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End of Year Tips for Admins

Added May 11, 2017 •

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We'll help you get your website summer-ready by: * Reviewing content, disabling pages and updating Site Navigation * Updating calendar and news items, plus using social media manager * Setting up Summer and Fall terms * Reviewing users and adding/removing staff, updating admins/super admins, especially for districts with multi-site manager

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Hello everyone, thank you for joining us today. We will be covering admin content and end-of-the-year tips. I'm really excited about getting you all situated as you come to an end of your school year. Hopefully things are going along pretty well so far and you have had a pretty great understanding on how to continue to maintain your site and keep your content up-to-date. But for those of you who need a refresher, just an update on how to make the more main updates and changes to your homepage that's what we are here to focus on today. As usual, if you have questions during the training feel free to use your chat feature and there will be someone from technical support who's available to answer those questions and this training will be recorded. After the training is completed, you can find this in The Help Center. So let's go ahead and jump right in and get started. Admins, as you know we just covered teacher content so we want to go just a little step further because the way you would be going to be maintaining your content or the most part, you just have as you know a few more responsibilities than the teachers or support staff have. So let's actually start with the navigation on your side which would be your drop down menus. One of the main things that I want you to keep in mind is of course limit the amount of items within the drop-down menus. You don't want to have your users come to your site and have to access very lengthy drop-down menus. That's something that you want is to stay away from. I actually recommend six or seven, but of course, the largest of course have more content for users to access and same thing for districts. you may have a lot more content to publicize on your site, so that's definitely understandable. Now, outside of you know keeping the number of items down in your drop down menu, you want to be sure that the weeks that are added with in your navigational current. If you have any data content that is specific to certain events that are happening with your site, of course you want to be sure to make those links and text updated or even disable those options if you like. But we're going to walk through all of that now. So let's actually go to the admin side site management and site navigation. Again and maybe for those of you doing this for the first time, that's a way to maintain your drop down menu. So with that in mind, if you ever want to change the title of your drop-down menus, and this would be really great for those of you who are accommodating students for the summer, you may be having a summer session and you want to switch your navigation to reflect what's happening in the summer you wouldn't do it as you see here. If you want to change the title click edit, update your text  or if you want to change the order of them itself or add new items with drag and drop, add new items just click new item. And you may have seen for those of you you who maintain your sites pretty often, we've made an update that would be used across the board. I'm sure my admins and support staff this was highly requested but now you have the ability to choose one of two options here: open as a new tab, or open in the same window and this is specifically for if you're adding a link and you want that and you want that to open up in a separate window as opposed to to having your users use the back button for example. And if you want to remove any of those, options from the drop-down menu, the trash can will be in place. Now, when it comes down to the leading from your drop down, I want to make this clear just across the board because I've had a few questions regarding that. You are not deleting your content if it's a section page or feature page. The content still exist you're just removing this option from the drop-down menu. You can re-add it later, of course going back to those same options I did this section so like your teacher pages from the list below. If you want to change the order of your drop down menus, drag and drop the entire menu. Once you made all of your changes, apply changes to my website and you're good to go. So again if your links need to be updated or some items are specific to dates, you can have those removed and start preparing for the upcoming semester or your summer session that could be really useful so that your users can come to your site and find the information they need pretty quickly. So now let's move on to your calendar. Now, on the homepage, as you know, your users have a few options here. They can actually click the title of the even, they'll be taken to a landing page with all the details for that event. Photos are clickable and you can add additional links below and they can access it here. Now one thing I want you to keep in mind - let's take Back to School Night for example. This is outdated. There's just no other way around that. Now if you are certain that this is something that is  you know an event that you wanted to use next year, or if you have it reoccurring, I would suggest you just disable those actions so you can keep from doing a lot of tedious work. So to manage your calendar, and keep in mind, you have two options right now. We're going to focus on those of you who are manually adding your event. You're going to go to Plan and Calendars Now, if you have something that is added to your calendar that is outdated and still live on the site, you can delete it. Now, with that in mind, that's just not specifically with the calendar. Any outdated content that is within your pages, within your news, any outdated links that is added to events or to things that need to be either updated or disabled. Now with your events, for those of you who are integrating, I'm going to walk you though those of you who have not integrated your calendar at all but that's something that you're wanting to save time on, you want to go to site management and settings. You want to click on the events tab. again we've made another change here for those of you who haven't seen. We now have we offered the option to integrate an Office 365 calendar. So this is also a huge request and if you're ready to put this to use it's a really quick and easy process at the Google Calendar was just set the Office 365 button and start the process there. Always remember, anything