Videos

[Edlio Webinar] Password Protected Areas

Added Feb 25, 2021 •

Copy this URL:
Embed code:	<iframe class="edlio-embed-player" type="text/html" width="640" height="360" src="//help.edlio.com/apps/embed/?v=310673" frameborder="0" allowfullscreen></iframe> Change dimensions

Enjoy this short webinar all about password-protected areas! Our Edlio expert shows you how to restrict access to certain areas of your website, including how to add protected areas and manage user access.

Show Transcript

Hello everyone welcome to today's webinar we're going to be talking about password protected areas if you have any questions please put them on the chat and it will get to them as soon as possible. We have a few things to cover so let's get started We're going to talk about what is password protected area (PPA in short) sharing a few best practices when your creating areas like this and the steps 1,2,3 on how to create them When it comes to password protected areas look at it like this you're going to take information from your Edlio site, you're going to be creating an area within it from which you're going to be choosing what type of information that you previously have you want to put in that specific area and from there you're going to share it to a specific list of Edlio users that will have access to it based on a password that you're going to assigning to them so this is pretty much how protected areas work and basically it's important for you to understand a few things and that's why the best practices can really come handy First and for most is preferable if you use it for staff members think about in terms of scalability and security purposes you can also share it with parents absolutely but here is scalability comes into play so have that in mind if it's going to be available for you to have and create so many passwords The second best practice use secure passwords like LastPass it would be a recommendation you could also use our single sign-on which it could be  with Google or Microsoft this will definitely be a lot easier for your staff members to use this directly using they're same login. Third best practice if you share information with a specific group and they're going to be sharing that access we highly recommend that you use a school email address that way you will always have control over it and also if needed you can reste the password as well instead of you delegated your personal email to someone that for any given reason it's not available is not in the school or what not so it's recommended that you always link it to a school email address. Number four reset the password every time keep user management clean and organized. As I say DLD which means disable, lock out and delete you will find in our help center a very specific section where you can not only reserve a space for a webinar like this one but you can also go back and see previous recordings there is one about user management and we go into more indepth information about this three different types of how you can clean and organize your user management and does these three options mean so I invite you visit it and learn more about that. Number five show users how to log out is very important from the security purposes that you always yourself as a Web Admin or your staff members or your parents teach them how to logout of their session Number six have in mind it's the internet I can't stress that word enough ergo PDF's are accessible through searching engines they're not even if it's not encrypted information that in mind so you can definitely share PDF's just remember if someone outside your school Google's it and search for it they're going to find it That's why all the content and information you put in a PPA come from the Admin Site let's say for example our pages feature Number seven don't upload staff and student personal information nothing that it would be sensitive you know like Social Security Numbers that could definetly be sensiteve so please have in mind here is not the place for it your creating an area that only specific users will have access to but is not entirely secure in terms of the internet have that in mind when you're creating a password protected area. Now that we covered the Best Practices we're going to review the Steps First and for most the content decide or create the content it can be managed on pages, forms, calendars when it comes to calendars have in mind that a password protected area when it comes to Calendars the news categories won't be displayed on your school site you can cherry pick from the information that you already have on your Admin Site. Once you decide what is the Content then stop number two is going to the password protected area feature and from there click on "New Area" Always step number 3 have it in mind but every time I miss this one which is Add a Title remember step three think about the pencil look for the pencil put a title in there and you're good to go if you forget this you still can't create the password protected area what is going to happen is that you're going to be ending up with a lot of "New Area's" instead of specific titles so it's going to be tiresom to go back and rename them again consider step number three very important put a title to it. Number four Add information that's why step one is important now step four is cherry picking what pages, what features you're going to put it within this area that I mentioned in the first slide Step number five Add users everybody that you want to share information to that specific PPA area it will need to be part of your user management Now with this clarity in mind will go to our Admin Site so I can show you how you can do it let me show you I'm going to be toggle in between our Edlio College Prep test site and the Admin Site I want to show you how it looks that let's say for example on the top right I have a Covid-19 section from there I have a project management training when I click on it this is how your uses are going to see the information in this case for example I already have my credentials I'm just going to sign in and it's easy as that. This is how it works for the end user Let me go back and show you in this case for the sake of time I already created an example for you in this case we're going to create board information password protected area so in this case we're going to go to about board from here I already created Board Members for 2021 who's the vice president, president, secretary members, etc. I've also added a Calendar when the minute is going to be published, monthly sessions, voting, etc. I've also added the Board Minutes I added a few PDF's and who is the person in charge of handling all the borde minutes Remember the Best Practice all the information I put here is not sensitive it can be seen and we're good. I've also added a Board Gathering, this is a form so we're going to have an event for all the board members and I want them to sing up and we're going have on April 13th I need quick information from them so I can register them. This information is available to anyone who is logging into our site. Now, let's go to the Admin site where do we find password protected areas go to the hamburger menu from the top left scroll down to Page Management and Password Protected Areas Here is the other area that I showed you before of project management training information this is already here so you're going to have a list of all the different password protected areas you create click on New Area We're going to add Pages Oh! And you see? I forgot step number three Title! That's why is so important click on the pencil let's put Board Information Now that we have our Title we're going to add pages and features in this case you can put the URL directly here you can select any of your inside pages and we're going to get back here in a few seconds choose any of those pages you can also password protect personal pages scroll down until you see the one that you want let's say for example Staff Directory, facilitates, whatever of the features that we have you can password protect them as well. For this example in the beginning we're going to use I know that the minute of the board is on miscellaneous but I'm going to scroll down to Board Documents this is what I previously showed you on our Home Page from here I just want you to select Board Minutes and Board Gathering these two pages I only want them to be displayed for specific users I'm going to click on Add now that we have what is information that we're going protect we're going to select who has access and choose what the users in this case myself let's add a few more names here this is if you're adding one by one because you have a clear list on your head click on add or perhaps you want bulk actions you want to add all you staff versus you want to add all users you can also example it's important to have the difference between them of course you can remove them all at once. For our example we're we're going to leave it with three users for the moment and we're going to click Save go to the Home Page and see what does it look like do a few refreshes to be sure all the changes are set go to About Board and we see members Calendars Board Minutes do more refreshes let me check back again calendar let's go to the board Gathering let me check what would be the reason I need to do give me a second please we're going to cancel this and this is when you want to delete you can click here if you're sure that you want to delete it of course and once you're done let's create the area and is now for example we're going to protect everything that you saw in that specific section let's go to board documents and instead of just cherry picking a few pages I'm going to click on the Title and you can see here that all the sections and the rest of the pages are automatically selected click on Add choose the users manually remember that you always have the bulk options add one more Add them here save now let's go back where homepage do a couple of hard refreshes about board let me try to open it in an incognito window let's see if that helps the changes to cash a little bit faster board and there we go! It's just not catching properly we're going to click on our user sign and this is how all the information that you saw before it's already password protected where is that you log out? top right it says look out here is where everybody should just be clicking they'll be logged out of the session the confirmation is there we're going to go back to the board information it looks let me show you instead of my regular credentials I'm just randomly here the user I'm going to change the password and of course is not going to allow me to log in go back to the apartment site let's say for example that we're going to do it again just so I can show you the example where you can just add pages to it and the pages on this case we said that it was supposed to be miscellaneous it's going to be and this is in case the example that's why it's so important for you to just at the title properly don't end up with a lot of you "New Areas" Add a Title Add Pages Board Documents let's choose these two pages who is going to have access to it hit save go to our other page do a few hard refreshes go to about Board lets' open a new page as well there you go is where you can see that I clicked on the board minutes let me go back and show you the board members are going to come back to the calendars when they click on this two pages that we put on that specific password protected area I don't put my user I won't have access let me show you with board gathering happens the same their going to request your user name click here and that's the form that we previously log out every time just to be sure that you've succesfully logged out of the session you can see it's pretty straightforward remember always information that you have on your Admin Site you're going to create a specific area from which you're going to cherry-pick from the information that you have on your Admin Site choose what users are you wanting them to have access and that's pretty much when it comes to the recommendations always have them in mind I can't stress that enough use secure passwords remember it's the web that we're talking about so don't put any sensitive information and think about scalability when it comes to creating users and sharing information aside from that  you're more than ready to use password protected areas thank you very much for your time and I hope this information was useful for you

