Communication in 4HOnline

4-H Online provides several tools to help facilitate communication with 4-H Volunteers and members.  Staff can upload documents/files such as newsletters and you are also able to send group emails and text messages.

Newsletters

  1. Log into 4HOnline as a county manager.
  2. Click on the “Connect” tab then the “Newsletters” icon.
  3. Click on “Add Newsletter”
  4. Enter a title for the document.
  5. Click “Create”
  6. You have the option to enter a date.
  7. Choose if you wish to share with members on their family home page, with managers on their home page and/or neither because it will be an attachment for a broadcast email.
  8. Click “Browse” to select the file you wish to upload. 

ImportantIt must be a pdf file.  Remember to remove spaces and special characters in the file name to prevent errors.

  1. Navigate to select the file you wish to upload, then click “Open” on the popup window.
  2. Click “Save”.

Broadcast emails can only be sent from County Manager accounts at this time.  Although it appears Club Leaders can send emails, this option is not available for use at this time.

Emails

  1. The broadcast email process uses the report function to create email lists.  Once the list is created, it can be used repeatedly.  If you have not created or found a report that corresponds to your target audience, you must create a report before proceeding.  Refer to the 4HOnline Reports Instruction Sheet for help creating reports. 
  2. Click on the “Connect” tab then the “Broadcast Emails” icon.
  3. Click on the “Add Broadcast Email” link in the upper left hand corner.
  4. Enter a title for the email.  You may select an email template if it is appropriate.
  5. Enter a Subject for your email
  6. Select who you want the email to go to; members, families or managers.  You must select “Send to Members” if you wish to send a text message.  If you choose send to members here, you may also select families later in the email building process.
  7. Select “Use My Email as Reply-To” or your members will not be able to reply to your message.
  8. If sending a text message, select “Send Text Message”.
  9. Click “Continue.”
  10. Build your email by clicking in the body.  This process will not work if the cursor is not active (blinking) in the email. 
  11. There is a popup window named Field Selection to personalize your email message.  First click in the body of your email message and ensure the cursor is blinking.  Double click on the desired field you wish to include in the email.  It should appear to the body of your email like this; Dear

{-Family: Name-}.  This is where you would select any attachments to be included in your email.

  1. If you wish to send a text, place your cursor in that box to begin typing your message.  Remember there is a max of 160 characters.  You may want to direct your members to their email for special announcements or newsletters.
  2. The Preview Email button allows you to send a copy of your email to yourself by pressing the Send Email To Me button.
  3. Click “Continue.”
  4. Select your recipients by clicking on the Select Report button or choose Send to Flagged Profiles.  If you are selecting a report, place an arrow in the checkbox and click “Save”.  It will bring you to the previous page and the member list will be displayed.  If you wanted to send it to the members’ families as well, place a check mark in that box under Additional Recipients
  5. Click “Continue.”
  6. Place a checkmark in the checkbox for “Send Now.”
  7. Click on “Finish.”  Notification of the email status will display in the “Broadcast Email List Box.”
  8. After an email has been marked sent, you may look at the status details for each recipient by clicking on the “edit” button.

Important Note: Each Tab has unique flags.  The Clear Filters button only works on each tab, it won’t clear filters for all tabs.

A quick version of sending emails can be found on both Member\Volunteers and Families tab of the search screen.  Press the Email to Flagged Members or the Email to Flagged Families button.

A quick version of sending emails can be found on both Member\Volunteers and Families tab of the search screen.  Press the Email to Flagged Members or the Email to Flagged Families button.

  1. Press the Flag Options button and select Clear All Flags to begin.
  2. Flag you targeted recipients manually or by using the filter criteria.
  3. Press Email to Flagged Members or Email to Flagged Families button.
  4. Type in the Email Subject.
  5. Type in the Email Body.
  6. If you pressed the Email to Flagged Members button, the send to members will be selected as a recipient.  You may choose to send the email to the Family or Second Parent, Second Household, Emergency Contact or a Text message.
  7. Press Send Email button.
  8. You will find the status of the email you sent under the Broadcast Email List found under the Connect tab.
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Details

Article ID: 32926
Created
Thu 7/6/17 11:42 AM
Modified
Thu 8/10/17 1:48 PM

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4HOnline Communication.pdf

7/6/2017 1:25:05 PM