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Edlio Back to School Refresher for Admins

Added Aug 28, 2018 •

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In this 30-minute webinar, 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 We cover topics including removing outdated content and updating user management settings.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

Alright, so today we're going to be talking about some back-to-school tips and tricks for your admins to get everybody up to speed for the new school year and make sure all of your content is updated. So, let's go ahead and get started. So, this is what it looks like when we log into our admin as you know, and I'm going to start off by talking about just some basics so we make sure that everything is updated. So, we're going to start by coming up to the top right-hand corner and selecting our profile. We just want to make sure that all of our profile information is up-to-date and that your contact info and your username, your email email, and even your photo is up-to-date here. So, you can upload a photo. If you wanted to start the new year off with a new photo, you can come here, and then you're going to click this little pencil button here. This is where you're going to drag and drop a photo, or you can select a photo to upload here. You can also change your password by clicking the "Change Password" link, and then we can also come over here to double-check our contact info. If something needs to be edited, we'll simply click on edit your profile, and then this is where you would do it. You can add your title here, first, middle, and last name, what position, your email address, and whether or not you want this to be public, and any other pertinent information. As you scroll down, you're going to see the user type. I'm a school administrator, so that's what I'm going to have checked here. When I scroll down, these are the other privileges that we would give ourselves, what academic departments we're apart of, whether we have edit access or not. So, I am a part of the business department. I'm a staff member, and I'm allowed to edit access that particular department. You can also click any of the other, excuse me, any the other categories that you would like, and then when were completed, scroll down to the very bottom and click save. We're going to come back to all the users, and now as an admin there you'll know every school year that some teachers will come - will be there every semester, and sometimes they may skip a semester, or they may move on to a different school. So we're going to want to clean up our user management area. This is going to be really important for you so you're not sending out emails to members that are no longer with you. So, in order to do that, you will need to be an admin. You can scroll down, and this is going to be all of your users. Your admins will always live up here at the shop, and then the rest of your users - whether it be teachers or additional staff - will live right below that. You'll also see this area for disabled accounts. This would be an area where if your teacher is not back for the new school year or the semester, you can go ahead and disabled their account. This is not going to delete them. It's just going to disable them from the staff directory and the live site. So their personal page will not be visible until you reactivate their account. To disable an account, we'll click on the user here, and then we're going to come to "Edit Profile". If you want to disable, if you want to delete all together, you would click delete user in the top right-hand corner. So we're going to click Edit Profile, and to disable this account, you'll scroll all the way to the bottom, account options and will click disable. Always click save to save changes. We're going to go back to all users. Scroll down to the bottom, and now you'll see the disabled account that we just removed here. Should you want to enable that, we can click on that user again, come back up to Edit Profile, and you'll see this alert here that the account is disabled as a reminder. So we'll hit Edit Profile. We'll go ahead and uncheck Disable. Click Save. Go back to all users, and when we scroll back down, we will see that Ryan, the account that we disabled, is now re-enabled and will have access to his personal page and any other any other pages that he has edit access to. Also, as an administrator if you are in charge of keeping your your staff's personal pages updated, then you can do that by once again clicking on the staff member, and then right here is where you're going to see the links that go to their personal pages. So we can edit their pages if need be. We can edit their photos if need be, and these going to be all of the options that they have within their personal pages. Alright, so let's move on to two more of the the modules for the live site that your visitors are going to see more often. So, let's talk about the beginning of the school year and updating our homepage shuffle right here. If you have new photos that you want to upload for the new school year, then we would do that by going to our Menu, Media and Shuffles. You'll see here our home page shuffle. We can go ahead and click on that to edit, and then it's going to show you all of the images that are located within your shuffle. If you want to delete some images that are outdated that you no longer want, simply click on the trash can, and you can delete your images there. If you'd like to upload some new images, we'll come here to Upload Media. Then you can simply drag and drop your photos here, or you can click Upload and choose from a file that is saved on your computer. These are going to be the specified shuffle dimensions up in the top right-hand corner, and that's going to give you the best dimensions for your shuffle images. Additionally if you click on the image, you do have the option to click Crop, and you're going to see this little cropped box here. That's already set to the specified dimensions of your shuffle. So if you wanted to just go ahead and move this or down in order to crop your image, you can do that as well. We'll go ahead and click Save Now our updated image is saved. So when we come back to the live site, we will always click refresh, and