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Edlio Back to School Refresher for Admins

Added Jul 20, 2018 •

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In this webinar, you'll learn how administrators can make sure their sites are ready to go for the new school year! We cover topics including removing outdated content and updating user management settings.

Show Transcript

Good afternoon everyone and thank you so much for joining me today for our webinar. Today's webinar is focused on admins specifically and what admins can do to gear up for the new school year and just kind of refresh you on the ins and outs of the system and what you can do to help everyone else get ready to begin using their school website. The first thing that we're going to want to do is just kind of run you through what we're looking at here in case it's been awhile this is the main dashboard you see when you log in all the content here can also be accessed right here just a reminder in case you forgot. So the first thing we're going to do is go through our user management we know it's a new school year so we might have some new staff and we might have some staff that's no longer with us and our user management area can get pretty cluttered so I do want to recommend once a year just clearing it out to make sure it's up to date and we're going to go ahead and navigate to user management we're going to scroll down to site management and user management here we see all of our user at the top we see our website administrators and then we see the rest of our content management users. The first thing I want to point out is website administrators we normally recommend just having two or three website administrators these folks have more control over the websites than the rest of the users so we kind of want to limit that control and every school website will have one Super administrator so I also want to recommend the super administrator has gone in and associated the super admin account with their email and their information. So if we want to kind of start clearing out and delete an account because the staff member is no longer with us what we'll want to is click on their name and then you'll see the option to delete the user right here, that will remove the user not only from the user management portion but from the staff directory as well because remember our user management part of our website actually populates our staff directory. Let's say this user is not leaving the school but just won't be with us this term and will be returning next term we have the ability to disable the account. What we'll want to do is go to edit profile scroll all the way to the bottom and we'll just disable this account go ahead and quick save. So now this user's information is still stored but it's just not available in the staff directory at this point in time. So to find all of our disabled accounts we'll scroll down and you'll see them braid out down here or let's day is the new term and Ashley is ready to come back and I'm ready to have her back and able to update her content in the website all I'll want to do is click on the name click and you'll see it says this user account is disabled. To enable it again we'll want to click edit profile and we'll scroll all the way back to the bottom where we initially disabled it we'll uncheck disable we'll click save, back to all users this user has been updated awesome Ashley's back. Let's say we have some new staff members coming in, well to create a new staff member you're just going to want to click create new user, we'll want a username, we'll want a first name, a last name, go ahead and create a generic password as soon as this user logs and they can update the password to whatever they like. We'll want to associate this with an email account I'll go ahead and use We'll want to specify what staff they're going to be, is this going to be another employee, a school administrator, or a teacher, I'm going to go ahead and say teacher for this specific account, and then here you have the ability to associate this teacher with an academic department, I'm going to select music here you can also give the teacher edit access to any other clubs or activities the teacher will be editing Pages for or if you scroll a little further down you can give that teacher access to edit any other features on the website. So let's say this specific teacher is also going to be managing our bell schedule and our bulletin board and you can also give the teacher access to password protected areas down here go ahead and click save. That user was added successfully what you can do is just share this information with the new staff member and let them know as soon as they log in they can go ahead and update their password to what they like. That's how we would update all of our user management system we have the ability to delete users, we have the ability to disable users temporarily, and we have the ability to create users. Administrators you also have the ability to update profile pictures for your staff if you'd like, all you need to do is click on the staff member and you can drag-and-drop or select a photo from your computer and upload it for them. The next thing I'm going to do is kind of bounce back to the home and we'll just start from the top and work our way down on different ways to update things. We'll also want to make sure our site navigation is up-to-date and we've updated it with our latest content and it's no longer connected to Old pages. To navigate to our site navigation in the back end so if you click on your school name right here it'll just take you back to that main dashboard.  