Go! Help Files for District, Division and
County Users – Section 4
Updating levels and their information
All individuals in guiding are part of a level. Commissioners are responsible for ensuring records for these levels
are correct, including any opening or closing units.
If you require any assistance with this guide please speak to your local Commissioner, local Key User or County’s
Go! Coordinator, who will be able to help you. They will also be able to assist you with any specific non-system
actions you need to take.
This help file covers the following.
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What is a level? (including what is shown on a level’s record)
How to set up a new unit
How to show a unit has closed
How to show that two units have merged
How to change a unit’s name
How to restructure your guiding area
How to show a unit is now sponsored, or is no longer sponsored
How to update the unit’s meeting place, day, time and/or frequency
How to update the level’s contact details (including the main contact)
Other help files are available in the Download Help Files area of Go! with information about the following.
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Help for unit users
How to update the roles and membership for volunteers in your area
How to update qualifications and awards
How to use Go! to communicate with volunteers
How to run a report about your area
How to update your own information
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Go! Help Files for District, Division and County Users –
Section 4 (September 2014)
© Girlguiding 2014 www.girlguiding.org.uk
What is a level?
Every unit, District, Division, County, Country and Region in Girlguiding is a level. Each has a level number and
roles within it. In addition, Divisions, Counties, Countries and Regions may have committees which are ‘sublevels’. Please speak to your County’s Go! Coordinator for more information about committees. To see a
breakdown of your area (eg the units within the District) please use the Go! reports available – see the Go!
report help files for more information.
Information about the individuals in the level can be found through
. See the How to use Go! to
communicate with volunteers help file for more information. To look at a level’s basic record follow the steps
below.
1) When you have logged into Go! select
.
2) Select the level you wish to view.
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To see your level select your level’s name.
To see a level below yours (eg a unit in your
District) then:
a) select
next to your level’s name
b) select the relevant level’s name.
If you do not see your level’s name listed you need to
speak to your local Commissioner or County’s Go!
Coordinator, who will ensure your role, including
dates, is correct and make any amendments as
required.
The information is then split into several different sections, each with their own link 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 makes 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, for example unit. If it is a sponsored unit the sponsorship details
will be found here (read more about sponsored units).
Level Status
Whether the level is current (active) or has now closed (inactive).
Level Address Details
This details the main contact’s address (read how to change this). Units will also have their meeting places
listed, which is used for the Join Us enquiry map and shown on the Level Meeting Summary report (read how to
update this). If a unit is a sponsored unit then the sponsor’s address is also shown (read more about sponsored
units).
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Go! Help Files for District, Division and County Users –
Section 4
© Girlguiding 2014 www.girlguiding.org.uk
Level Email Details
This is an optional area to enter a level’s email address. The level team 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 level will always be
sent to the individual who is recorded as the level main contact (read how to update who this is).
Level Telephone/Fax Details
The level team can choose to add a phone number in this area using the
icon or amend it using the
icon. Please note that we will always telephone the individual who is recorded as the level main contact using
their main phone number (read how to update who this is).
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 the level (in the same way that every individual has a
membership number). This is quoted in grant applications, event applications and to pay
the annual subscription.
Level Status
Whether the level is current (active) or has closed (inactive).
Level Type
This is the type of level, for example unit.
Level Details
This is a unit’s section. This will be 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 enquiry map the unit is
displayed on.
Formed Date
This is the date the unit first started meeting. If the date is before 1910 then no
information has been provided. If this 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 on the Level Details
report.
Level Additional Details such as unit meeting day and sponsor
Please note that this link is visible only to members of that specific level’s user group. 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.
Unit Meeting
Frequency
This shows how often the unit meets.
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.
Small bus permit
If the level 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.girlguding.org.uk/guidingmanual > Activities > Additional
information > Transport).
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Go! Help Files for District, Division and County Users –
Section 4
© Girlguiding 2014 www.girlguiding.org.uk
How to set up a new unit
Is there a need?
