If your fair is able to integrate with 4-H Online data, it can save both setup time for the fair manager, and entry time for families. The document linked below details the approval (by the 4-H Online manager) process.
Members: The entry process for families will be much faster/smoother if you integrate with your county/state 4-H Online data, saving them from re-entering data that is already entered in 4-H Online. Wait to import members until just before entries open, so that you have the largest number of active members with the most current information.
Animal ID and 4-H Online: If you are using pre-fair Animal ID for Open/FFA entries, but your 4-H members use 4-H Online for animal ID, you will want to make sure that your 4-H members do not identify animals in FairEntry (when they should be using 4-H Online). Do not import your 4-H Online members until after Animal ID is closed, before entry registration begins.
Note: If an exhibitor does not appear on the Exhibitors tab after importing members:
- Their 4-H Online enrollment record was not Active at the time of import. If it is Active now, or when it becomes Active, import again to bring that record in.
- Their 4-H Online enrollment record is Active, but shows payment due. Once the payment due is cleared from their enrollment record, import again to bring that record in.
Please remember that if an exhibitor is imported, any subsequent imports will not change the existing data in FairEntry. For example, if John Smith is imported, but then his name is changed in 4-H Online to John Smythe, that new spelling will not appear in FairEntry even after an additional import, but will need to be changed on the exhibitor record. Changes to exhibitor records do not track back to 4-H Online.
Projects: Importing the Project list from 4-H Online is the only way to connect project enrollment with exhibit entry in the fair (if you require that an exhibitor be enrolled in the Food & Nutrition project in 4-H Online in order to make an entry into the Baked Goods class at the fair, for example). Import Projects during setup if you need to link them to divisions.
Clubs: Importing the Club list from 4-H Online saves setup time in creating that list of clubs for exhibitors to link to their entries. Import Clubs before the entry process begins.
Animal Types: (If your state uses Animal ID in 4-H Online) Importing these Animal Types saves the setup time in creating the Animal Types within the fair, and allows exhibitors to use animals that were identified in 4-H Online on their entries. Import Animal Types during setup so you can link them to divisions.
Requesting 4-H Online Integration
- On the Setup menu, 4-H Online Integration tab, select the correct 4-H year and state from the drop-down lists at the top of the screen.
- The lists at the bottom default to the County tab, but if you need to integrate with a different unit (State/Region/District), select the appropriate tab. The list is checkboxes, meaning that if you are a multi-county fair, you can select multiple counties to integrate.
- You can type in a custom explanatory message, which will be sent to the Primary 4-H Online manager(s) in the unit(s) you selected.
- Click “Continue with Integration”. The integration status will show Pending until the 4-H Online manager approves the request. When it’s approved, you can import. NOTE: It's best to wait until just before entries open to import the members--that way, more of them will be active, and any changes to records (addresses, etc.) will have probably already happened.
See also: 4-H Online Integration Quick Video