
Level Basic Details
This information is ‘view only’. If any information is incorrect you need to speak to your local Commissioner,
who will request any changes with your County’s Go! Coordinator. The fields are as follows.
Level Name
This is the official name of the level. It will include the section(s) which make up the
unit as well as the level type (eg 1st London Rainbow Unit or London District).
Level Type
This is the type of level (eg unit). If it is a sponsored unit the sponsorship details will be
added here (read more about sponsored units).
Level Status
Whether the unit is currently meeting (active) or has now closed (inactive).
Level Address Details
This details the main contact’s address (read how to change this) and also the unit meeting place (read how to
change this). The unit meeting place will also be shown on the Level Meeting Summary report and the Join Us
enquiry map. If the unit is a sponsored unit then the sponsor’s address is also shown (read more about sponsored
units updates).
Level Email Details
You can choose to add an email address in this area using the
icon or amend it using the
icon. Please
note that emails to the unit will always be sent to the individual who is recorded as the level main contact read how to update this information.
Level Telephone/Fax Details
You can choose to add a telephone or fax number in this area using the
icon or amend it using the
icon.
Please note that we will always contact the individual who is recorded as the level main contact using their main
number - read how to update who this is.
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© Girlguiding 2014 www.girlguiding.org.uk
Level Information
This information is ‘view only’. If any information is incorrect you need to speak to your local Commissioner,
who will request any changes with your County’s Go! Coordinator. The fields are as follows.
Level number
This is the unique number for your unit (in the same way that every member has a
membership number). This is quoted in grant applications, event applications and to pay
the annual subscription.
Level Status
Whether the level is currently meeting (active) or has now closed (inactive).
Level Type
This is the type of level (eg unit).
Level Details
This is the unit’s section – Rainbow, Brownie, Guide or Senior Section. If a unit is made
up of more than one section then Joint will be shown. This information is used to
determine which roles can be added to the unit, and which enquiries the unit will
receive
Formed Date
This is the date the unit originally started meeting. If the date is before 1910 then no
information has been provided. If the formed date is incorrect speak to your County’s
Go! Coordinator, who can amend this based on the unit registration certificate.
If the unit has reopened this will not show here but will be visible in the Level Details
report
Level Additional Details (such as unit meeting day and sponsor type)
This area provides the following additional information.
Unit Meeting Day
This area shows the day and time the unit meets. The unit meeting day will also be
shown on the Level Meeting Summary report and the Join Us enquiry map. Read how to
update this information.
Unit Meeting
Frequency
This shows how often the unit meets. Read how to update this information.
Level Details
This is shows the Country/Region, County, Division and District the unit is currently in
Sponsor Type
If the unit is a sponsored unit then this will show the unit’s sponsor. Read how to update
this information.
Small bus permit
3
If the unit has received a small bus permit then this will be detailed here, including the
date it needs to be renewed by. Find out more information about the small bus permit in
The Guiding Manual (www.girlguiding.org.uk/guidingmanual > Activities > Additional
information > Transport).
Go! Help Files for Units – Section 3
© Girlguiding 2014 www.girlguiding.org.uk
How to add or change your unit meeting place
The steps below show how to amend the unit’s meeting place. It is important that this information is up to date
in case there is an incident or emergency, and also to ensure that you can receive enquiries from potential new
members (visit www.girlguiding.org.uk/joinushelp for more information).
1) When you have logged into Go! select
.
2) Select your unit’s name.
If you do not see your unit’s name listed you need to
speak to your local Commissioner, who will ensure your
role, including dates, is correct and make any
amendments as required.
3) Select Level Address Details or scroll down the page to the Address box.
4) Check if there is already an address marked as ‘Unit
Meeting Place’.
If there is then select
If there is not select
5) Select
to change this address.
to enter a new address.
to enter the correct address. A new pop-up will open.
6) Choose the correct Country from the list and then
select
.
7) Enter the meeting place’s building number or name
and postcode into the boxes provided and then select
.
It is recommended that you use a postcode finder or
speak directly with the venue to find the correct
postcode. If the venue does not have a postcode use
the postcode for the nearest building (you can amend
this in step 9).
8) If more than one address is at this postcode you will
be shown a list. Select the correct address by clicking
the underlined link or ticking next to it and then
select
.
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© Girlguiding 2014 www.girlguiding.org.uk
9) The full address will be shown. Make any
amendments on this page before selecting
save the changes.
to
You should never change the road name, town or
postcode as this will affect the unit’s location on the
Join Us enquiry map.
If the address is incorrect then please use the
button to search again.
10) Ensure the Address Type is selected as ‘Unit
Meeting Place’ before clicking
(or
a new address) to save the changes.
for
The address will be updated on the Go! record instantly. It will show on all reports and on the Join Us enquiry
map after 48 hours.
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How to add or change your unit meeting day, time and/or
frequency
It is important that your unit meeting information is kept up to date in case of an emergency. Your meeting day
will also appear on the Join Us enquiry map (visit www.girlguiding.org.uk/joinushelp).
1) When you have logged into Go! select
.
2) Select your unit’s name.
If you do not see your unit’s name listed you need to
speak to your local Commissioner, who will ensure your
role, including dates, is correct and make any
amendments as required.
3) Select Level Additional Details such as Unit meeting
day and sponsor type.
