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User Management

Added Sep 30, 2019 •

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Learn about managing the various users of your Edlio website, including the different user types, assigning permissions to users, and more.

Show Transcript

Alright everyone, today we're going to be covering user management. So user management is where we are going to keep all of the users that live inside the CMS. So right here you can see our home page and we have our staff directory linked in our site navigation. When we click on the staff directory you'll see all of the individuals in the staff directory. Now we have to show them where they go in order for them to populate in the staff directory. So when you sign into the admin, you're going to see the main dashboard here. You can access user management either via the here or through our hamburger menu by going to the menu, going to site management, and then going to user management. So here, this is going to be our user management section. For those of you who have been with Edlio for a while, yours probably looks similar to this, you've got website administrators, and your general users. However, if you're new to Edlio you may not have anyone in your user management. So today we're going to show you how to add individuals, how to give them privileges so they can make edits to the website, and then also how to add pictures, clean up your user management, and all that good stuff. So right now you can see we have our website administrators and then we have our second section here of general users. So our website administrators are going to have the highest level of access with the super admin, with the username admin, being the highest level of access that you can possibly have. So the super-admin is going to be the account that can, that can delete users, it can also remove, it can remove users, add, delete, make any and all changes in the CMS. However, If you're a website administrator, you also have access to editing any of the users that are here in your site management. So really the super-admin is going to be the the only that can delete an individual. So let's start by adding a new user. We're going to need to give them a username, first name, last name, and password, and email. Those are going to be the basics. So let's give them a username. We'll need to give them a password. And then we'll need an email that's going to be associated with this account. We can add additional information if we'd like. This is going to be any other information that may show up in the staff directory or the individual's personal page. So you have the option of adding phone numbers, addresses, all of that good stuff. But the very few basics are going to be we need a username so the individual can log in, and then of course the first and last name, and email associated so they will populate in the staff directory. Now we need to designate the user type. So for this we're going to go ahead and say that Lon is going to be a teacher. So we select teacher. This is going to show where, the department that he's in, and then also we can start now assigning actual privileges for this teacher. We also have other user types if you want to categorize any individuals that way. And then now what does the teacher have access to. So these are going to be our categories and sections. And then this is going to be everything that we've added in the CMS in our categories and sections area in page management. So let's go ahead and say that this is a staff member for our math, and then you'll see this column here with edit access. Edit access means that this individual will be able to log into the CMS and then edit the math area within the CMS. If you do not click edit access then they're basically just going to be a staff member that shows up in the directory. So when they login they're not going to be able to go in and edit anything. We also have other miscellaneous categories down here. And if you're new to Edlio and you haven't uploaded all this, your user management's probably going to be a little bit shorter in length. And we also have this section down here. We offer password protected areas. So when you're assigning privileges to individuals, let's say we have a password protected area, you can either choose this here, the password protected area, in this case we have one and it's for classes. So if this individual had access we could go ahead and check it off here. You can also give somebody edit access to the password protected areas by navigating to it in page management which is right here. Either way, you're going to the same spot and the individual will be able to have edit access. You also have the option as an administrator to disable or lock out an account. Disabling an account means that this person will still be able to be shown in the staff directory. And if they have any personal pages or content, that will also show up, but they will not be able to log into the CMS and actually make any edits. If we lock out an individual, this individual will not be able to login, they will not be able to edit anything, and all of their info will still be on the CMS, and they will, you'll still be able to find them in the staff directory. Whereas when we disable, they disappear, but all their content still lives in the CMS. So if you were to uncheck that, they would then be shown again on the live site, so we'll click save. And now if we search, we can see our new teacher has been added right here. So If we'd like we can add, we can click on them, this again will bring us back to their profile that we just created. We can upload a picture. You can drag-and-drop any photo. So if you have an individual who is tasked with uploading all of the staff directory photos, this is where we would do it. And then of course if you needed to come in and edit anything in the profile, again, you can just click edit profile, and it brings you back to that original page. So if we navigate to our live site and we come to our staff directory, we can search for our individual. And you can see they're not showing up right now because we haven't