Club Login (Volunteers)
this page last updated 10/26/09
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Login to Club
Before any Club Leader can access their Club— the Volunteer must have:
- a Family record with a valid Family Email address & their Adult record added under it, indicating Volunteer = Yes.
- The leader must know the Family email address that was used to create their 4-H Online Family login,
and a 4-H Online password for it.
If they didn't create their own family record, they pick "I forgot my password," enter the family email address, and "Send Password" to receive a temporary 4-H Online password at that email address. - added the Club and indicated they are a Club Volunteer on their Participation screen Club tab.
- Volunteer must be Active => has a Member ID, and shows "Active" Status on the Family Members screen for the current 4-H year ("Submit Enrollment" must have been pressed on the leader's Participation tab and the County login must have" Approved" and "Accepted Member") .
- County office must provide the club leader with their Club password (a single password is shared by all leaders of a club).
Login to Family first
The Club Leader logs in with their family email and password at the Florida 4-H Online login screen, then gets a split screen and can either pick herself, her club, enter the club password, and and login to her club; or click on "Continue to Family" to see her Family Member List.
Both the club leader and the county login see this split Login screen when a club leader has been granted access rights to the club - Allow Login only or both Allow Login and Member Management.
Back to Troubleshooting 4-H Online Problems
The County login can grant Club Leaders two separate levels of access to Club Member enrollment information.
- Login
- Member Management (includes all rights of Login only access)
Club Leader “Allow Login” gives a club leader very limited access to view their club members’ information, and lets the leader run reports with only club members’ data shown
(Reports as of 9/8/09 = just Custom reports shared to Club, no Customized 4-H Participation Form, or Standard Enrollment [Club Directory] reports).
“Allow Login” club leaders can:
confirm/reject members in the club who have submitted an enrollment requesting membership in the leader’s club.
“Allow Login” club leaders can view some, but not change any of the club member’s Personal Information and Club and Project enrollment. On either the Confrim Members icon or the Members icon, click Edit to view a data summary for a person. Additional Information Questions are not shown, nor which club is primary. Click for Youth example (as of 9/8/09).
Confirm Members icon--(opens when you login to the club, Lists Members/Volunteers Needing Club Approval
Confirm Members icon
A Club Leader with “Allow Login" access who is logged into her own club with the club password, sees members who have clicked "Submit Enrollment" and requested membership in her club on the "Confirm Members" screen. "Member Management” level access is not required to Confirm or Reject as Club members.
Click on Edit for the person to view an enrollment summary and then Confirm in the club, or Reject.
"Confirm”- Edit, then click on Confirm button moves the person from the “Confirm Members” to the “Members” icon screen.
“Reject” - Edit, then click on Reject button
“Are you sure you want to delete this record?” OK or Cancel
Reject limitations as of 9/8/09:
1. Rejection offers no chance to send an email message to the rejected member’s family email address, explaining why they were rejected (ex. Club membership already full).
2. Rejection removes the club from the member & associated club volunteer type, but leaves any project associated with the club behind on member’s project tab, incl. project volunteer type.
3. Rejected club still shows as Primary club on Member/Volunteer Search screen (county login)—it should default to a remaining club or display as blank if member is not in another club.
If Confirmed (Club Leader clicks Edit, then "Confirm"), the member is moved to the club "Members" icon screen.
"Confirm Members" icon for Club Approval
is different from the
"Confirm Members" icon for County Approval
4-H Status becomes Active when the "Submit Enrollment" gets the county login to
1. click Login for a person
2. then click on the person's name to log into the person,
3. then click "Confirm" (or on the Participation screen, clicked "Approve Enrollment")
4. review the long summary including Additional Information and Group memberships,
5. then click "Accept Member" and "4-H Status" changes from Pending to Active for the current 4-H report year.
Club Leader "Member Management"
Click heading above for 24 pages of print screens showing: Add new Family, Add a Youth, Confirm Youth in Club
Club Leader “Member Management” gives a club leader full access to their club members’ family profile, including family members not actually in the leader’s club. It is almost everything a county login can do and should only be granted to Club Organizational leaders who have been thoroughly trained in using 4-H Online.
If a county has club leaders enrolling their club members for the new 4-H year, the primary club leader should enroll and update the Personal Information, Additional Information, Club, Project and Group membership links for the new year for persons with more than one club.
No club leader will be able to view any of the Additional Information “Manager” fields such as Volunteer Background Screening, 4-H Volunteer Training Completed, or 4-H Volunteer Certification in Projects. Only the county login can see and edit "Manager" fields.
