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[Edlio Webinar] 2020 Wrap Up: User Management and Staff Directory

Added May 28, 2020 •

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In this recorded webinar, we discuss how to optimize your staff directory in time for the 2020/2021 school year. Our Edlio expert shares tips about managing users and maintaining your staff directory, including: - Manually managing your staff directory - Single sign-on options - What you need to know about LDAP - How to use CSV files in your directory

Show Transcript

Good morning or good afternoon! Wherever you are finding yourself today, my name is Misty Rosenberg and I'm a client success specialist it at Edlio. And we have a technical support agent Mateus who is with us on the chat and available for questions throughout today's webinar. Our webinar today will be 2020 wrap up: user management and staff directory, and I will tell you just a little bit about what we will be going over today. Just a few housekeeping tips at the beginning. If you have any questions throughout the webinar please click or tap on the Q&A panel and we will be collecting these questions and trying to answer them as we go, if not we will follow up by email. And we are Edlio, our mission is to make the lives of educators easier and I will specifically be showing you as web admins, how to manage your staff directory and your users today. Today we will be talking about the first bullet points directory. The second is SSO single sign-in options, available on your content management system. The third is what you need to know about LDAP and the final point is how to use CSV's for bulk upload of users in your directory. So now we will hop over to the CMS to get started. So as you can see as we are going through the presentation today if there's any point where you would like to read further information about a certain point, feel free to jump over to our at Edlio Help Center, help.edlio.com and just to show you on this help center. For example if you would like to learn more about ldap. You could type ldap in the bottom, click enter and these are step by step articles or troubleshooting articles that will help you and you can scroll down to find the perfect one just for you. There's some previously recorded webinars as well. So as we look at our dashboard on the admin site, the place where we will start today is by going to the hamburger menu and scrolling down to. I apologize. Okay let's try this again, I apologize for that. So now as you can see I will show you just really quickly one more time our help.edlio.com page. I apologize that I believed my screen was being shared but it was not. So if you can see, if you have a question for example about how to upload a CSV template you can simply type that in search and click enter click the button. And this will give you all of the articles and previously recorded webinars regarding CSV templates and adding users. So for now let's go back to our dashboard for admin site. So if you click on the hamburger menu, we're going to go straight to staff directory. So if you click on site management , over to staff directory this is the place for all of your staff members are listed for students and parents be able to access. So this is how you can manage it and the place where your visitors will access this is up to you. Under our drop down menu, we have it under "about". So we'll click on staff directory, so you can get a glimpse of this. So this is how some of these teachers future students can access teacher pages this way. This is a way for you to organize and group your staff together. So we'll go over that just a little bit. So now this shows you all of the directories that you might have, of course you'll have the default main directory and these are directories that are being pulled or you can create yourself. So this is very important for helping families feel comfortable about the upcoming year. As you wrap up 2020 start thinking about which staff users are leaving or changing positions may be internally. This could be an end-of-the-year required checklist item where your staff needs to update the next year's profile. So that you as the web admin, are not left doing this during the summer trying to contact your teachers then. Another scenario might be where you have for example, I'll show you an example hear a teacher right here his name is too cool for school who's leaving and we would like to delete him from our staff directory. So I'm going to show you how to do that. We go back to our hamburger menu just for you if you're starting from scratch, site management and user management. And we're going to scroll down to this user and click on his name, and here you can see this profile and everything that he has been given access to. So we can either, you have a couple options here. You could either delete the user all together. Another option if you click edit profile, is that you could scroll all the way down to the bottom and maybe this teacher is only going for one year, maybe there's a teacher going on maternity leave? You could disable the user's account. You could also lockout a user, for example you don't want your a particular user to have access to summer, or for another specific reason and once you click save that user will be deleted. So let's go ahead and we're just going to delete this user and it gives you another option to to make sure this the best decision and now we'll go back to our lives site. And refresh a couple times. So now we see he's been deleted from our staff directory. So that's something that helps your community to know if they can trust in the information that's on your site. So now let's see the other directories that you might have. So we're going back again to site management, staff directory and let's talk about why you might have another directory listed here. Let's go over to directory options and just helps you to see exactly how you can group your staff. You have a couple of options here. You can organize your staff directory using- you can group them by "none". Which is how we have ours grouped, which automatically places your users in alphabetical order. The second option by user type, is a way to put them into these categories: other school administrators or teachers. These are the three ways to group users by user type other school administrators and teachers. And the way you can assign a user into a category is under user management I will show you in just a moment. The third way that you can group staff is by section. And this pulls from the sections that they've been, that each user has been assigned into in pages. Which I will show you in just a moment. So as you look down for all directories, this allows you to order them by first or last name it's up to you what's your preference. And finally you get to decide which information will show on your staff directory. This is very important because some schools do not want their email address to show which is something that you can choose over here. You can display their email by clicking this box or this button, or you could display send email link which automatically sends that visitor to a form where they will contact the teacher through a form. Instead of having access to their email address. Also this tells you, to select the info that you want to display for each of your staff members. So the title, the first and last name position. Some schools do not want a profile photo visible, obviously a lot of this information will not be listed. The final part of staff directory is that you get to choose a layout. And this layout is absolutely your preference so play around with the one that you like the most. Once you select it and you click changes it will change the way that your staff directory is visible. So for now I just want to show you a little bit about how you can assign a staff member, in a specific user type. So