that we're covering during these trainings, you can find the screenshot play-by-play in your help center. I would always recommend that you all go there first if you don't want to refer back to the recording because they update the help center first so all the changes that we're making, you're going to see those update there as well. so if you're integrating for the first time, this is actually the two options that we offer: set up Google Calendar or Office 365. Quick and easy process again and as you continue to integrate those calendars, you can add new sections, you can add as many as you'd like. With that in mind, if you have integrated that calendar already and you're looking to make updates, you would need to maintain that calendar through Google or Office 365. So we've covered site navigation, we've covered your calendars. Let's go to your news. Same thing with the news. A lot of this you may find that it's a little redundant but I do want to emphasize the importance of removing the outdated content from your site. That is one of the main things that you just totally want to stay away from as a district and as an individual, you don't want users to come to your site to find outdated content or content that is not up-to-date with what's happening within that semester or that quarter. Have your content across the board, even if that includes teacher pages. Keep it as up-to-date as possible. So with your news, same thing. If links need to be updated and content is dated, you can disable it or if something needs to be added for the coming months, I would suggested you make those changes now and keep in mind, you do have a scheduling option. So for those of you you know I've heard multiple times you know in the past weeks, that people at this point are really busy preparing for the end of the school year so use your scheduling option as much as possible they are there to assist with you don't just be areas that you don't have time to revisit as much as you would like. So again, let's focus on the news that under the announce module and you're going to click news on news and alerts. So if it's outdated or it's recurring you're not you know I'm finding a need for that at this moment, just click disable. Whenever you're ready to put this back to use on your site, you're going to find this under show disabled news, which is also like an archive for you, so whenever you're ready for it to go live, click edit - again update that text - if not, just click enable and you're all set to go. Now for those of you who would like to maybe schedule you know news that is already live on your site click edit, you're going to find a few options here, one of which if you're out in just regular news you're going to have delivery options below. As you hear me mention during training, this is really specific you can say I want this post it now and I want to expire never or I want this to you know, publish on the specific date, this specific time and I want to see with fire on this date and then so keep in mind then if you choose to schedule your news when it expires it will be disabled. If you choose not to schedule your news that's fine but just know it will remain active until you either delete or disable it. So I would definitely encourage you to use the scheduling option for those news article that have dates. Now outside of that, of course if you wanting to you know add regular news you click add news and add your updated content as usual. Now for those of you who are setting alerts or preparing alerts for the coming months, we're going to create that as if you're adding regular news. So once you and all of your details the only thing to keep in mind here is when your scheduling a home page alert you do not need to use your delivery option. Once you have added all of your details on the following page once you save you're going to see an option here that we home page up up alert and by default it is already set for 24 hours. So you can either increase or decrease and make adjustments click post and you're good to go. So again you want to make sure all of your dated content is either scheduled, home page alerts are up-to-date and all of your links that you're including are also valid. So we've covered our drop down menus, calendar, news. Let's actually go to the social media manager because that is directly connected to your news and for those of you who haven't use this feature before this allows you to post your news that you're adding to your phone to your social media platform so right now we have two options: you can click either option it's going to take you to your settings where you enter the credentials for this account. The same thing applies to the social media manager. If you have outdated content they're more than likely that content is coming from your side so once you make adjustments there keep in mind it's a scheduling option here so you can say I would like this news added to my site from Sunday evening at 7:45 p.m. However, I would like this added to social media on Tuesday at 2:30 p.m. Again, your scheduling option can be your best friend if you want it to be, specifically because you know a lot of you just don't ever talk social media. The social media manager has been a great enhancement. It's basically like a One-Stop shop where everything is, as opposed to having to login. Again if you need a play-by-play of how to, refer to the help center. So now I actually want to focus on your staff directory and your users and we don't need to cover the pages because of course you know we've probably rapacious last week so if you want to review the content on their pages and how that's updated it isn't any differently than how to maintain your content, but refer to the Health Center and you can review the video there, or review this video. So let's focus on the faculty for some of you it may say faculty and staff directory but this is where your parents will come so we want to make sure that in the coming months even if again you're having a summer session or you are preparing for the new school year, you want to make sure that your staff is up-to-date. If you have users who are transferring to a school, another school within the district or they're just transferring out all together, you have a few options: you can either delete the account because we are seen as a lot where you know you can start off as teachers and they say you know what I have been given more responsibility. I am now maintaining the entire site as opposed to just a teacher page. So now they have more responsibility as an admin, and you have an option as a district to set up multi site user account and that is you know just another way to make the process easier of maintaining your user. So let's go to site management and username. first and foremost I