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User Management Webinar

Added Apr 17, 2017 •

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Admins - learn all about how to manage users on your site. We go over how to create new users, explain permissions for users vs. admins and share user management best practices.

Show Transcript

Hello everyone. So as usual we're back at 12:30 preparing for our user management training and I'm just always excited to interact with you all and as usual we have someone from technical support in our chat feature so if you have any questions feel free to type your questions in we can answer them during the session and also this training will be recorded So if you need to review it or you would like to send it to your staff members or your admins, it will be listed in The Help Center so feel free to take advantage of the resources there. So as I previously mentioned this is our user Management training so what I want to do is walk you through the process of creating your staff from scratch. Some of you may be getting your staff started for the first time. Your sites may not have launched just yet and then some of you may need to add more staff or give users additional Privileges and then there are some of you who you know have added your staff some time ago, but as we get to the end of the school year, it may be time for you to clean up that staff list, so I'm going to walk you through all of those adjustments. Let's get started. Now on the homepage as you all do know some of you may have a staff directory button, you may have a specific section within your site, for example here it's called faculty or you may have it in one of your drop down menus called staff directory, faculty and staff, and then under the academic section if you have your academic departments in your drop down menu this is actually an additional way for students and parents to access the teacher pages. So user management - when you're creating these accounts, they populate to the staff directory and of course once your staff starts adding the content, they're added by department and again they can access users there as well. So if you're following along let's go ahead and take a look from the admin side. We're going to go to site management and user management. So keep in mind there are few things I do want to point out. First and foremost, what you want to take a look at because I don't want to leave out those admins who have actually just taken on the responsibility of maintaining a school site. This may be all new to you, so this would apply to you as well. You want to take a look at all of your website administrators. Now this list may need to be cleaned up before you even create new users or create or manage existing account. With that in mind, go over to website administrator. Normally a lot of you have heard during my trainings I normally suggest you have, depending on the school size, that you have at least two no more than three website administrators. You don't want to give them that large amount of responsibility out to so many people that could be too many hands in the pot. So with that in mind your website administrator should be first and foremost someone who is available. So I don't normally suggest that the website administrators or your super-admin rather which is the admin whoever would be using the admin username that you see here that's the super admin account. I don't normally recommend that the principal be the super-admin because again that person needs to have time to manage the site that person needs to be available to making adjustments to users when needed because that super admin can create for the website administrators and those website administrators that are created by the super admin cannot delete users and they can they cannot create other website administrators. so you know again the super admin should be someone who will be maintaining the site for a large majority of the time and is available to make changes to additional website administrators there. Now the super admin, I would also you know just suggest you create an admin account for the principal just so that it's available whenever they want to go in and make necessary changes, you know around the school year or during summertime prepping for a new term. After you get an idea of who your website administrators are again only the super admin can click on a website ministrator and remove them from the list. Other than that, the regular website administrators can go through users so you want to keep in mind that if you have some teachers or staff support staff who have not used their Pages or login to the CMS you want to direct them to The Help Center or maybe you know have a session and have a set time so that they can go in and familiarize themselves with the site. You can take a look at the last log in, that will give you an idea of the last time that user has logged in, or if they logged in at all. Also a lot of times I get a chance to look at some of the users added in the user management area and you have staff members who may have retired some years ago you want to remove those users from the list as well. Now with that in mind there was a question posed and I did address this in the refresher training a few days ago but I want to reiterate that point now - if you delete users who had access to other areas for example if you know you created an account for a teacher but that teacher was also managing maybe pages in a specific department or clubs and activities or they were over one of the athletic departments - if you delete that account the content that they were maintaining will remain the same, it won't be affected at all. What you're essentially deleting along with that account is their personal page so it will also be removed from the staff directory so keep that in mind. So now what we want to do is walk through the process of creating a new user. Now before I create this user I want to just give a  breif overview of the options that you have when it comes down to adding a new user because a lot of you would prefer using the active directory. If that is the case for you and you're ready to get started with that, by all means give us a call or you could submit a technical support ticket and we will get that process started for you. Outside of that you have an option to do the Google single sign-on and Office 365 so if that is an option you know for your school you can find the details in your help center, if not again by all means give us a call or submit your tickets and we'll get the process started for you. Now once you decide what route you want to take a lot of you may have just a few staff members you want to manually add their contacts, I'm sorry, add their profiles and update their privileges on your own that's perfectly fine. Usernames some things that are very common is their school email address you want to create credentials that would be really easy for them to remember, and a school email address would be one of those options. Outside of that first initial last name first name. Last time name those are pretty common  and the first name last name and a generic password and again you normally hear me say this during the training but I always reccommend a generic password for all staff so you only have to send out as an admin one email. you don't have to bombard yourself with sending out multiple emails with different passwords so that email can essentially say something like, "users, here is your homepage link your admin link, and your credentials to maintain your personal Pages. Your credentials to be you know XYZ username and your password to be something like welcome 1 2 3. Everyone has the same for credentials when they login; remember they have the option update by going to the account drop-down-menu profile. Updating their password, they cannot change the username, that remains the same, but they do have the option there. So again you're going to create, again these are the required fields- user name first name last name and a generic password, and of course you want to add their school email address. Now, what's also important here is the type so when you're starting off the process a lot of you saw that when you initially went to the staff directory it was an empty page but when you started to add your staff, when populating them here, was selecting the user so if you find that you know