the settings that you have just set are now completed. Let's talk about News and Alerts. Since it's a new school year you may want to make some announcements on your homepage. So we will do that by going to Announce and News and Alerts. Now the News and Alerts section is going to be located somewhere on your homepage. In our case today it's going to be down here. We have our News right here. So let's go ahead and update our news. We have a couple of options. If you know that you are going to have reoccuring new stories every year like a Welcome Back news story, and if you don't update it every year, then you can simply disable that news. So let's go ahead and create a new news alert. So we're going to click Add News. We're going to be creating a new story, a new news story. We're going to be posting this to our News and Announcements, so let's give it a headline. You have the option of also putting in a short summary and then any additional content that you'd like for your visitors to see. You can type in text. You can link to a file. You can also link to a page. Let's go ahead and add some content here. You also have the option of changing your formatting, the rich text formatting. So, let's say you wanted to make this bold. We want it to match our school colors, so we'll give it some red. You can also add any inline images if you'd like, and then you can also adjust the format here. If you have any additional sources that you would like to cite, we can put them here, and again we can upload any files or photos here. Then we have our delivery options. Is this something that we want to post today immediately, or is this something that we want to post at a later date. I'm going to say that we want to post this right now, so it's going to be today and right now. Should you want to schedule a delivery of your news, you can do that by clicking here and selecting the date on the calendar that you would like this news post to be posted on your site. You can also select a time to have it posted, so if you know you want this to go out tomorrow at 5 p.m., you can absolutely adjust that here. You can also click the expiration dates. Do you want this post to expire, or do you want it to stay in the archives for the duration of this news alert. If you want it to expire, you can click here, and you can click when you want it to expire. So let's say we want this to expire one week from today, and we want it to be right before midnight. So the following day it will, excuse me, it will no longer be on our live site. We're going to go ahead and click save here. Now we see that our news is saved. We also have the option if we'd like to push this news to our social media. We can do a homepage pop up alert. We can also have this news go to the email sender newsletter. So let's come, and let's say we want to do a pop-up alert. We can select when we want it. We can select what time. Now let's go back to our site. We're going to hit refresh, and you're going to see our brand new news post. We can click Read More. Now we can see the full article here. Alright. Let's talk about our homepage widgets. A homepage widget is going to be an excellent way for you to get some extra contacts. For example if we wanted to add a form widget for the new school year to have parents sign up for your contact list so you can send out your newsletters or a special emails, we're going to come here, and we're going to click the form widget. This is going to live on the homepage. You're simply going to drag-and-drop, and anywhere that you have this place in this box, that's where it's going to show up on your homepage. You can have it up in the corner, in the middle, anywhere that you like it. So let's put our form in the top right-hand corner, and we're going to make this subscribe to our contact list. You can select whether you want a first name or last name, email, phone number, or both Then we're going to select which contact list we want this to go to. Let's make this go to the 2018 Volunteers. We're going to select that, and we're going to go ahead and click Save Changes. Now you can see when we refresh our live site, we have our subscribe to our contact list widget here. Should your visitor not want to see this while they're scrolling through the site since it follows you, all they simply have to do is click the X, and then it's going to live in this little button here. It's a little less obtrusive while they're - while they're scrolling through the site. Alright let's talk about the all-important classes and terms. So as the admin, you're going to need to set up a new term every every year, so we want to come to Classes, Terms. As you can see here, we currently do not have an active term, so your teachers will not be able to set up their classes and their assignments until you give them an active term. To set an active term, we'll come and click Create a New Term, and then we're going to name it. We're going to click what date it starts on. We highly recommend to not have any gaps between the terms so that teachers can access their classes if they want to go ahead and build assignment and classes for the new school year over the summer. So while we cannot overlapping terms, you can have term that butt up back-to-back, so if our previous term ended on the 20th, you can then set the next term to start on the 21st. So there will be no interruption for your teachers as they set up their classes and assignments. So we're going to have our term start today, and then you'll select when your term ends here. Then we're going to go ahead and click Save, and we now have a current active term. Now your teachers will be able to set up their classes and assignments in order for the new school year to begin. We can navigate here to Classes and Assignments, and this is where, as an admin, you'll be able to see the classes and assignments. The teachers will access their classes and assignments through their personal page through their admin. We can also come here to plan. Plan is going to be where we set up our calendars, any food menus, bell schedules, or facilities for reservation. Let's talk about calendars. To add an event to your calendar, it's going to be similar to just how the teachers do it on their personal pages. We're going to do the school calendar here, and this