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[Edlio Webinar] Managing Users and Staff Directory

Added Jul 27, 2020 •

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Enjoy this webinar about optimizing your staff directory. 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

hi everyone thanks for joining today's webinar my name is Cathy and I'm on the client success team today I'll be discussing the user management feature as well as the staff directory feature and show you how they tie in together I'm also here with my colleague Christine from our tech support team who's here to answer your questions so feel free to ask them in the chat box user management is where all of your users in the CMS can be found and you can edit and delete their information please note both features are available to web administrators on the homepage under about we have our staff directory these are all of the users in the user management feature that are displayed on your staff directory I'm going to log in and this is my dashboard and as always you can choose to use the modules displayed on the dashboard or the hamburger menu so let's navigate over to site management user management and for those of you who have been with us for a while your user management should look similar to this now if you're a new site and you have a lot of users but they haven't been imported into your CMS you may need some help importing them and your client success specialist can do a mass upload of all of the users for you so feel free to reach out to your client success specialist and they'll be able to send you a CSV template as you can see you do have a filter option here to filter out your users you have your section of website administrators they're listed at the top and they have higher level of access and listed at the very top is your super admin user this user has the highest level of access they are assigned the username admin they can remove add and edit profiles of other website administrators website administrators can edit the contents of the CMS add edit and remove users as well but the super admin has all the same privileges but can control the rights of the web admins we usually recommend having no more than 5 web administrators that way you don't have too many people updating a bunch of different things at the same time okay and then you have your general users list below them. These users have limited edit access they would have access to their personal Pages as well as their own user profile so let me show you how to add a user manually First we click on the button at the top create new user we're going to have to assign a username first name last name email these are the basic required fields so let me do that real quick you can also choose to hide the email address from the public so this information would typically show on the staff directory or your personal page additional information is also some fields that would show up on the staff directory or personal page such as your phone number address outside URL if applicable the next you want to designate a user type is this user a school administrator or other employee and as I've mentioned only the school I'm sorry only the super admin can create a new website administrator so let's say I'm creating a user who is a teacher I'm going to mark off the appropriate user type and below you can grant access to certain categories or sections of our Pages feature what you see listed here are the categories and sections that you've added in page management the general users don't have access to the category Pages unless they've been given permission by the web administrator and of course you can grant access to other features such as news events and other edlio features that normally general users would not have access to you can do this by marking off appropriate boxes under these features and if they are a section or category you would mark off where it says edit access also below we have password protected areas so these are pages that you have password protected and if you choose to grant the user access you can mark that off here you can also do this in the page management feature so under page management password protected areas either way they're both going to work so also as you see here under account options the administrator can disable or lockout a user disabling an account won't remove the user from the staff directory or any of the content that that user had posted in their personal page they won't be able to log in and make any edits so this is an option for any users that are on leave and maybe they'll be back locking out a user remove them from the staff directory as well as their personal Pages they won't be able to login but their data and personal pages won't be removed permanently but now if you're a super admin you can delete a user completely and with that all of their data and personal pages are permanently deleted so let's scroll back up in the areas where it says staff this is where users will show up in your staff directory as well as the department if that's listed on your website keep in mind that if you mark staff in two different sections for one user that user will show up twice in your staff directory if they're grouped by sections and I'll get to that in a moment I'm going to go ahead and mark off my user to appear under Fine Arts I grant this person access to edit the contents of the fine arts section of my pages feature let's go ahead and Save so I'm going to search for the user I created and there she is from here you can also add a photo just simply by clicking on the pencil icon select your photo these are the options where you can upload from or you can drag-and-drop from your browser you can crop your image save now if you click on edit profile it'll bring you back to the original page so let's bounce over to our staff directory on the homepage if we search for our user pops right up so let's go in do our staff directory feature this is found under site management staff directory so what we're working on right now is the main directory if we click on directory options you can edit the directory name so I'm going to rename this and that'll change the name up here So currently the staff is not grouped by user type or section you can choose to group them by either one and I'll show you what that looks like let's go ahead and group them by user you can also order them by either the first or last name of the user and below you can choose the information you wish to display on your staff directory you can also allow visitors to contact the user by contact form so instead of linking to the email address they'll be linked to form so for example if I click on email I'm directed to a contact form as opposed to my email account showing the user's email address also have layouts that you can choose from I'm going to use this layout save my changes and let's see what that looks like on the public site and as you can see the layout is changed and my users are now grouped by user type so let's go back into directory options and let's group them by sections and this is section created in page management save my changes so now my users are being displayed by section remember I added this user under the art section just scroll down a bit and see yep so under the fine arts section where I had marked her off under staff you can find it here and remember staff directory is an edlio feature so if you want to link it to your drop down menu we can do that in sight navigation so let's go into site management site navigation and this is where all of the areas of your drop down menu items are located so if I want to add that under academics click on new item and we're looking for a feature page you can select Staff feature save my changes under academics you'll see our staff directory here that'll take us to our staff directory so we always recommend that you update your user management each semester so that you have the most up-to-date information that way when you have new staff members or if anyone retires that information is updated on your website and you can always I'm go back the super admin can always update the website administrators reset passwords and if you have any issues or other questions regarding the user management system or just your staff directory in general please feel free to contact your client success specialist we're more than happy to help you get the set up for you if you don't know who your client success specialist is please email us at clientsuccess@edlio.com that concludes our webinar at for today we'll stick around for a couple more minutes to answer any additional questions that you may have and thanks again for joining have a wonderful weekend everyone stay safe

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[Edlio Webinar] Managing Users and Staff Directory

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