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[Edlio Webinar] Staff Directory Updates

Added Nov 18, 2020 •

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Learn all about the exciting new additions to staff directories in this short webinaanr! Our Edlio expert also shares tips about managing users and maintaining your staff directory.

Show Transcript

Hello everyone how are you? I hope that you can hear me okay if not please let me know and we want to welcome you to today's webinar. We're going to be talking about Staff Directory I'm Liliana Perez your Client Success Specialist for some of you and also I have with me one of our Tech Support team members and any questions that you may have along the way please as you've seen in the previous slides feel free to add them to the chat or in the specific Q&A section that we have prepared for you. So let's get started! Shall we? First these are the Topics that we're be covering, we're going to start by mentioning the key differences that we have between the Legacy Staff Directory which most of you are familiar with versus the new option that we have they we're calling that is Staff Blocks.  After that we're going to talk about a Directory Options where you can do some editing for both of them do a quick overview of the User Management feature (if you're interested in learning more about the specific topic please reference to the Help Center there is a section where all the webinar since this one are not only upload it on a regular basis so you want to go back and learn a little bit more aside from all the articles that we have there for you). It's material that is  always at your disposal. After that we're going to talk about and show you some examples of how Staff Blocks actually looks like a different ideas to get you started and from there we're going to backtrack our steps little bit to show you how you can create them on your own. And finally, we're going to see how after you created a Staff Block page then how you can add it to the Site Navigation as if it was your Staff Directory version that you're normally familiar with So these are the topics that we're going to be covering. Bare with me, we're going to talk a little about theory. I believe it it's important for you to to understand the difference that we were mentioning before. So when it comes to the Legacy Staff Directory most of you know that is a feature within the Admin Site and the Web Admin's are the ones who actually manage it. Another difference is that it's user-based basically you can only categorize your users by School Admins, Teachers and Other Employees no more categories can be added. Also, on the Directory Options you have different layouts to choose from. And, when it comes to showing the information your site you can group them by Type or Section. This is why the image is here because you are pretty much familiar with it right? This is how it looks one way or the other on your site. Now, let's talk about all the options that you have on the Staff Blocks. If you notice highlighted we have in bold the word "Pages" this is in a nutshell the biggest difference between both of them. Staff Directory is a Feature, while Staff Block is with in Pages. As you may know most of the content that you create is in the Pages Feature, that allows a lot of room to add any kind of formatting right? You can add titles, containers of different types, bolding, alignment, change the size of the fonts, the color of it, add pictures, etc. So that is why the Product team decided to embed the Staff Blocks within Pages to give you this room to created this Staff Blocks with a more variety as you need. This specific option is managed by Web Admin's, that doesn't mean that they can't give to non-admins the ability to manage Staff Blocks, and we'll see where you can do that on the User Management, but as we did with Staff Directory you add privileges to a specific profile and from there you can decide if they can only rearranged or if they could actually managed by that we mean add and delete or any other options with the users. All the information regarding the the settings is the same way as Staff Directory, is based on the Directory Options so if you want to control what information is displayed on your site let's say for example you want only show email and the name of the person or you actually wanted to see the email address those kind of things you can set it up on the Directory Options. Now within Staff Blocks one of the greatest advantages is that within a block you can change, add any number of users, and we'll see how you can cherry-pick from all the users that you have on the User Management section.  And you can rearrange them or add them as needed. Also the option to change the layout within the same page and we'll see how that looks, Also, it is possible to add as many Staff Blocks within a page, that gives you a lot of options if you want to display them in a main column or if you want to add them to the Side Panel. And there is a new enhancement it's called the Search Bar, for many of you most your sites or going to have the Staff Directory option activated, if you're interested to switch over to Staff Blocks please contact your Client Success Specialist or the Tech Support team and will be more than happy to help you move on to this new version. Another thing that it's important to mention is that the previous version of Staff Blocks when it came to the Search Bar many of you may know that the bar was always there you didn't have the option to remove it and depending on the sign that you choose for that specific page sometimes it may not have been need.  So in this case the enhancements, where you can choose if you actually want to add one which makes a lot more sense if you have a very lengthy display users versus if your showing only one member the search bar isn't needed. So we're going to see how you can add or remove the search bar. Before we hop onto the Admin site and the examples that we mentioned on the topics, let me mention that what they have in common the Staff Directory and the Staff Blocks. What they have in common is the Staff Directory Options and the User Management. When it comes specifically to the User Management you know that you can add users manually and for those schools that are are about to launch their site for the first time, you may need to do a mass import. This option is available for you I guess I need to reach out to your Client Success Specialist or Tech Support and we can provide you with a CSV template, once you followed the very specific order of the information that we require we can help with a mass import that will save you a lot of time. This is all the theory don't worry, we're done with it just to have in mind the key differences. Now, I'm going to go and switch over two one of our Edlio test site what you're looking right now is an inside page and it's a section regarding Remote Learning, as I scroll down you can see that we have Hero Layout also one of the new enhancements, a title, picture, text, resources collapsibles and on the right side you can see that we added users right? Department Managers, I'm going to show you different