28:22 [Edlio Webinar] Teacher Pages Featured
Join Edlio for a 30-minute webinar about Teacher Pages. We cover how to create and update Pages, best practices for sharing content, and everything else you need to know to use your Pages to effectively reach parents and students.
Uploaded Mar 20, 2020
30:05 [Edlio Webinar] Teacher Pages Refresher Featured
Join Edlio to learn the ins and outs of the Edlio CMS! You'll leave with actionable steps your school or district can take today to update your website, better engage with parents, and more. Bring your questions for a Q&A session at the end!
Uploaded Jan 24, 2020
27:58 [Edlio Webinar] Teacher Pages for the New School Year Featured
In this 30-minute webinar about Teacher Pages we cover how to create Pages, best practices for sharing content, and everything else you need to know to use your Pages to communicate with parents and students for this upcoming school year, whether classes are held in-person or virtually.
Uploaded Jul 23, 2020. Also listed in Back-to-School
19:29 The Beginner's Guide to Building Pages [Edlio Webinar] Featured
Are you new to Edlio? Or do you want to learn how to improve your skills building Pages? This webinar is for you! In this beginner-friendly session, you'll learn how to:

- Create and update Pages
- Share content effectively
- Organize your Page Management based on your needs

We'll also cover best practices for building Pages that are both informative and engaging.
Uploaded Jun 02, 2023
30:03 [Edlio Webinar] Overview for Administrators Featured
In this Edlio, we highlight how administrators can best use their school or district’s Edlio Website. We share website tips that are easy to implement and can have a big impact on your school or district’s communication with parents and students.
Uploaded Mar 25, 2020

Videos

[Edlio Webinar] Password Protected Areas

More videos in My Edlio Webinars