“Member Management” allows leader to:add/edit a Family profile, including family address, family email address (may leave blank) & Reset Family Password
add/edit a Youth or Adult (as members of their club), with any volunteer roles.on the person’s Participation screen:
add/edit/delete Clubs, Projects, Activities & Awards, [County must add club leader's club before that club leader can find an Incomplete record].
add/edit/delete Groups = a person’s membership in a group for the current report year
(ex. county Advisory committee, 4-H council, camp, _Home school, 4-H Volunteer Association…)
on Reports:
run reports (but only see their club members). We expect that Member Management club leaders will eventually be able to copy, edit & save modified reports (ex.Club Rosters, Club Directory, Florida 4-H Participation forms)
Members icon
The Members icon displays those who have already been "Confirmed" by the club leader as members of the club, for the current report year.
The Search icon allows the Club Leader to search on Status or Adult/Youth role to see the list of all members in the club. Leaders with only "Allow Login" rights can't login from the Search screen to view all of a member's details or make changes to an enrollment, but leaders with "Allow Member Management" can.
Before Adding a New Family or a New Youth, Search Existing Entries for Possible Matches.
A Family record would exist if a sibling has been enrolled in 4-H, or if a parent is a 4-H volunteer.
At the Seach icon screen, click to mark all Status boxes (Active, Inactive, Incomplete, and Pending) to search for any possible matching record. Clear Dates, leave all other boxes blank and in Keyword type
1) Youth's Last name and Search.
If a youth record with the same last name is found,
If the first name matches (or is a nickname of the formal first name), look at the 4-H Age and Primary club to see if this may be the same person.
You can click the Login button on the right to view the existing Family Member List and evaluate if it is the person's family--email, mailing address, primary phone number display under" Edit Family" link in the gray box and each family member lists with their Enrollment Status, Last Active Year, and Edit link. Click the Edit button to view more information on an existing profile, such as Parent names and phone numbers, but Do not Enroll for 2009-2010, if it isn't the youth you are looking for.If it is the same youth, click "Enroll for 2009-2010"
Then update any changed information, Continue to Additional Information and update for the current year. Carefully review Emergency Contacts, Medical History, and change the Date to the current report year. Then Continue and verify Club, Project, and Group Memberships and roles. On Project or Group tab, click on Submit Enrollment. to complete re-enrollment for this 4-H year.
2) If not an exact match, click "Return to Member List"If the family is right, you need to add a new Youth record to add a new youth in the same family.
If the family isn't a match, click "[Return to the Club Account]" at the top left in the blue bar, & click on Search icon (if needed) to return to the Search screen.
3) If the youth wasn't found by their Last Name search, and if a Parent or Guardian Last Name is different from youth's, type the Parent Last Name in the Keyword box, mark all Status boxes (Active, Inactive, Incomplete, and Pending), clear Dates and anything else, and click on Search.
Review the results to see if a family match is found and add a new youth to that family, if it is.
Add A New Family
Go to the Search icon screen and click the "Add Family" button
A Club Leader with Member Management rights sees a "Create a new family" window with blanks to Enter the Family last Name (which may be different than the youth's last name), family email address, and/or family phone number.
Add Family
When the next Add Family button is clicked, existing Florida 4-H Online families, from any county, matching any of the criteria will display (the programmers still need to sort it 10/26/09). If you are sure this is a new family entry. The county login of the county where the famiily is currently enrolled will need to resove any conflicts. To skip seeing any potential confilicts, mark the box "Confirm Add New Family".and click on "Add Family".
County Setup to Permit Club Leaders to Login to their Club
County login - Go to the County Options icon (screen):
County Profile settings defaults = ALLOW (checkboxes are not marked)
1. New Families to Create Their Record
2. Existing Families to Edit Their Record (required if Club Leaders will login to Club)Click for County Option Settings as of 10/06/2009
County login --go to Clubs icon (screen)
1. click Edit for the Club, to open the Club Profile screen.
2. Note the Club Password (near the top), you will need to provide it to the club leader exactly as displayed (case-sensitive).
3. Press END key or slide to bottom to see linked Volunteer (not seen if not Active, not linked to the club, or missing a Volunteer Type in the club--check leader's Clubs tab),
4. click to mark “Allow Login” box for very limited access to club members' data--the club leader can Confirm members of their club, Search on members of club, and see only club members on various custom reports (As of 9/23/09 can see club roster, but not the club directory or 4-H Participation Forms).
5. For a few select club leaders you have trained, you may also click to mark "Allow Member Management" for much greater access to club members' data--including Search, the ability to Re-enroll, Edit, Update existing records; and to Add a new family profile and new Youth and Adult records for Club members. Only the county login and a club leader with Member Management rights can leave the email address blank. when adding a family. Eventually, both the Family and the "Member Management" Club Leader will be able to add/update Activities and Awards, and print out 4-H Participation Forms for club members..
6. SAVE your Edits.
Provide Club login Password to the Volunteer – it is case-sensitive and must stay as as it was generated by 4-H online program (shown near top of the Club Profile screen).
The County login can Edit the Club to allow Club Leaders two separate levels of access to Club Member enrollment information.
- Login
- Member Management (mark both boxes-- Allow Login & Allow Member Management)
