Staff Logins and Permissions

FairEntry Support Team -

The documents linked below describe the process of creating the various levels of staff member logins in FairEntry, whether or not you are a fair integrated with 4-H Online. The process for adding staff is the same in all fairs, but fairs that are integrated with 4-H Online can assign staff roles to a 4-H Online manager account, in addition to other volunteers and fair staff.

Staff Accounts:

  • Each person should only have one staff account in FairEntry, with all permissions assigned to that one account, and one email address. Susie Volunteer should not have a fair manager account, a separate check-in account, and a separate results entry account--with or without different email addresses attached. One account, one email, multiple permissions (if necessary).
  • Each email address should only be used once in creating a staff account. If Bob and Susie Volunteer only have one email address and both help at the fair, there should be one staff account, one email, multiple permissions (if necessary).

Permissions:

  • An Organizational Administrator should not have additional accounts at other levels for that organization/fair. The Org. Admin account covers everything.
  • A Fair Administrator account has all permissions to the fair and the data. A person with Fair Admin permissions should not have another account with other permissions.
  • A Fair Manager account has permissions to all the data in the fair (not the setup). A person Fair Manager permissions should not have another account with check-in or other permissions--Fair Manager covers that.
  • Check-in Agents, Results Agents, Breaks Agents--these can be "stacked"--a person could have one account, with both Check-in Agent and Breaks Agent permissions.

Families (exhibitors) and staff accounts:

  • In a family where there will be exhibitors making entries, and a staff member, a different email address should be used for each, if possible. In a 4-H Online fair, if a 4-H Online family has a staff account, it's also best to try to keep the staff account email different than the 4-H Online login if possible.
  • See more: Staff Login Same as Exhibitor Family Email
  • It's tricky to try to use the same email address for a buyer and an exhibitor family, especially if you add in a staff role. It's by far preferable to keep at least the buyer account separate. See more: Managing an Exhibitor Account with Staff and Buyer Accounts
  • 4-H Online Manager accounts should not be used for exhibitor accounts, especially if that account is also used for a staff account in FairEntry.
  • 4-H Online Managers who have County-restricted accounts (usually for a State Fair or Show) may have Fair Manager permissions (or lower), but not Fair Administrator permissions.

    (If they have been given Fair Administrator permissions, they will get a "Permission Denied" message when they attempt to log in to FairEntry. To fix this, either change their Permission level to Fair Manager or remove the County Restriction.)

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