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Edlio Administrator Refresher

Added Aug 19, 2019 •

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If you're an administrator needing a quick refresher on your Edlio school website, take a minute to walk through a few back to school tips with Sevana!

Show Transcript

Good afternoon everyone. Thank you so much for joining us today for our admin refresher webinar. Today, we will be covering tips for admins for the new school year. We also have a technical support representative in the chat today who can answer any questions that may come up. The webinar is also being recorded and will be accessible to everyone in the Help Center. So, let's go ahead and get started. So, I am going to flip over to the admin side here, and as you know you of course login with your credentials. So when I click on 'Sign in', it's going to bring me to the following page with all of my modules that have our accessible features. So, one area that I wanted to cover before we actually go into the module is as you're of course getting ready for the new year, you want to make sure that your profile photo is up-to-date, all of your information that is on the website is current, and in order to do that all you need to do is go right here under 'Account' and into 'Profile'. So, this is where you will actually be able to change your photo which will show in the staff directory and on your teacher page if you are using one, and you would actually be able to edit your profile. So, when you click on 'Edit Profile', this is where you would be able to actually update your name here, swap out your email address, and any relevant information. Of course once you're ready to move on, everything's up to date, you just scroll down and go ahead and click on 'Save'. Just a tip to give out to everyone - when you actually want to go back to the dashboard, if you click right here at the top all the school name, it's going to take you right back. Let's actually now go into updating our users. In order to do that, you can click 'Site Management' here, or if you click on the hamburger drop down menu on the left hand side, you can also scroll down into 'Site Management' and click on 'User Management'. Now, as the new school year is starting, you want to make sure that everyone on this list is current. If you want to add additional admins or even teachers, you can go ahead and do so. I'll cover that in a moment. If there is anyone that maybe needs to be removed - they're no longer at the school - you actually have two options for that. So, I want to scroll down here, and let's say John Doe over here is no longer at the school. So, we want to actually remove him. If you click on the user's name you can click 'Delete User'. This will actually go ahead and completely delete everything that the user has done in the admin site. The second option that you have is 'Disabling User', so maybe the teacher only teaches during the summer, and you don't want their information to be up, you can actually disabled them. All you need to do is click on 'Edit Profile' here, and if you scroll all the way down, you'll be able to see that you have a checkbox option here called 'Disabled'. Once you save that, it'll still keep them here in the Admin Site. They will just be removed from your staff directory, and when summer comes around and they're back to teaching, you can actually enable their profile again so they can access the admin site. I'm going to cancel out of here, and I'm going to click on 'All Users' up at the top. Now if of course you have new users that you want to give access to to the admin site, whether they are website administrators or teachers, all you need to do is click on 'Create New User', and it's going to ask you to create a profile name. So, let's say this was at Edlio teacher. It's going to ask you for the first name, the last name, and you can go ahead and enter a generic password for them. That way when they login, they can actually go in and change that themselves. There's the email address. Then what you're going to want to do is if they are going to be just a teacher, all you need to do is just select on 'Teacher' here, now you can scroll down, and if you wanted to give them a additional access to certain areas of the website - so let's say this teacher is also managing the Social Studies Pages - you can actually give them access to edit the Social Studies Pages. They don't have to have access to the entire admin site. You can go in and do this for any of the sections that you created here in Pages, and you can also give them access to any features that we actually have lifted as well. Now, if this were going to be for a website administrator, all you would need to do is just click righ here this check box that says 'Website Administrator' and click on 'Save'. That will give them access to everything on the website, so I'll just go ahead and click on Save. Then, if I search by last name, for example, it'll tell me that this user was created. Now, I'm going to go back into our hamburger drop down menu, go into 'Plan', and 'Calendar'. The calendars of course are how you are getting all of the events across to your school that you would like parents to see, and if I flip to the actual website, when I scroll down, this is where I would be able to scroll through all of the events that have been added under calendar. If you click on 'Show All Events', this is where you can actually see additional calendar categories that have been created, and you can create as many of these categories as you would like to. If a parent comes to the website, and let's say they want to only view the book reading calendar they can actually select 'Book Reading' here and unselect events, and it would only populate the events that show under 'Book Reading'. So, you can select as many of these as you would like to view at the same time, or you can just simply view one of them. You also have access to printing, getting a yearly overview, or parents can also subscribe to the calendar here, so it would actually show up as a separate calendar where they could view your school events. Now, to of course add your event here, we would need to go back to the admin site, and you have two ways that you can add events The