Objective
The goal is to streamline Fair intake, reduce manual entry errors, and ensure cut sheets and job assignments are created efficiently.
Key Steps
1. Prepare the Fair intake process before the event 0:09
Go to Jobs > Animals to manage animal records.
Decide whether animals will be added:
One at a time
In batches
By importing a CSV file
Bring a computer to the Fair so records can be entered or imported on-site.
Have staff or buyers complete a standardized intake form during the event.
2. Set up a buyer intake form or spreadsheet 0:36
Download the CSV template and review the import instructions.
Create a Google Sheet / form for Fair animal fillouts so buyers can enter their information directly.
Include fields such as:
Species
Tag number
Split type
First name
Last name
Email
Phone number
Make email or phone number required so you always have contact information for sending cut sheets later.
3. Collect and standardize buyer information 0:43
Share the form with buyers purchasing animals at the Fair.
Use consistent field names that match the import structure as closely as possible.
If needed, rename fields to better fit your workflow, such as:
Buyer first name
Buyer last name
Confirm that each submission includes enough information to identify the buyer and contact them later.
4. Import the CSV file into the Animals workflow 1:25
Return to Jobs > Animals and choose the option to import a file.
Select the completed CSV file.
Run the import process so the system can pull in herd animals.
Proceed through validation and upload steps after the file is selected.
5. Map the CSV columns correctly 1:45
Review the column mapping screen carefully.
Match fields such as:
Species → Species
Tag → Tag
Confirm that exact matching fields map automatically when the names are identical.
Pay special attention to producer first name:
This must represent the actual producer, not the buyer.
If producer information is not available, leave it out and assign the producer later (for example, to the fair manager or yourself).
6. Validate records and fix import errors 2:16
Save the mapped import and review any invalid rows.
Open the invalid record and inspect the error message.
Correct common issues such as:
Phone number not being 10 digits
Missing or malformed email addresses
Save the changes and revalidate the row until it passes validation.
Once valid, import the record into the system.
7. Confirm the animal record was imported successfully 2:41
Refresh the Animals page to confirm the imported animal appears in the list.
Verify that the animal is associated with the correct buyer and details.
If the record does not appear, recheck the import status and validation results.
8. Assign the animal to a job on the calendar 2:53
Open the imported animal record and choose one of the following:
Create a New Job
Assign to Existing Job
If assigning to an existing job, make sure the job already exists on the calendar.
Search by job ID if needed.
In most cases, create a new job for the animal.
9. Create the job and complete the workflow 3:18
Create the job, such as a USDA job if applicable.
Confirm the job is now on the calendar.
Verify that the required cuts have already been sent.
Repeat the process for additional animals, especially when handling large FAIR volumes.
Cautionary Notes
Ensure producer first name is used correctly; it should not be the buyer’s name. Make sure the Buyer is mapped to Buyer name.
Do not proceed with import until required contact information is present.
Phone numbers must be 10 digits to validate successfully.
If assigning to an existing job, confirm the job is already on the calendar before selecting it.
Review imported records carefully to avoid incorrect animal-to-buyer associations.
Tips for Efficiency
Use a Google Sheet form to collect Fair buyer data in a consistent format. Reach out if you'd like us to make it a QR code for you to print out. We use https://qr.io/
Make email or phone required to reduce follow-up work later.
Standardize field names to match the CSV template and reduce mapping errors.
Batch import animals instead of entering them one by one when possible.
For high-volume Fair events, automate as much of the intake and import process as possible.
Keep a computer available at the Fair so records can be entered and validated immediately.