do want to focus on the super admin account that all of you see on your site, District or otherwise, there is only one per site and there should be at least and normally I wouldn't suggest that the principal be the Super admin because you're super admin needs to be a person who is available someone who you know will be maintaining the site more frequently and normally the principals don't have a lot of time to maintain the site. So that means if you have you know you're one of your tech Department that your super admin or someone who has experience with maintaining the site, that's the  person that you want to give that ability to. Just keep in mind you super admin is the user, and again only one per site, someone who will be maintaining the site for the most part and that user also creates other website content. Now although you all can create as many website administrators as you'd like I would not recommend three at most so as you see here the website administrator is listed below there's about five. Now if you have a smaller staff around a smaller school then having two at most would work and you just don't want to have too many hands in the pot  so with that in mind that administrators have full access where as you know you can have you know your regular users just below and they can have limited access so you can give them access to just about schedule or just a facility or just news, or calendars. You have a way to as an admin to  set their privileges up when their account is created. Again for those users who are existing users you can click on their name and click edit profile. From here you can either reduce the amount of privileges that they have or you can give them more access if they need to be listed as staff in more areas for upcoming semester or summer session you can make those adjustments here or if you need to disable account, disable an account or you need to use a lock down option, they are also listed below. also you can delete your users but the super admin will have that access. Now, if your regular website administrators would like to assist in the responsibility of you know creating new user accounts by all means you know I would suggest doing that just so it can take the pressure off you maintaining you know large parts of the site. So outside of that, if you're adding new users or if you are you know adjusting the responsibilities that the current users have, or as a district you are saying you know what this user needs to have multi site access, then again once you create them as a  website administrator you will see an option that says multi-site management; just click that option and then continue giving them or you can list them as staff in other departments and you should be good to go. Again there's a screenshot play-by-play in your help center. So before we run out of time there is one module that I do want to cover and that is pages. A lot of questions come through pages and how you are updating your length or how your adjusting the dated content or disabling Pages. All of that is extremely easy to do within the pages module. So again you have your list of categories below; if you find that you know for certain sections for example summer is approaching if you find that some of these categories are not useful if you click your category options to the right,  those categories that you're not using you can just Simply hide it. Save your adjustments and you're good to go. Outside of that within your categories you have sections. You can create as many sections as you'd like or if you find that some of these sections again or not useful unpublish. It will not delete your content it will be disabled from the front end saved on the back end so you can continue to make changes, update the continent. Now remember within your section you have unlimited pages and within these pages and even if you want to add new pages is it going to add your content your files and your media as normal. That process doesn't change at all, but if you wanted to disable some of your pages, just click unpublish.  if some of your pages need to be moved around to certain sections just click move find a new category  or find a new section. Click move and that page will then transition. that is pretty much it how you maintain pages are you disable those pages. Now keep in mind, if you have URLs for example, that need to be updated on you know you would like to redirect them to other Pages you want to be sure that your links are up to speed and so that your users have all current information on the site. One last thing to keep in mind that with regard to Links or when I specifically put to the page if you have added pages to your drop down menu and you know you would like to disable those pages on the back end, and those pages have been added to the drop-down menu you need to take a second step and remove them from the navigation because remember your pages and navigation are not one in the same. Two separate steps so if you disable the page and that page just so happens to be in one of your drop down menus go to site navigation and delete. So we've covered our maintaining your pages and navigation and we have covered your calendars, news, social media manager and reviewing your users. If you have some of them you know your images on the homepage or videos, all of those options to be adjusted with in your media section and what specifically with their Shuffle if you have links added of course you want to be sure that your links are up-to-date, but other than that, you're going to update your media as normal that process doesn't change at all and if you wanted specific to that quarter semester or trimester of course you can make your adjustments as you see fit. Now moving forward, we would of course love to hear your feedback if you have questions concerns, by all means, contact technical support via ticket or you're more than welcome to call in the hours that we have listed to the left of your phone number is specifically set for your time zone. In addition to that, the trainings are recorded So if you would like to revisit the video section and review the archive videos you're more than welcome to do that as well. But if you have feedback or you have suggestions on trainings that you would like to have in the future, please feel free to email us we would love to take a look at your suggestion and offer the information that you feel is most important. for you and your school ready Thank you so much for joining us if you have any questions or you know you need assistance again feel free to reach out to technical support via ticket or call in on your toll free number and continue to register for the upcoming trainings. Thank you so much for joining us and have an amazing day.

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