If you do not see this link it means you do not have a
role in the unit user group. To gain access you need to
speak to your local Commissioner, who will ensure your
role, including dates, is correct and make any
amendments as required.
4) Tick
next to the correct unit meeting day (if a
different day was previously entered the system will
untick it).
5) Enter your unit meeting start and finish times in the
box next to the day you have selected (if incorrect
meeting times are shown on the screen then please
delete these).
6) Tick
next to the correct unit meeting frequency
(if a different frequency was previously entered the
system will untick it).
7) Once you have updated all areas as applicable select
to save the changes.
Your view will update instantly with any changes. All Go! reports will update within 24 hours, and the Join Us
enquiry map will update within 48 hours. If you need to change other details about the unit, click here to see
how to update these.
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© Girlguiding 2014 www.girlguiding.org.uk
How to change the unit’s level main contact
The main contact for a level is the individual who will be contacted as the first point of call. This includes
receiving emails relating to the annual subscription process and also Join Us enquiries. The main contact can be
changed quickly and as many times as you want. It is therefore recommended that you update this if the main
contact changes or if they will be unable to respond to any correspondence for a period of time.
1) When you have logged into Go! select
.
2) Select your unit’s name.
If you do not see your unit’s name listed you need to
speak to your local Commissioner, who will ensure your
role, including dates, is correct and make any
amendments as required.
3) Select View Active Unit Team (Limited Access).
If you do not see the link, or it says ‘view only’, you
need to speak to your local Commissioner, who will
ensure your role, including dates, is correct and make
any amendments as required.
4) Select
5) Tick
.
next to the new main contact.
Note: Only an individual with an active role in the
level can be the level main contact.
6) Select
to save the change.
This will be visible instantly on Role Management. All
Go! reports will be updated within 24 hours and the
new main contact will receive all relevant level
communications after 48 hours.
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© Girlguiding 2014 www.girlguiding.org.uk
How sponsored units can update their sponsor information
A sponsored unit is one where there is a formal sponsorship agreement between the unit and a sponsoring body,
such as a religious community, local school, college, hospital or business. A unit that meets in premises
belonging to an organisation is not necessarily a sponsored unit. Please see the ‘Types of unit’ section in The
Guiding Manual for more information (www.girlguiding.org.uk/guidingmanual > Supporting information > Types
of unit).
If you are part of a sponsored unit then your local Commissioner will have signed a sponsorship agreement with
the sponsoring body (see ‘Types of unit’ in The Guiding Manual). She will also ensure your unit is recorded as a
sponsored unit on Go!, which will give you access to update additional information. It is important that you keep
this information up to date.
How to become a sponsored unit or show that you are no longer sponsored
If you wish to set up a sponsorship agreement, or wish to end an existing agreement, then you need to contact
your local Commissioner. She will liaise with the sponsoring body and your County to ensure the unit’s level
type, and any required forms, are all updated.
How to add or update the sponsor’s address
It is important that you keep your sponsor’s information up to date. Remember that while the sponsor’s address
may be the same place the unit meets (see ‘How to add or change your meeting place section on page4), it is
important that you record these as separate addresses.
1) When you have logged into Go! select
.
2) Select your unit’s name.
If you do not see your unit’s name listed you need to
speak to your local Commissioner, who will ensure your
role, including dates, is correct and make any
amendments as required.
3) Select Level Address Details or scroll down the page to the Address box.
4) Check if there is already an address marked as
‘Sponsor’.
If there is then select
If there is not select
5) Select
to change this address.
to enter a new address.
to enter the correct address. A new pop-up will open.
6) Choose the correct Country from the list and then
select
.
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© Girlguiding 2014 www.girlguiding.org.uk
7) Enter the sponsor’s building number and postcode
into the boxes provided and then select
.
If you do not know the address details your sponsor
should be able to provide you with them.
8) If more than one address matches the criteria you
will be shown a list. Select the correct address by
clicking the underlined link or ticking next to it and
then selecting
.
9) The full address will be shown. Make any
amendments you may require on this page before
selecting
to save the changes.
If the address is incorrect then please use the
button to search again.
10) Ensure the Address Type is selected as ‘Sponsor’
before selecting
(or
for a new
address) to save the changes.
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© Girlguiding 2014 www.girlguiding.org.uk
How to add or update the sponsor type
This shows what kind of sponsoring body has sponsored your unit. This is important as it may affect the
sponsorship agreement.
1) When you have logged into Go! select
.
2) Select your unit’s name.
If you do not see your unit’s name listed you need to
speak to your local Commissioner, who will ensure your
role, including dates, is correct and make any
amendments as required.
3) Select Level Additional Details such as Unit meeting
day and sponsor type.
If you do not see this link it means you do not have a
role in the unit user group. To gain access you need to
speak to your local Commissioner, who will ensure your
role, including dates, is correct and make any
amendments as required.
4) Under the ‘For Sponsored Units Only’ heading, tick
next to the relevant sponsor.
Add any additional information if required.
If a different sponsor was previously entered the
system will untick it.
If you do not see the ‘For Sponsored Units Only’ heading, or any options to tick, it means your unit is not
currently recorded as a sponsored unit. You will need to speak to your local Commissioner, who will update the
unit’s record based on ‘Types of unit’ in The Guiding Manual.
5) Select
to save the change. Remember to also update the sponsor address if required.
10 Go! Help Files for Units – Section 3
© Girlguiding 2014 www.girlguiding.org.uk