Before setting up a new unit it is important that research is carried out to ensure that there is a need and that it
is sustainable. For example that there are enough girls in the area for the section’s age group and also that
there are younger girls in the area who could potentially become members when they reach the minimum age
for the section. Go! reports, such as the Waiting to Transfer summary and the Section Age Profile, as well as
Join Us reports, can help you assess the current need for as well as the sustainability of this unit.
Information to help Commissioners and the prospective Leadership Team can be found in the ‘Starting a new
unit’ section of the website members’ area (www.girlguiding.org.uk > Members’ area & Go! > Growing Guiding >
Starting a new unit).
Deciding a name
All level names should follow the Girlguiding naming conventions. The key elements of this are as follows.
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The area (village, town or district) should be included in the name.
The name should finish with the type of level (unit, District or Division).
For a unit it should include the section (eg Rainbow) and a number for identification (eg 1st, 2nd, 3rd
etc).
The name should not be the same as any other unit (Your County’s Go! Coordinator can check this
against active and inactive levels).
An example Level Name would be 1st Exeter Brownie Unit.
This level name must be used for all formal documentation, including any bank account or unit flag.
Setting up the unit
Once the Commissioner agrees the need for a new unit, District or Division, she should contact the County’s Go!
Coordinator and provide them with the new level’s name and the District and/or Division it will be in. For a unit
they will also need to know the unit’s first meeting date and, if it has already been decided, the unit meeting
place. This will enable them to register the unit and request an official Unit Registration Certificate.
Once the unit is created
When a new unit has been setup by the Go! Coordinator the local user group will see it in the relevant areas of
Go! after 24 hours. The District or Division user group can then add the volunteers to the Unit Team (see the
Updating roles and membership for volunteers in your area help file for more information). The unit user group
will then be able to update the young members, and any Join Us enquiries, as required after 48 hours, so long as
they have completed the relevant recruitment checks for their role. Read more about recruitment checks in the
website members’ area (www.girlguiding.org.uk > Members’ area & Go! > Guiding roles > Commissioners >
Membership and recruitment > Recruitment checks).
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Go! Help Files for District, Division and County Users –
Section 4
© Girlguiding 2014 www.girlguiding.org.uk
How to show a unit has closed or merged with another unit
Once the decision has been made for a unit to close, or that it is going to merge with another unit, then Go!
needs to be updated to reflect this change. Please note that the unit should be closed only on Go! and should be
updated only once the unit has officially stopped meeting. Speak to your County when you know of a unit that
may have to close. They can offer advice on the best initial steps and support you further.
Updating young members
The unit user group (any active Leader, Assistant Leader, Leader in Training or Unit Key User in the unit) needs
to ensure that all young members are made inactive (see the unit Go! help files for more information). They also
need to ensure that anyone on their waiting list, both on Join Us or on Go!, are referred to an alternative unit
(see www.girlguiding.org.uk/joinushelp for more information).
As a Commissioner you can check this using the Section Age Profile report and Waiting to Transfer Summary
reports on Go!. See the Go! report help files for more information.
Updating volunteers
Once the young members have been updated you need to make all of the Unit Team volunteers inactive. See the
Updating roles and membership for volunteers in your area help file for more information. This help file will also
explain how to add new roles for these volunteers if they are remaining in guiding.
Updating the level
Once all roles have been made inactive please contact your County’s Go! Coordinator. They will make the unit
inactive through County Go!. It will be removed from all views on Go! and all reports after 24 hours. Until this
point the unit has not officially closed.
Updating other information
Remember that there is more to closing a unit than a system. Ensure that all members, girls and volunteers, are
fully informed and found alternative roles within guiding wherever possible. Also ensure that all outstanding
activities, such as the bank account, rent agreement or outstanding payments, have been completed. Please
speak to your County Commissioner for further assistance.
How to change a unit’s name
Occasionally units ask to change their name. This may be because they have moved meeting place, because two
units are merging, because the name is irrelevant or for a number of other reasons. Before changing a unit name
the Unit Team should discuss details of the new name with the relevant level Commissioner.
