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Edlio User Management Webinar

Added May 29, 2018 •

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In this webinar, you will learn how to set up User Management for Administrators and Users, how to set up your Staff Directory, and how to personalize your Staff Directory with varied public view options.

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Hi everyone, thanks so much for joining us today for another Edlio webinar. Today we'll be discussing user management. As usual, we'll have a tech support representative in the chat who can answer any questions as they arise. This video will also be recorded. And it can be accessed in our help center along with all of our other webinars. So today's topic is going to be user management. I'm going to go over a few things: how to create users from scratch and how when creating users they can populate in the staff directory, and a couple of options we can have with the staff directory. So a few of you may have your staff directory linked in your site navigation above, or you may have it linked to a button on your homepage. So that's all the users we create in our user management will populate in this staff directory. So our Edlio CMS allows us to manage what each person has access to. And this can help delegate responsibilities pretty clearly and helps each staff member focus on the areas of the web that they are going to be responsible for. So I'm going to go ahead and jump into the backend. We have our main dashboard here, and as many of you may know, all of these items can also be accessed in the hamburger menu here. So to navigate to user management, we're going to go ahead and go down to site management, and then we'll go to user management here. The first thing I want to point out is the super admin. The super admin has the highest level of authority. They can add, remove, and edit other website administrators. Other than that, all of the access and the privileges will be the same as the other website administrators. Some things I want to point out about your other website administrators. We definitely recommend limiting the amount of individuals you give this level of authority as these people have access to all of the features and they can manage all of the other users. So we normally recommend having two at the very minimum, but three at the most, website administrators. And this is separate from your super admin. But this number will also differ based on the size of your school. Super admin, I definitely recommend you go in and update your first name, last name, and you update your email address. The email address is important incase you forget your password, and it's the easiest and most efficient way to do a password reset. You can also reach out to tech support to help you out with that one. So now we'll go over, oh, website administrators also have the ability to see when users were logged in. So I'm going to go ahead and jump into creating a new user. You can do so by clicking here. So there are a couple of required fields here and I will run through those with you all. The first required field is the username. We definitely recommend having a consistent format throughout your entire staff users. So we recommend either using your school email address or something like your first initial and last name. For the sake of this, I'm going to go ahead and do an email address. So we'll go teacher@edlio.com. Another required field is the first name, so we'll go ahead and do Edlio. And the next required field is the last name, we'll do teacher. And then our next required field is the password. So we recommend just creating a generic password for all of your users so when you send out details on how each staff member can log in, you can give them, "hey, it'll be your email address and then this generic password." And then what staff members can do is they can log in by going to account and profile, and then they can update their password there to whatever they like. So I'll do a generic password for here, something like welcome123. The next required field is the email address. I'm going to go ahead and use the same email address I used up here, and we also have this option here that says additional information. Here you can input things like a fax number, a number for a particular classroom, your cellphone number, and so on. Right here we're going to have to select our user type. So in order for a user to show up in the staff directory, you need to select a user type. For this take I'm going to do a teacher. Down here, another thing I want to point out, if you've added users and you're not seeing them in your staff directory, chances are you just forgot to select the user's type. So definitely check that out if you're running into that problem. Down here you'll see all the categories and sections you created. I'm going to go ahead and set this teacher as the English teacher. Here you can decide if this teacher needs edit access to the English page or not. For this sake I'm not going to give this specific teacher edit access. A teacher can also be grouped to be a staff member for another area. So let's say I'm also going to be the drama teacher. But I am going to give myself edit access to this particular teacher. If we go a little further down, you can also give users access to site-wide features. Things like your calendar, your classes, your bulletin board, I'll go ahead and give this teacher access to the bulletin board. So down here you're going to see your password protected areas. You can give users access to password protected areas in two ways: you can do it down here under the user management, or you can do it when you're actually creating the password protected area itself. You can give, you'll go to page management, password protected areas, you'll create your password protected area and you can give a user access there, or user management. I find it easier just to do it with user management. I'm logged in as just a regular website admin, so I have two options down here: I have the ability to disable an account, and I also have the ability to lockout an account. If I were to disable an account, the user could no longer log in, but their data and their personal pages would remain in the CMS, but this particular staff member wouldn't show up in the staff directory, so these pages wouldn't be able to be accessed. But the content would still be there. The other option is locking out. With the lockout option, a user cannot log in, but their personal pages, their information, are still available and they're still able to be seen in the staff directory. Both of these are just temporary and can be easily undone. The super admin on the other hand, as I mentioned before, has the ability to delete the accounts. So I'll go ahead and save my information here. And then on the front end, if I go to my staff directory, which is in about, staff directory, I can do a quick search for the Edlio teacher, there I am under the English department. A couple of other things I wanted to point out, so you can manually add users the way I just added, but let's say you are new to the CMS and you don't have any users populated. Edlio gives you the option of, if you contact tech support or your project manager, Edlio gives you the option of uploading all of your staff information in a CSV file. So we'll send you over a CSV file, you'll put in all of your staff information, send it back to us and we can do a bulk upload for you, but what you will need to do for each user is go in and say what it is they need access to and what areas they'll be staff members for. We also have the ability to setup a live directory. Google single sign-on, or Office 365 login. So if that's something you want to pursue, you can check out more information in our help center or you could contact Edlio support through a ticket or through a call, they can definitely give you more information on how to set that up if that's something you're interested in. And then one other thing I wanted to point out, if you're a district and you have a user in multiple schools along with your district level, that'll be managing content, you'll see an option around here to do multi-site management, so you'll want to put a check mark there and then that user will be able to edit content across all sites. There's also more information about that in our help center, and tech support can also help you out with that as well. Next I'm going to go over some directory options we have for you all. So we'll go back down to site management, and then we'll go to staff directory. And then if you click directory options, you'll see some options here. You could pick a name for your directory and you have the option to group by section, or group by user type. You can order the staff by their first name or their last name. Here, you can decide what information you want to actually show up in the staff directory. So let's say I also want my users fax numbers to show up, you can just put a check mark there. And then down here we have a couple of layouts for you all, and you can decide which one looks best for you. And just be sure to save your changes. I'm going to bounce back to user management and go over a couple more things we can do. So if I'm a super admin, or if I'm a website administrator, I can always click on a user, and I can edit their profile here, update any information, let's say I used to be an art teacher but now I'm going to be a second grade teacher, you can change that all down here, and just be sure to save. You can also update profiles, profile pictures. So if one person's going to be in charge of uploading all the staff's profile pictures, you'll just want to click the little icon right here, and you'll be able to drag or select a photo from your computer. Sometimes I have clients that want, that are going to be creating their teacher pages for all of their teachers. So to do that all you'll need to do is click on the user, you can click edit pages, and you'll be updating that specific member's personal or teacher page. So that was a pretty quick run through of user management. We have in-depth articles in our help center that I definitely recommend checking out. That can walk you through the same steps I did here. They can walk you through setting up active directory, setting up Google single sign-on, and setting up Office 365 log in. And then our tech support team is wonderful as well so I definitely recommend reaching out to them and they can help answer any other questions you have on this. And I really appreciate you all checking in with us today for this latest webinar and I'm excited that you all were able to join us and definitely hope that you are able to join us soon. Thanks so much and have a wonderful day everyone!

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