we will go back to site management, under the hamburger menu and up to user management. And now I do have, for example I have one teacher who when I click on her name I can see that is a part of the Fine Arts. If you can see right here at the academic departments Fine Arts. She's a part of the fine arts department because I have assigned this to her in her profile and therefore under the Fine Arts page she will be included as a staff member. So I want to show you just how to do that very quickly. So let's go back to our users, because we have a new teacher who will be added to the Fine Arts Department next year. So we're going to click on her name and we're going to edit profile. As we scroll down we can see the section right here academic departments Fine Arts, and I will be clicking the box next to staff which means she'll be included in the staff section under Fine Arts. If you choose to organize them by user type she would be included in the section here. So we're going to click save and now as we go to our pages, and again your pages are your internal organization. This is your way of organizing your material before you have added it to your site navigation very important to understand that. So let's search pages to see our Fine Arts. If you don't see it below you can type it simply type it in there and we're going to click on the Fine Arts landing page and staff. And as you can see because I selected this user to be included in the fine arts department she will now be showing under the page for fine arts. You could also do this by adding a user, which takes you directly to user management. So we have a couple different ways you can do that. So please feel free to ask any questions in the live chat that you might have about the staff directory, for now let's move on to talking about single sign-in options. As we are wrapping up the year and thinking about what's to come. This is a way to simplify things to make things more secure for your District or your school. And SSO- single sign-on is one way to do that. It allows you to use either Microsoft SSO, which you can use your Office 365 to access Microsoft SSO or Google SSO. So why SSO? Simplicity, this reduces the number of passwords and number of places where users managed which simplifies everything for your users and yourself. Also security, Google's security is rock solid. They have two factor authentication which provides an extra layer of security, which not to mention the password reset and intrusion detection system that are very easy understandable for your users to be able to access. How do you get setup with Google SSO or Microsoft SSO? On our Help Center we do have some step-by-step instructions, so if you go to the help center you could just enter in the search SSO and it can give you step-by-step or you can contact tech support or your client success specialist to get started. So lot's of articles that can give you some tips, some  step by steps and just a few important notes as we wrap up this year. In the process of getting set up it will ask you to connect your existing Edlio account with the Google account if you're doing Google SSO. It is recommended that you do not enter the super admin account because in doing so you will only be linking your Google account to the super admin account which would limit another user. If you have any questions about that please, please feel free to ask. Edlio support will walk alongside you and this process of setting this up. It's a very important thing with possible remote learning coming up in the fall to have enhanced security. So as we move on to the next one we're going to talk about user management which we just looked at a tiny bit. Your edlio content management system allows you to manage what each user has access to. As you can see here your website adminstratiors have access to a greater deal than your users or a user would have a minimized dashboard with less options. So please as you wrap up your year consider any point person that might be changing in the coming year a teacher that will now be over the yearbook maybe changing hands, so the previous person needs to have permissions removed and the new person permissions given. So again that's done by clicking the user and going to edit profile and that will show you everything that this user is already given access to. And please also keep your client success specialist in the loop, about new users that might be also points of contact. For example website administrators, account managers. So that we can make sure that we are communicating with with the best person possible. So the next step that we will be looking at is L.D.A.P. LDAP it stands for lightweight directory access protocol and this is a way to access your directory. So I am going to go again to user management. A lot of schools already have something called active directory setup to manage their users access to the Edlio site. Why LDAP? Why is this helpful? Why is this important, because some of you may already manage your users this way. Your users will not have to remember another username or password because it's the same one that they're already familiar with and this again if you're wrapping up the year make sure that if you are a current l user that you make a note to communicate with support anytime you make a big change to your user groups. There a lot of moving parts to ldap you might be reorganizing your users or changing the IP address of a server. Which means you could possibly revoke access for all of your users, so it's very important to keep support in the loop about anything that you might be doing to affect your ldap. And if you have any with setting up LDAP, please contact your Client Success Specialist or Edlio Support. And as we are wrapping up to our last section- CSV template. CSV stands for Comma separated values and this is a way to bulk upload users to your content management system otherwise you or your web admin might be manually entering users information. Going in to create a new user and going through all of these details by yourself manually one by one. So a CSV template. I will show you a picture of one a template is given to you by your client success specialist and you have basically a spreadsheet, it's a plain text version of a spreadsheet. Where you would enter or copy and paste usernames, first name, last name and email. These four columns are very very important to successfully upload a CSV template. These are the minimum amount of user information needed to create your users. So if you're interested in this process you can contact your Client Success Specialist he or she will send you the template and then when you return the template properly completed this will be submitted in to your user management section where all of your users will be seen and can be accessed. Once you submitted the CSV and it was uploaded, you would see a big increase in your number of users and at that point you could go in and edit their profiles, the bulk upload, the largest amount of work would be done for you. So as we wrap up today if you can think of any other ways that Edlio Support or your Client Success Specialist might be able to help you to finish the year the best way possible please get in touch with us. You can contact your Client Success Specialist. You can call the Edlio Help Tech Support main line, that you can see at the very bottom of the screen or customer support. To be able to get in touch with us and if there any questions that you have please enter them into the chat. At this point so that we can make sure to answer any questions that we can. Thank you so much for choosing at Edlio! Thank you for your time and participating with us! And hopefully you can leave this webinar with some new Tools in your toolbox to help you wrap up 2020. Thank you so much and have a wonderful rest of the day bye-bye.

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