We'll want to go to to get to our site navigation we'll go to site management site navigation all the items here populate the site navigation at the top of our website so if our vision statement is actually going to connect to a new page all you have to do is click edit next vision statement, go ahead and select the other page that you want it to link to I'm just going to go ahead and just select this even though it doesn't necessarily apply just for demo purposes. Um you'll click done and apply changes. You also have the ability to link to a URL, a file where you can upload drag-and-drop the file directly here or one of our feature pages. This is a list of all of the features available to you. So with the click of a button you'll click done and apply changes and that'll update your site nav. I didn't actually select the feature there so I may just go ahead and apply changes so I definitely recommend just kind of going through your site navigation making sure all the links properly work um and making sure that it's connected to the latest content that you've updated. Now we'll go back and bounce to our homepage. Let's say you want to update your Shuffle photos to do that we can again just click on this little logo your school name right here to go back to the main dashboard we'll want to go to Media Shuffle This is our homepage Shuffle you can delete images by the click of this button right here the trash icon, you can upload new pictures by going to upload media here you'll see your Shuffle Dimensions I recommend following these dimensions and you can upload photos this way from your computer, dropbox Google Drive, OneDrive. You also have the ability to reorder your pictures So that's just a little walkthrough on updating your Shuffle don't forget to click save once you make updates. Now I will bounce back to our homepage and see what else we'll need to update. These quick links some of your websites come with a list of quick links with little infographics you have attached to them. The majority of these are hardcoded into the website so if you ever need these updated feel free to reach out to tech support directly feel free to reach out to your client success specialist and we can definitely update that for you. If you have a specific SBG or infographic in mind that you want this to link to, kind of describe what you're looking for and we'll find the closest file we can to match to that image. Then let's take a look at our news and announcements some of you may haven't updated your news and announcements since the last school year so the good thing to do is kind of delete what you don't want there or you can disable it, or we can just create something new if you don't want to touch any of it. So I'm going to go ahead and walk you through that again click on your school name to go back to that main dashboard to update our news we're going to want to go to announce, new and alerts here we'll see the list of all of our news articles that are appearing on homepage if you don't want anything too appear there anymore you'll have the ability to delete it all together or you can disable it disabling it will simply archive it into this little area right here and you can bring it back whenever you want to instead of permanently deleting it. So let's say we want to disable no school are you sure I want to disable this news article yes I am it goes away from that main page and now it's archived over here so if I ever want to bring this back for instance for Labor Day, go ahead and enable it again yeah I want to enable it it'll pop back up there and you should be able to edit it to say whatever you want and it'll populate back on your homepage there we go and you can edit it and you can update it to say whatever you want just navigate back to use no words here. If you want to add a new news article all you need to do is Click Add News we're going to want to post this specifically to our news and announcements on our homepage so I'll leave that checked. Give it a headline: Welcome back to school, come grab your schedule from the office. Type in a short summary Here you'll have the ability to add in your content a lengthier description here you can link to a file, here you can link to a page. I'm going to go ahead and just add a little bit of extra content take a look at your class schedule you can play around with the text, you can make a header up there, you can change the color, you can bold, you can italicize, underline all that good stuff, um let's see you can add an image underneath as well if you want to add an inline image there, you can upload a photo to show up with your news article and you can decide "do I want to post this now or do I actually want to post this on the first day of school?" If your first day of school is not for a couple of weeks go ahead and click post later and you can set it to post on that specific day.  So let's say my school year is actually going to begin August 1st at 8 a.m. I'll just leave it at 12:01 a.m. there and we can leave it to post we can leave it to expire on a certain date or never expire go ahead and click save and then that news article will populate on your homepage and you also have a couple of options here you can post it directly through the social media manager which is connected to your Twitter or your Facebook, you can set it up as a homepage pop-up alert this is going to be a little pop-up you see when you first access the homepage and you won't be able to go into any other part of the site until you acknowledge that alert, or you can use it with the email sender with the email sender you can compose a newsletter and send this piece of news out in an email to everyone on your contact list.  