first play is manually adding your event, and that is done by click on 'Add Event'. These of course are the categories that we were seeing right here on the actual website. You can choose how many of the categories you want to add this event to, so you could do 'Select all'. You could select a few of them, whatever is relevant to the event that you're creating. So, let's say it was the senior bake sale, for example. You would select the date, go ahead and click on the time to edit, if it was an all-day event, then you could of course just select the box here. You also have the repeat option, so if the bake sale was something that you do monthly, you could choose for it to repeat. You could also add a location as well and any specific details that you would like, so maybe it's in the senior quad. If there is a link, you can go ahead and attach that here, and you also have the option to attach a file or photo. If maybe you had a flyer that went along with the bake sale, you can attach that here. Then, once you click on 'Save', it's now been created for you. The second option that you have for your calendar is when you click on 'Settings' here, the third tab is called 'Calendars'. Now, when you click on 'Calendars', you're going to see the option of connecting a Google or Office 365 calendar to your website. Now what this does is if you already have the calendars created in Google or Office 365, it's going to allow you to select that calendar and have it start importing over all of the event to your website. What's great is that you will not have to worry about manually coming in and adding the event. Everything will be managed from Google Calendar when you're actually adding these events. One by one, you can click all of the ones that you would actually like to connect the calendar too, and you can select which calendar. So, it'll have you connect to your Google account, and then of course you'll see the list of which calendar you would like to populate over. If you actually wanted to add additional calendar categories, if you click 'Add a Calendar' here, you can actually go ahead and create one here. Click on 'Add', and now you'll see that senior calendar is also an option. If you ever wanted to change a calendar name, all you need to do is click on the calendar here, and you can actually change it. Just make sure that you go ahead and click on 'Save'. Now, if I go to the actual website here, and I refresh the page, you'll see that we now have the senior calendar category as well. Now, another great area that you want to make sure is also up-to-date with relevant information for the school year is your News and Announcements section. This of course is anything that you're creating under News. So, this currently has our top two news stories showing, but when you click on 'Show All News', you'll actually be able to view all of the news post that have been created here. Now, if you of course wanted to delete any of these or add new ones, we go back into our admin site, and in the hamburger drop down menu, we want to go into 'Announce' and 'News and Alerts'. This, of course, is where you can edit any of the information you've placed under 'News and Announcements'. So, let's say you see something on here that isn't relevant anymore, but it is a post, for example, that you do use every year. Instead of deleting the post, you can actually disable it. So, when let's say next year comes around, and you want to post it again, you can actually edit the information and enable it back to the site. The way that's done is if you actually hover over the news post that's been created, you see the two options here - delete and disable. If this news post is never going to be used again and it's not going to be relevant at all, you can actually go ahead and delete it, and it'll take it completely off of the site. You will not be able to get it back, but if this is something that you are going to want to use again in the future, if you click on the 'Disable' option here, it's going to want you to confirm that you do want to disable the post. Once I click 'Yes', you're going to see that is no longer under Active and Scheduled News. So, if you wanted to access this news post again, all you want to do is click right here under 'Show Disabled News', and you'll actually be able to see the post right here. If you needed to edit it, swap out the picture, you can actually go in and edit the post. Then, once you're ready, click on 'Enable' and yes, and then make sure you click 'Show Active News'. Then it's back on your site. If you of course wanted to create a new news post, all you need to do here is click 'Add News', and I'm going to actually go ahead and title this "Back to School". Now you have your short summary which will display right under the headline, so I'm going to put welcome back to school everyone. That is where you would enter your short summary. Then, it gives you the option of adding content, linking to a file, or linking to a page. Now keep in mind that you can only use one of these three options at a time, so if you start placing content here, you can only add a content. So, I'm just going to put "coming soon" right here, and when you scroll down, if you have sources to site, you can add them here. If you want to attach a file or photo that goes with the news post, when you click on 'Upload', these are the four areas that you'll be able to pull files or photos from, so I'm just going to select from my computer here. I'm just going to select that. Now I'm seeing this orange pop up that says missing alt text because the admin for our school has enabled the feature that reminds everyone to place the alt text on the imaging. What all text is is that is for ADA regulations, so if a visitor to your website is visually impaired or they have a traumatic brain injury, if they're using a screen reader, it's going to grab the alt text off of the image and read to them what the image is. So, I would click on 'Alt Text', and just put healthy life and click 'Save'. These can be as general as possible, so if it was a picture of math books, you would just say math books. If it was student in the auditorium, you could just write student in the auditorium. You don't have to go and list out everyone's name. Now when we scroll