The Commissioner also needs to ensure the name is appropriate within the guiding naming conventions (see
above).
Once the new name is decided the Commissioner should contact the County’s Go! Coordinator, who will update
the record. The level’s record and all Go! reports will update after 24 hours. This will also update the record for
any individual who has had a role in the level. All other information, including the level number and meeting
place details, will remain the same. See the unit Go! help files for information about how the unit can update
their meeting details.
Units merging
If the level name is being changed because two units are merging, you may also need to close one of the units or
set up a separate unit which combines all the members. It is recommended that you discuss any mergers with
your local Commissioner and County’s Go! Coordinator to determine the best course of action based on the
specific circumstances of the merge.
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Go! Help Files for District, Division and County Users –
Section 4
© Girlguiding 2014 www.girlguiding.org.uk
How to restructure your guiding area
As Girlguiding is such a large organisation, it is divided into smaller areas for easier administration and
communication. This structure is often adapted to suit local needs, and you may need to ‘restructure’ when
your local needs change. This might mean that a unit is moved to a different District/Division or that a
District/Division is set up or closed.
Any change to the guiding structure in your area needs to be approved by your County Commissioner. It must
also follow the guidelines in The Guiding Manual about how to support adults in guiding
(www.girlguiding.org.uk/guidingmanual > Structure > Supporting adults in guiding). In particular this stresses
that a supporting area must be made up of units of at least two different sections (eg you cannot have a District
formed only of Rainbow units).
Once your County Commissioner has approved the change, she will request your County’s Go! Coordinator to
make any relevant changes to the level’s Go! records. Any changes they make will be visible after 48 hours.
Please speak to your County Commissioner or Go! Coordinator for more information.
How to show a unit is now sponsored, or is no longer sponsored
A sponsored unit is one where there is a formal sponsorship agreement between the unit and the sponsoring
body, such as a religious community, local school, college, hospital or business. A unit that meets in premises
belonging to an established 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 info >
Types of unit).
If you have a sponsored unit then the local Commissioner will have signed a sponsorship agreement with the
sponsoring body (see ‘Types of unit’ in The Guiding Manual).
You will need to inform your County’s Go! Coordinator if a unit becomes sponsored, or is no longer sponsored.
They will ensure that the unit’s level type, and name if applicable, is updated. You will see this change after 24
hours on all Go! reports.
If a unit has become sponsored then they are responsible for ensuring that all sponsor information, including the
address and sponsor type, are updated. See the unit Go! help files for more information about how units do this.
How to update the unit’s meeting place, day, time and/or
frequency
The unit user group is responsible for updating the unit’s meeting place, meeting day, meeting time and
meeting frequency. The meeting place and day will be used to place the unit on the Join Us enquiry map. You
will also be able to see this information on the Unit Meeting Summary report. For more information about this
report see the the Go! report help files. For information about how a unit updates this information see the unit
Go! help files.
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Go! Help Files for District, Division and County Users –
Section 4
© Girlguiding 2014 www.girlguiding.org.uk
How to update the level’s contact details (including the main
contact)
Each level is responsible for choosing an individual as the level main contact and updating this information on
Go!. 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 enquiry notifications. 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 is changing or will be unable to respond to any correspondence for a period of time.
Remember that you should never change a main contact without informing both the previous and new individual
of this change. Levels are also able to update this themselves by following the same steps below.
1) When you have logged into Go! select
.
2) Select the level you wish to amend.


To amend your level select your level’s name.
To amend a level below yours (eg a unit in your
District) then:
a) select
next to your level’s name
b) select the relevant level’s name.
If you do not see your level’s name listed you need to
speak to your local Commissioner or County’s Go!
Coordinator, who will ensure your role, including
dates, is correct and make any amendments as
required.
3) Select View Active [level] Team (Read & Write).
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 in 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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Go! Help Files for District, Division and County Users –
Section 4
© Girlguiding 2014 www.girlguiding.org.uk