examples in this case is a square layout and you get add or rearrange them as needed this is an example of one of them. Now, let's say for example I'm going to click here and we're going to go to a very specific page that has to do with Math Club, again title, you can embed documents, but the difference here is that we only added one user is the Teacher which is in charge of his Math Club and how you can reach out to her. So these are kind of the things and the possibilities that you create with Staff Blocks. Now, let's say that you're interested in showing more team members you can see in this example a group that it is regarding a Remote Learning and we're looking at team that has to do with that specific area of the school. This is also a very good example of what a Staff Directory could look like and we'll see that as well, so in this case you can change the name, add any specific content that you want and as you can see you can change one of the greatest things that we've heard along the way is that you were really interested of being able to rename things. We heard schools feedback about they wanting to add members based on being part of the Library, part of the Cafeteria ,part of the IT team etc. So this gives you that space to create the titles as you need and organize the team memenbers as neded. As you can see the layout here is based on two columns versus the Content Specialists is a one column and you can go all the way and add as many as you need. Now that I've shown you a few examples of how Staff Blocks like we'll go we'll go on to the Admin Site and show you how you can actually create that one. As you remember and before we hop on to that, we mentioned the User Management and the Directory Options. If you go to the top left of your Hamburger Menu, go to Site Management and we'll go first to User Management, from here is where you can actually and this is the part where I mentioned that you could go on the Help Center and look for a more in depth webinar. But for the sake this webinar we're only going to mention that within here you can create your users manually or for example I'm going to click on my user profile, edit and from here you can see that if you go all the way at the bottom you're going to have the option where you find the Admin Access to Side Wide features here is the option Staff Block in pages this option will allow the non-admins to have the option to edit okay? So this where you can make those adjustments aside from editing the email, the title, the address any other information that you want to be displayed on your home page. So I'll cancel that one and we're going to go back to that main dashboard from here let me show you that you also have the option under the Hamburger Menu and you down here the Staff Directory option. This one on the right you have the Directory Options, from here either you're using the Staff Directory Legacy version or the Staff Block is you're going to see almost the same thing the only thing that you're going to see if you're using Staff Directory is the section here were going have the option to group by Section or by Type. That's the only difference, aside from that and here is where you can edit the title, if you want to display or not the email or only see "Send Email" link choose a layout etc. Now from here we're going to go back to the Main Dashboard and we're going to look for a specific page. From here we're going to look out and this is one of the ways that I normally really like look out for any given page because it's easier if you do not remember the full name just start typing and you'll see that this is the information that we're looking for so it's a quicker way find your way around pages. This is the information I was showing you and the examples, let's say on the Remote Page that in this case we want to eliminate Edward Yang, he's is no longer part of the team, so in this case once we have a content box you can select and just easily here is the option where you can rearrange from the 6 dots drag and drop, you can organize them or from here you can actually manage click on this link and just start typing the name hit enter and you'll be the different options that are beginning to show maybe we need more words here, this is Edward Yang if you deselect the option and hit safe you can see now that Edward Yang is no longer part of the team members that are part of this specific page, easily as that is how you can edit any given user. Now,  let me show you we're going to hit publish and we're going to go to the section that it had a lot more users So I can show you more in-depth how we can add the information. So you remember this page where we have the long list of users because remember this is Pages that were looking at very easily you can edit the title as you know that you can do maybe you want to put Staff Directory or put any given name that you need to in this case we're going to leave it as is. You can add information,  you already know this part where you can edit this are the options that we were talking before and if you want to add let's say for example we have our Coordinators our Content Specialists but we want to add Volunteers so from this button and the main section click on it and here's where you can see the Staff Block option, click on it and we're going to start adding members let's say for example. It it's a Staff Directory per se then maybe you do want to display everybody right so just click all select all and all the users that you see here are going to be added. An important thing to have in mind is that any given user that in this case "Bella Gonazalez" is disabled don't worry, it's showing here here but as you can see it has this icon that means that she's part of the User Management and it's disabled so it's not going to be showing on the users. So don't worry about it in case that by mistake you added it or if you're searching for the specific user you can rearrange them by first name or last name or let's say position right? Or as I did in the previous page I could start typing hit enter and I could easily find the person that I'm looking for see the options Carrasco, Cannon or Cathy McDonald etc. you understand my meaning. Now let's say for example, this is one of the great advantages because with a Staff Blocks you can literally cherry-pick the users that you're interested in so let's say for example we're going to add randomly the information that we're looking for let's see you if with those examples were good to go now that I've selected them I'm going to hit save. As you can see it's a pretty lengthy list here is where the flexibility of Staff Blocks comes in place click on the Block and from here you already know that you can add or remove users as needed and also from the gear botton that you have on your right you have the option to choose from the different layouts. Our recommendation is that if you're having a long list of users we recommended maybe a two to three column layout is best for you because that way your parents or community don't have to do an infinite scroll. Let's choose this one for the moment is going to be based in three columns, let's hit save. And as you can see you