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).
- NOTE: Do not use the optional Cell Phone field when creating a Staff Account. The information entered cannot be viewed/reported anyway, and if a staff member changes email addresses, but keeps the phone number, a new account cannot be created for them with the new email address.
Permissions:
- An Organizational Administrator should not have additional accounts at other levels for that organization/fair. The Org. Admin account covers everything. The exception to this is when you are using a Point of Sale terminal (m2 reader) to process sale payments. If you are doing that, the Org. Admin. will need to have Fair Manager or Sale Agent permissions as well.
Org. Admins log in to the Account page (listing all fairs/years), and see the complete menu bar in each fair. - 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. The exception to this is when you are using a Point of Sale terminal (m2 reader) to process sale payments. If you are doing that, the Fair Administrator will need to have Fair Manager or Sale Agent permissions as well.
Fair Administrators see the complete menu bar for the fair, and have full permissions to that year's fair, just not to the organization account. - A Fair Manager account has permissions to all the data in the fair (not the setup). A person with Fair Manager permissions should not have another account with check-in or other permissions--Fair Manager covers that.
Fair Managers see the menu bar WITHOUT the Setup, Hierarchy, and Finances options. They have full permissions to edit and add entries, and create/run reports, but cannot make changes to the fair's setup. -
Check-in Agents, Results Agents, Breaks Agents, Sale Agents--these can be "stacked"--a person could have one account, with both Check-in Agent and Breaks Agent permissions.
These agents see only the option corresponding to their role on the menu bar (Check-in Agents see the Check-in menu, Results Agents see the Results menu, etc.) They cannot print reports, and cannot use all the links on the pages to move to other screens that are not within their permission set.
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
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4-H Online manager accounts:
- The Org. Admin account is set up by the company (up to two accounts per fair), and cannot be set up as a 4-H Online manager login account.
- 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.)
- 4-H Online Managers CAN have Fair Administrator privileges for a county fair. It's only the state fair with county restrictions that have to be Fair Manager as opposed to Administrator.