down, you'll see the option of delivery. So you can post now or post at a later time. So maybe you were working on this earlier on in the day, but you don't want it to post to the website until 5 p.m. You can actually go ahead and change that here with the date and the time. Then, your second option is 'post never expires' and 'post expires on'. This is specifically tied to the disabled feature that I was mentioning, so we don't want back to school night to stay up for the entire year. You could actually have it automatically disabled, so if you wanted to maybe keep it up for a month, it would then disable the news. Then it would go under the disabled view. So now I'm going to go ahead and click on save. And, when I refresh the actual site you'll see now that my back-to-school post is showing here this is my short summary that I had placed and if you actually click on the news post it's going to take you to the page with any additional information that I have placed. Now I'm going to switch back to the admin site here and one more area that I wanted to cover here under news and alerts is the option of a homepage pop-up alert alerts are great if there is any important news you want to get across. So maybe school is closed due to weather or school is closed for spring break. You can actually have a pop-up box show up on the website when visitors come to view any information and the way that works is if you click on home page pop-up alert. By default it set to 24 hours but you can actually change the date and time. I'm just going to leave this as is and click on post. What this is now going to do when I refresh the site. It's going to pop up this box and users are actually going to have to click on something before they can actually go to your website. If they clicked don't show again it won't show them the message. If they click okay this is just acknowledging that they read the information now they're moving on. If you click 'read full story' it will take you to the landing page with the additional information. So you have that option if you want to use it for anything specific. We've seen schools also use it for important registration information, maybe there are dates coming up. So if you wanted to use it you do have this option available. If you wanted to turn it off in advance you can just go ahead and click turn off back here. Now let's go back to our hamburger drop down menu, and let's go into 'Media' and our 'Shuffles'. So, the 'Shuffles' are of course how you're editing the photos that you actually have showing on the website here. So just make sure that you go in and if you wanted to delete any photos and add new ones that you go ahead and update that before the new school year, and if you actually click on the Shuffle. This first option here that says upload media you'll be able to upload your photos here. It'll give you the accepted file type, and when you click on upload you're going to see the same 4 options listed here, of where you can pull the photos from. you will also see Shuffle Dimensions that have been preset for you. If you can upload the photo with these Dimensions that would be great. If you cannot the tool that we have is when you click slide layout, this crop tool right here it's going to preset the dimensions for you and you'll be able to zoom in and zoom out and crop the image here. Then of course you can choose your slide transitions. Once this is ready to go all you would need to do is click on 'Save' and that'll go ahead and update the website for you. Now, the next area that I want to cover for you all is under 'classes'. If teachers at the school are using Google classroom or the classes in general just make sure that you go in and set the correct term so if a new school year is going to be starting just make sure that the new term has been set so teachers can of course go in and start adding in their information for the classes. all you need to do there is click create a new term, you would title it place the date and when it ends and when you click on Save it'll go ahead and create it for you and as you can see we actually have one created here, and you'll also be able to see all of the previous terms that have been created. Now the last area that I wanted to make sure that you of course have it all up to date is everything that is showing here, under your menu containers, and of course the way that you edit that information is by going into 'site management' and 'site navigation' now you'll be able to see your container name listed here and all of the drop-down menu options that you've listed. If you wanted to delete one if you click on the three dots, you can go ahead and delete if you wanted to edit you could simply click on 'edit'. And of course if you wanted to add a new item we would click new item you can go ahead and title it here and you always have the same 4 options of what you can add. So, 'section' and 'page' mean that any page or section you created under Pages you would be able to link to your menu. URL means if you have a website address you want to add, so maybe this was the food menu and you have nutritional services link. You would be able to place that here. File of course we accept any file type you would be able to upload from the same 4 options. So maybe you had a pdf version of your belt schedule you can actually upload that here and we also suggest to please click on open as a new tab so that way it doesn't draw the parent or student away from the website and then of course your last option is your feature page. And if you ever forget what is considered a feature page, you can click on select a feature here and this will show you the list, so let's say the food menus you used are manual option where you actually typed in on the calendar this is how you would get that to display and of course you always want to make sure that you click on save so that way any changes that you made are faint and once you actually refresh the site you'll be able to see those changes. I wanted to thank everyone for joining us today will be here for just a few more minutes if anyone has additional questions, we hope everyone has a wonderful day and thank you so much again for joining our "My Edlio Webinar" today.

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