is going your events. We're going to simply click Add Event. Then where do we want this event to populate? We want this to be in our events. We'll give it a title and our time and location. We're going to have our welcome back party today from 3 to 4. This is not going to be a repeating event, but should you have a repeating event, meeting, or weekly sports event, you can click here and select how you would like it to repeat whether weekly, monthly, or yearly. Then it will also give you the option to choose on what day. So let's say we're going to have this every Friday. So it now will repeat every Friday. You can also specify an end date here, or if it's if you have this forever box checked, it will just go ahead and repeat forever. You can add the location if you'd like and any additional details. - any links that you would like to provide as well and any files that you would like to attach - Go ahead and click Save. Now you can see here this event that we just made for today, our welcome back party, is now populated here. When we come back to our site, you can see that our events are going to be located here. Now, we always like to suggest checking your site for outdated content. Oftentimes during the school year you will add things to your site navigation here like pages that you want people to access regularly, but oftentimes those pages will have outdated content on them. So, we want to be sure to come back here, and we're going to go ahead and check our Site Management and Sight Navigation. This is going to be all of our site navigation items. So, let's say that our vision statement here has changed. We can go ahead and click edit, and this right here is linked to a feature page. However, if you wanted it to be linked to a new section or page, you would do so here. If you wanted to add a link to have your visitors redirected to an external link, you can do so here, or you can even upload a file. If you want to just go ahead and delete an item all together, then we just come here to our little trash can, and we're going to click delete. Now remember when you delete this, it will delete anything that is linked to it. You can also edit if you need to. So let's say  we want to edit the title of this. Instead of Testing 890, we can make it Testing 900. We need to click done, and as you can see this update is still unsaved. So we need to come up here and click apply changes. Alright so our our changes have been saved, so now when we come back here where we saw the Testing 890 when we refresh you can now see that our item in our site navigation has been updated. Additionally, oftentimes you'll have Pages that you're not going to be using anymore, so we can come here to pages or through our hamburger menu, page management, and pages. These are going to be all of your categories where your pages live. When we click on the academic departments for example, this will now bring you to all of our sections. Our sections here are what house our pages. So let's say we want to update our business section. We'll click here, and now we're into all of our pages here. So since we updated the Testing 890 Testing 900, we're going to want to go ahead and either edit or delete this. So, we can do that by clicking on it, and then we will update our title here and any of the content that is within that page. Always clicks save. If you'd like to preview what your page looks like, you can click this link here. So now we've updated our pages. We're going to hop over here to Media. If you have any videos that are on your homepage, this is where they're going to live, and then this is where we would update them. So you will upload your videos here, and then you will select whether they are active or inactive. Our science tricks video here is currently not selected, so it's not active. If we wanted to make it active, we simply click the star, and now we've got our active video We were talking about our contact list earlier from our homepage widget, and this is going to be where all of your contact list are stored. So we'll click on that, and you can see all of the contact lists that we have in our system. So our homepage widget that we made earlier for the sign up for the form - it was for 2018 Volunteers - as people sign up for this, they are going to automatically going to be populated here in the contact list. You can also add a single contact by clicking here, putting in the individual's information, and clicking save. You can also upload a contact list in bulk and that is by using a CSV file. Click add in bulk, and we have a handy dandy CSV template for you right here. So you can download that template fill it out, and then once it is filled out, you will simply just drag and drop it here just like you would any image or video. You can also manually upload by clicking or upload button right here. Once it's in here, we'll click Add Contacts, and then all of your contacts will then be populated here. If you have any questions, or if you're unsure of how to do any of these items while you're getting back-to-school ready, we encourage you to reach to your client success specialist. We're here to help you at anytime. Also, we've got our tech support team who is really awesome, and we have our Edlio Help Center which is up 24/7. Here in the Edlio Help Center, we also have some more back-to-school tips right here. We have all of our help topics here, and if you want to ever check out any of our past webinar or videos, you would do so right here. If you click More on Webinars, Videos, then you're now brought to this page that have all of our saved webinars from the past. Additionally, you can also get help, and you can contact tech support here or submit a tech support ticket. Submitting a tech support ticket will be done through Help and Contact Edlio Support. There's also a link to the Help Center in your admin as well. I want to thank everybody for joining our back-to-school for admins webinar. If you have any questions, feel free to reach out to your Client Success Specialist or Tech Support, and we'll be more than happy to help you. We hope you have a great afternoon and a fantastic Back-to-School!

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Edlio Back to School Refresher for Admins

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