4HOnline Volunteer Leaders Forum September 27, 2014 Presented by Ben Knowles State 4-H Information Management Coordinator

Presentation Outline I.What is 4HOnline? II.Who uses 4HOnline? III.Logging in as a Club Leader IV.Demonstration V.Questions

What is 4HOnline? Web-based program designed for 4-H youth and volunteer enrollment System used to generate county and state ES-237 enrollment reports for the USDA

What is 4HOnline? Features include: custom and standard reports, event registration, broadcast and more Created by RegistraionMax, LLC Customizable to some extent

Who uses 4HOnline? State and County 4-H Faculty and Staff – Manage volunteer and member enrollments – Document training and screenings for volunteers – Create custom enrollment reports – Event registration for county and state events – Communicate with families and members

Who uses 4HOnline? 4-H Families – Add individual member profiles – Enroll youth in clubs and sign up for 4-H projects – Register members for events – Complete and submit application to volunteer for 4-H

Who uses 4HOnline? 4-H Club Leaders – Log into 4-H club profile – View member information – Manage club member information

Logging in as a Club Leader Club Leaders must: Be an active volunteer with a club leader profile in 4HOnline Be given club leader permissions and login password by County Extension Office County Extension Office

Before You Log-in Club leaders have access to personal and private information about their club members and adult members. Health Information should be kept confidential and only shared when necessary. Do not share your log-in information.

Demonstration

To log in, select “I have a profile” and enter the address & FAMILY password provided to you. The Role field should be set to “Family”.

On the next screen, select your name, club name and enter your CLUB password. Remember passwords are CASE SENSITIVE. Click Login to Club when you have the right info entered.

Notice that the highlighted icon on the dashboard is “Confirm Members”. If you have youth who have been enrolled or re-enrolled online by a parent/guardian, you will see their profiles listed here. They are pending enrollments.

Pending Enrollments need to be approved the by the club leader, before the County 4HOnline Manager can provide their final membership approval. Member and Adult profiles will be inactive in the system until this happens. Notice: You may have club members who are secondary club members.

Members Icon: This returns a list of all ACTIVE members of your club—the ones who have enrolled or re-enrolled, and have been approved by the County 4HOnline Manager. Notice: secondary club members are listed.

If all you need is a list of the active members of your club (all the info that is on the screen), you can click the Excel icon in the upper right corner of the list, and an Excel spreadsheet will be generated containing the information that is on the screen.

Notice the “Edit” button beside each record—it’s a little misleading. The Edit button beside a member’s record doesn’t allow you to edit their record. This is where you would confirm or reject an enrollment. Primary and non-primary members show up for club leader approval.

Search Icon: Use the enrollment fields to help you locate current or past members. Note: This search feature only finds profiles for members who are primary club members. Visit to learn how youth and volunteers enroll in Florida 4-H.

Enrollment Date: Use these if you only want to see people who have enrolled since the last time you logged in, or who haven’t re-enrolled. Roles: Adult = adult volunteer, another club leader Youth = youth members Contact & Custom = not commonly used-leave unchecked.

Status Definitions: Active = enrollment is complete and approved by county staff Archived = aren’t going to be enrolling this year, their records are still archived in the program Inactive = haven’t begun the enrollment process for this year yet Incomplete = have begun the enrollment process, but have not clicked the Submit button Not participating = they enrolled this year, and then later dropped out or moved Pending = have begun the enrollment process, it’s complete except for county approval Short-term = youth without a club or project

Other Search Tools Flags: You can use the checkboxes to the left of the name to hand-designate a specific group. The “Reset Flag” button clears all currently entered flags. Gender, Volunteer: Pretty self-explanatory Clear Dates, Clear Filters: Automatically removes those search criteria so that you don’t have to go into the fields and manually remove them

You can create your own custom reports, but there are a variety of shared report formats and standard reports available for you to use. The ONLY youth/families/leaders that will show up on your reports are the ones that belong to your club. To print information from a previous year, use the pull- down at the top of the screen where it says “Current 4-H Year” and select a previous year. Reports

Standard Reports: These are report formats that have a more complicated layout, and are standard to the program. They are NOT going to work well in Excel, only as print (pdf) reports. The best way to get a feel for what these reports look like is to just select one, right click and “Run Report”.

Shared Reports: These are report formats that were created either by your county office or at the state office, and were shared for club leaders to use. There may or may not be a “County” folder in your Shared reports folder. It depends on whether there has been a need for your County Manager to create a report for the leaders in your county.

Help with Reports Reports can be tricky if you are new to using this feature. Instructional videos are available in 4HOnline. If you find yourself needing specific information about your club members, and it is not in a standard or shared report, contact Your County Extension Office.

Viewing, Saving, Printing reports To view any of these reports in PDF format, highlight the report you want, then click the Run Report icon on the right To print the report from the PDF preview, first click on the pull-down at the right to indicate which format you wish to Save this preview. PDF will save the report exactly as it looks now. MS Excel (either format) will preserve the look of the report, but put it into Excel— information will be in columns and rows, but will probably need some “clean-up”. Rtf – this is the format that will open in Microsoft Word (or other word processors). However, much of the text is in “text boxes” instead of in true text format..

When all else fails…

Contact your County Extension Office or 4-H State Headquarters County Extension Office

Questions