So we'll just navigate back to our main dashboard let's work our way down so some of you also have a list of web links the majority of these web link they're either hardcoded in and that case you can reach out to tech support or your client success specialist to get those updated but a good chunk of them are the linked to the links module. If you are not sure how yours are linked and if you can edit them on your own just navigate down to more link and if you see a list of links here, that corresponds to links on your homepage here or wherever they are on your site then you have the ability to edit them here if you don't see them listed there they're most likely hard-coded in and that case you will need to reach out to someone at Edlio and we can definitely get those updated for you. So you can edit them or you can edit the name and the link or you can just delete them all together if you want to add a new link you'll just add a new link here let's just link this one to Google I want to show it on my homepage click save bounce back refresh There's Google Right here we have our events so some of you may have not touched your event since the end of last school year go ahead and add some events for the current school year we have a couple of options with events that I'm going to walk you through. To navigate to events we're just going to want to go to plan and calendars so here you can begin adding events manually to post this to my event section on my homepage first day of school it's going to be an all day event on August 1st locations optional answers and details here these are optional as well but if you click on Rich formatting you have all of these options here if you want to link to an external site feel free to do so you can upload an image here, you can click save that is the way you would manually create an event. Some of you may already have this set up some of you may not but we also have the ability to import events directly from your Google or Office 365 calendar to do that you just want to navigate to site management, settings you'll want to click on the events tab, go ahead and decide what section you want to integrate your calendar with the default zero event this is the event section connected to your homepage you'll want to either click set up Google Calendar or Office 365 and then it's very straightforward from there. Let's say you want to connect to your PTA calendar you're going to create a new section go ahead and call it PTA create the section so now I'm currently on the PTA section and then from here I can connect my Google Calendar or my Office 365 calendar for the PTA section you also have the ability to control the amount of news articles displaying on your homepage that number can range anywhere from 1 to 20 play around with it and see what looks best for your website just be sure to quick save when we're done. Now we're going to bounce back to our homepage and see what else we can alter. Our principal's message, many of you have a spotlight message on your website whether it's linked to your mission statement, whether it's linked to you're about us statement, whether it's actually linked to your principal's message like this one is if you have a new message to send for the new school year you can definitely update your Spotlight message. To do so we're going to navigate over here and we are going to navigate to announce and then Spotlight messages. If I don't want it to say principals message anymore and I actually want this to be our mission statement now go ahead and update the title there go ahead and update the text for your mission statement here is this year's mission statement play around with the formatting up here you can insert a table if you want, you can actually have this hyperlinked to another page if you want The image you will upload here if you click the trash icon it'll be deleted and you can add a new feature photo the feature photo is the photo that displays on your homepage. Any additional files you add in here you'll be able to access when you actually click on the spotlight message itself and navigate to the full spotlight message. Decide if you want to have it read more [inaudible] or if the whole message will just sit on the homepage it's up to you, just be sure to click save. Awesome so let's just navigate back to the main dashboard again back to our home page and see what else we can update this information is really important as well I know some schools will open up the new branches and addresses will get updated, phone numbers will get changed fax, numbers will get changed reach out to us at Edlio either your tech support rep your client success specialist and we can definitely update your address for you. The same goes for your Facebook and Twitter links or any other social media links that you have on your homepage. If these are hardcoded in just reach out to one of us at Edlio and we can definitely get that updated for you. So admin, as you're preparing your website you're also going to have teachers that are going to want to start updating their content. Well the first thing you're going to need to do is make sure you have an active term set up for the new school year. To do that you're just going to want to navigate to classes and terms if you don't have an active term set up you'll see this red alert right here saying hey you don't have a term set up for this current school year that means your teachers won't be able to create their classes until you've created your term so I definitely recommend setting your terms as soon as possible even today so I'm going to go ahead and do that the starting date that you list is the date teachers can start uploading their classes and assignments, so the starting date should be before your school actually begins so definitely keep that in mind I'm going to go ahead and set it for today's date and I'm going to end this June 2019 go ahead and click forgot the most important part you're going to want to enter your name but we'll call this our 2018 2019 school year save. So now you'll see my current term is listed, this is great because now my teachers can go in and start updating your teacher pages and updating their assignments and uploading their classes. Our last week's webinar was actually a refresher for teachers so teachers if you need or if any of your teachers need any help updating content have them check out the webinar our help center has some really good tips as well for teacher to kind of check off as they get ready for the school year. I really appreciate you all joining me today if you have any questions feel free to reach out to tech support or your client success specialist and we can definitely get them answered, you all have a wonderful good day and good luck with the new school year.

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Edlio Back to School Refresher for Admins

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