actually specified where they're going. But you can see here all of the individuals that have been added. Now when we come back, I can show you, now, how we would come in here if you needed to delete someone. Again, we would need to do that through the super admin because the super admin is the highest level of access. And so normally one individual will have that username and password for them to login. And as far as website administrators go, we often recommend having about a minimum of two, and a maximum of maybe five if you will. Depending on the number of people that you trust to edit the website, these are going to be the individuals who can edit just about anything. So you want to make sure that there's not too many cooks in the kitchen so things aren't getting updated too often by too many different people. So now let's go check out our staff directory. We have multiple options for the staff directory. So when we navigate here to site management and staff directory, we're going to, we're working on the main directory here. We have our directory options. You can rename the directory if you would like. So instead of it just being staff, you can name it staff directory, faculty. You can group the individuals by their user type, by what section, or if you choose none then they're just going to be in alphabetical order. When they're in alphabetical order, you can choose whether it is by first name or last name. No matter which grouping you choose, whether it's user type or section, the individuals within those sections will always be in alphabetical order. You can also choose what other information you'd like displayed in the staff directory here, and you also have the option of changing the layout. So you can see this is the one that we currently have selected, but if we wanted, we could choose this, we can click save here. And after we refresh, now you can see we have a different staff directory layout. If we come back here to site management, you'll see well, we need to tell the staff directory where it's going to go. In this case we have it living under about, but if we wanted we could add it to any different section here. So we're going to come to our site navigation. We're under about which is our first site navigation heading. And you can see we have our staff directory here. This staff directory is considered a feature page. So this is why we have feature page selected and we're using staff. We can also drag and drop if we wanted this to be in a different order. Always click save otherwise your changes will not be reflected on the live site. And we come back, you can refresh, and now you can see our staff directory is going to be the first item in our site navigation drop down. We're going to pop back over to our user management again. If you're new to Edlio and you don't have a whole bunch of individuals in your user management already, and you don't want to manually create each individual user. What you can do is you can request a CSV file from either tech support or your client success specialist and that CSV file, you'll fill out and you can send that back to us, and then we can a bulk upload for you. So we can add all of the users to user management. This will populate everyone under the basic users tab here. And then you will go in and click on each individual item and then designate, again, where they're supposed to be going, what access do they have, are they an administrator or are they a teacher, are they other staff? So that's what you would do here so that'll save you a little bit of time just by filling out that CSV. We're going to come back to this individual here and click edit profile. And again, we can also show that this person again, has edit access. And let's say this person is also a school administrator as well as a teacher. It's just as easy as that because teachers can change classes, they can work one semester and not another semester, so it's just a click of a button to update each individual. And we have our staff directory here under about. If we wanted to move our staff directory to a different section, we could do so by going back to our site navigation. Let's say we wanted the staff directory to be under an entirely different area, so let's say we're putting it here under academics, and we click save. You do a refresh a couple of times and now our staff directory is living under academics. So it's as easy as a click of a button and dragging and dropping to reorganize, and to set up your users, and your staff directory. I do like to recommend maybe every school year, every semester, to go ahead and come in to your user management and do a little bit of housekeeping because we know that individuals will transfer from school to school. People will retire, so just keep it nice and clean and make sure your staff directory is up-to-date each semester. It's always a good idea to login with your super admin account and then come in and go ahead and either disable, or lockout, or delete a user. If you have any other questions you can always reach out to anybody on the tech support team. You can reach out to your client success specialist, or you can always come to the Edlio help center here where you signed up for our user management webinar. If you come over to help articles and scroll all the way down, you will find some more tips and tricks here for user management, how to get started. We do offer Google single sign-on, Microsoft single sign-on. So that's another great way to populate all the individuals in your staff directory. Our tech support team is more than happy to help you get all that set up. And that's also a super easy way just to get everything populated all at one time. If you ever are having trouble or can't figure something out, you can also access the help center here from the admin, and then you can also submit a tech support case here by contacting the Edlio tech support team. This video is going to be available in the help center under past webinars shortly so if you'd like to rewatch, or to share, please feel free to do so. Otherwise I hope everyone has a wonderful afternoon, thanks so much!

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