some of your staff members have been added as users profiles have been created, but those changes are not reflected on your homepage this could be the reason why. You do want to double check to be sure that a user type has been selected. so let's say we're creating a teacher account here and then you have the categories and sections, keeping in mind that  you know your categories everything that you have added in pages under the categories in the section they populate here, so this is another easy way just save yourself on time when adding your users, you can say okay John Doe is a John Doe is a finance teacher's I'm going to listen to staff under finance. John Doe does not need editing privileges here but John Doe is also the soccer coach I'm going to find soccer under athletic team, put staff and edit access, that way John Doe would have the option to not just be listed as staff, but also maintain the content that is specifically under soccer. So again that's what your two columns are for, staff and edit access. Staff just solel lists that user as staff in that specific department or section and then edit access actually gives them the option to maintain the content there. Another thing to keep in mind is you know not just for your teaching staff, right some of you may have you known your administrative assistants at your what your support staff and you're saying you know, I actually want to create an account for them so let's say that the user type would be other employee  and your saying you know what our Administrative Assistant I only want them to maintain the news and our calendar, so you can check out the calendars that you want them to maintain so when they log, they only have access to those specific areas. An additional thing to keep in mind is your password protected sections and pages. I would suggest you password-protect, and the easiest way to do this is just create a section title and create the page if it's a specific page that you're wanting to protect, create it first and even if you don't have content their, you can populate to this area because if you are wanting to just populate everything under the user management area that will be the easiest way, otherwise you do have a staff option within the password protected area so every page every section that you protected will be listed below so in addition to listing them as staff or giving them privileges to that content to maintain you can also give them access to the content that you protected on the public site. Keep in mind you can protect as many pages as many sections as you would like. Now, one other thing that I do want to point out specifically about your staff is the multi-site user. So for districts, keep in mind that a lot of you have multiple sites and you have users that you want them to maintain other sites outside of just specific areas within the district or just a high school you want them to have access to other areas. So one thing I do want to walk you through is what this would essentially look like when you're giving those users access. So when you go to add your new user if it is an admin, you are going to maintain this from the district site, that's one thing to keep in mind. The other thing to keep in mind is you know add the profile details and then check website administrator and then multi-site management is the box that you want to check off again. You can only do this from the district and when that user logs in, they're going to have a drop down menu to select from the schools they need to have access, it's a very quick and easy process. If you have any questions, this is also listed in your help center and you're more than welcome to go there and get a screenshot play-by-play of how to. Again, for those Districts who would need to maintain you know your users but those users have they should have access to other sites, this is the easiest way to get to that process. So, you've added your staff and you have given them privileges to access specific areas listed them as staff and so now they're populating to the staff directory. Now, one other thing that I do want to make mention here  is under site management you're going to see a staff directory option. Some of you actually put this to use and this is great. We've added new changes and options that you have to customize your staff directory, so I would encourage you all to just go in and familiarize yourselves with how it would look on the front end, in could definitely enhance your site just a little bit more than what we already see on a daily basis. So to manage your staff directory, just click directory options. You can edit the text in the name field with staff info, this is essentially what the users will see in the profile. You can edit these options here if you want the profile photo to show, click profile photo. You can order the list by last name first name, position and section. And then you have a variety of layouts to choose from. Save your changes, and of course we are just going to refresh and see those changes reflected here. Another thing that I do want you to remember is outside of adding your staff, and managing your staff directory, the layout specifically on the homepage of your site, if for whatever reason some of you would prefer to manage would prefer to manage the details of the profile on the teacher pages, I just want to briefly walk you through that before we answer some of your questions. So admins you have this option and for the super admin has all these privileges. So what you're going to do is click on the user's name. This is your first option. You have a variety of options here so outside of just updating your photo if you want to see you know the areas that they have access what community they're listed in under which is the user type, you have the option to edit their Pages, album, so on and so forth. The  email password reset link - if you're using the Google single sign-on you don't have to worry about setting up an email password reset link here, this is specifically for users that you have manually added, so you can click this button it will send them an email and they can reset the password on their own. Outside of that if you're wanting to update their profile photo, just click the pencil in the bottom right-hand corner and drag-and-drop your photo here. Once that's done, their profile photo will be updated in the staff directory, so in addition to that, if you want to show additional contact information as you see here, you have the profile photo, name, position, send email option, phone number; these are all options that you can maintain. So with that again I just want to reiterate a few points - keep in mind that super-admins, there's only one per site. The super-admin should be someone who is available and that person is maintaining the site on a consistent basis. The super admin can also create other website administrators. Those website administrators and again it should be around two or three, not too many depending on the size of your school, and those website administrators cannot delete users and they cannot create other website administrators. They can create accounts and give users privileges to certain sections and you know you give them access to password protected areas that is definitely available to them and of course you have the staff directory option which changes the layouts and categorizes your staff by first name, last name, position and section. So outside of that, if you would like to review any of the options that we've covered today, I would encourage you all to continue to use the help center that is a great resource that we constantly update so by all means check it out, if you have questions let us know call tech support if you need to submit your tickets, if needed and as usual we would always be happy to assist you with any of your questions or concerns. Moving forward, if you have any ideas or you have feedback that you would like to submit, you can also do that in The Help Center when you're registering for your upcoming trainings and again encourage all of your staff members to come out and join us for our live Trainings, and if not, all of them are recorded and added to the Help Center for your use and it's always a pleasure to join you all and again if you have any feedback let us know. Thank you for your time and you all have a good day.

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