have two columns with a circular form, one column with circular form, and in this case is square based in three columns. Now you know what? We forgot to add a title. Don't worry! How would you do that? Just click on the adding button at a content block and here we're going to type Volunteers. As you know here is were you can edit the options in terms of coloring we're going to keep it consistent in terms of a we're going to keep it consistent with the other titles it was bold, centered, and we had a Header 2 if I'm not mistaken. Now you have your title from the six dots scroll to top and place it wherever you want. These gives you the sense that you're looking at the volunteers and all the members that are included in here We're going to hit Publish, also we we had the option to add on the Side Panel so in this case here is where also have the option to add Staff members let's say we just want to add one person which is been a part of the team we're going to add Yvonne Miller because she is in charge of the whole area we wanted to be more prominent to the eye, so in this case we're going to go back to the Gear button and we're going to choose this one which will look bigger. As same as we did on the main section you can add a Content box and add any given title let's say Director some other schools use Contact Information, Contact Us or Contact whatever is the need in this case let's put the same bold, let's change the color of it and we're good to go we're going to publish it. From here we're going to go back to the site always remember any time that you create any sort of changes hit refresh a couple of times to see that is populated. Now to see that we have here the Director Yvonne Miller, we have the Coordinators, the Content Specialists and the Volunteers but we do not want parents to be scrolling (imagine this is a longer list so we don't not want them to be scrolling) here is where the search bar comes in handy. Let's go back to the inside page and as you've already seen if we scroll down to the add button you have the option to add a Staff Search bar, let's click on it and from here basically you just need to drag and drop it makes sense for it to be placed let's say for example that if you're looking and you can decide if you want it all the way to the top right just drag and drop maybe because in this case only the section that has a lot more users is going to be here on the Volunteer lists let's see how does that work, let's publish go back to our site hit refresh and as you can see now we have the search bar so I'll let me see who did we add start typing hit enter this how quick and fast you can find additional user members that are part of this specific page. Let me reiterait that when you add a search bar it's only going to look into the users that are part of this page correct? Please have that in mind is not going to look for any other users that you may have in any other areas. Now that we know how to add users, how to rearrange them you as you've seen before you click on it and then you just drag and drop and rearrange them as needed and if you do not want the section anymore hit on the bin icon and you will remove all at once. Now that we have this information we're going on to how you can add it on Site Navigation, let's say for sake of time that you're actually working on your Staff Directory this big list of all the users and team members that you're going to be displaying on your site so let's say that this is the one that we're going to be using so from the top right button, go to Actions and Add to Site Navigation click on it and now let's decide where we want to add it having in mind that the example is to add it as a as in this case is going to be members that are part of the Admission section so we'll scroll more to the academics and here we go, here's the Admission team we're going to be is going to be under Admissions and this is the team pertinent to this section now that is there we're going to hit save and go back to the site to the homepage do a couple of refreshes to see that the changes are applied and we'll see that Admission Meet the team and there we go this is information that we just created. Now, let's say for example here's a great advantage of Staff Blocks as well beacuse I'm going to show you in About Us we have another Staff Block, I'm going to click on it Our team right? As you can see you can add as many Staff Block pages as you need they don't have to be the same and then this once the search bar is at the top you decided not to put something on the Side Panel this is what the flexibility that allows Staff Blocks. Now, let's say and this the last example that we're going to be showcasing what if we want to actually change this About Us page Our Team we want to update you with the one we just created. So for that we're going to go back to the Admin Site and within here you can decide if you want to delete it for the sake of example only the name Our Team and here you can see that it selected the option Section / Page and it's pulling information from Our Team page what we're going to do is we're going to edit and instead of using Our Team we're going to look out for the Remote section that we had in this is the page that we've been working Meet the Team so it's going to be called to same, however the information that is going to be pulling it's a different page within our Pages feature so let's hit Save once again do a hard refresh to see that the information is there go back to the top another refresh just to be sure that we yes we did save it save it here we have the confirmation, do a refresh again Our Team, here we go! You see this is the page that we created before and it's different to the one that we had this option is great if you already have a most of the schools under About have Staff Directory Legacy version so how do you know like to understand what kind of feature you're using right? So if you go on to your Site Navigation menu and you see for example when you click on to Staff Directory and you see Feature / Page it's pulling the Staff Directory that's the Legacy version another hint is that if you go on to Pages for example of go back again on to Pages and when you want to add it giving page if you do not see if you do not see once you click on the add button this Staff option or also the search bar that we had that tells you that you're not using the Staff Block feature.  As we've mentioned if you want to switch over it takes a couple of minutes actually for us to help you out with that please reach out to our Tech Support team or your Client Success Specialist and for that remember that you always have here not only to Help Center but also the Contact Edlio Support. I hope this webinar has been useful for you if you have any further questions please reach out to us, we're going to stay here for a couple of minutes if you have any further questions and if we don't have time to answer your questions at this moment we'll reach out and make sure you have your answer. Thank you very much for your time I'm going to mute myself and wait here for a couple of minutes thank you have a great day!

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