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[Edlio Webinar] Updates for the Admin

Added Apr 13, 2021 •

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Check out this webinar geared toward your school or district’s Web Administrator covering best practices for user management, and new security measures that keep you safe. Our Edlio Expert shows you how Edlio is making it easier for you to implement these security measures and support the users on your site(s).

Show Transcript

Good morning, good afternoon my name is Misty Rosenberg and I will be leading our live webinar discussion today. Thank you so much for joining us I'm very excited to be able to share with you some updates for the web admins specifically, so if you are on this webinar then be ready to have some takeaways to assist you with doing your web admin job more effectively. So my name is Misty Rosenberg I am a Client Success Specialist with Edlio and joining us today is Sergio Flores who will be in the chat and we'll talk about that in a second answering any questions that may arise as you're participating in this webinar in real time so don't wait till later but ask these questions now so the recording for this webinar will be up in one to two days and as your participating please think of someone on your staff a colleague, perhaps your lead webmaster who might benefit from this recording and make sure that you can send that to them so the best way to do that let me slide over our Help Center when you go to our Help Center you can click on this brownish section here click here to watch and right here is where the most current videos will be showing so in about one to two days this webinar will be showing here on this videos page. So continuing on so your questions matter to us so as I mentioned please be sure to place them in the Q&A panel and we will collect these questions and try to answer as many as we can throughout the webinar if if necessary we might follow up with you later. Who we are at Edlio we're passionate about accellerating trust in K through 12 public, private, and charter schools. So what that means specifically for this topic today our goal is to help you master your online presence and the key to being able to mastering that presence is to have it is having a secure site. So our goal today is to make sure that you as the web admins of your site have all the tools that you need to serve your staff so this is further proof that your trust is the most important thing to us we want to make sure that our everything that we're giving you is understandable and making your job easier. Our Security Experts are analyzing every threat that comes into our system and they're implementing the most current strategies so everything that we're offering you today is updates to make sure that we are keeping our site as secure as possible So this is happening all behind the scenes from day-to-day to make sure that everything's in place. Our experts are researching running tests and the goal is to make sure that our websites are completely uncrackable Today's webinar will include on the first thing we'll talk about is user management best practices for facilitating the areas in which those users are allowed so you as the web admin you get to set the guidelines for each person in your user management system and the second part we'll talk about the new security measures that have been put into place that protect those that you're supporting in the communities that you serve. We'll talk about multisite management so some sites that are called a DWS, a district-wide solution, there is the possibility of a drop down menu in the top left corner that will enable you to manage multiple sites at the same time and finally we will do real life practice I always like to walk through things together creating, disabling users, grating privileges, and adding users in bulk so we'll practice that. And just to let you know at the end of this webinar we will return to a slide that will have links from everything that we talked about today so don't feel like you have to be jotting those down as we go we'll return to that slide and get you I'm time to be there. As we're starting and I always suggest for you to follow along on your admin site just too sometimes you can actually even do the things in real time that we're practicing here together so we will head to our admin site and this is a demo site that were using just for the webinar today so starting with user management so it when you go to your hamburger menu right here you're going to scroll down to site management and over to user management so when we click here user management is the place where you can manage what each person has access to so whenever you first set up your site you add users you can add some of you might have added them through something like LDAP or Google SSO you might have given your CSS a template type of spreadsheet that had all of your users for each of your school's regardless this is the place where your users will show up this is where you can manage them obviously the name user management these are some things you can do here you can limit someone's focus so for example if you have someone that is a web admin that's perhaps not utilizing everything on the site you can actually go in and change their user privileges. We'll practice that today. Some reasons why you might want to grant privileges to someone ownership and ability this make sure that a person has no confusion about what responsibilities that person might have so limiting those privileges is actually a very helpful to tool and we'll talk about the security aspect of that in a moment, we'll talk about what a web admin is specifically, and different user types that exist in user management so first let's look at some best practices for user accounts I apologize, this is the link. So best practices for passwords, we'll get to that in just a moment, there's different types of users on your site. There are regular user accounts and the place where those are populated here is where you see "Users" so anybody below this line right here they have a limited view of access on their site. Web administrators these are people who manage the entire website and have unlimited access to every area on the site and when you look at the the web admins hamburger menu it's much more extensive than that of the regular user. Finally the super admin is something that you might hear us talk about. The super admin is a very unique account some of you might have this name differently some people might have changed "please" or something for example edlio prep HS "ephs super" or for example "super-admin" whatever you have chosen to name that we'll talk about that in just a moment but this this account the purpose for it is only managing other web admins so we don't ever recommend staying in this account for all of your work anytime you're going to be managing other web admins for example you have a new principal that would like to have full access you have a new board member that requested full access then you would login as the super admin and create or delete other web administrators but most of the time we recommend that you stay in in the account that is named specifically for you that that is your account so let's go back over to user management and so one thing that we want to talk about today is the new password requirements specifically for our Edlio accounts and it's really important for you to know these so some helpful tips to consider we always recommend longer passwords I will click this link at the end as well contain a variety of letters numbers characters We never recommend using something such as your name, your middle name, something that a person can access easily and quickly to get into your site, avoiding the commonly used passwords, and whenever you update this create a completely unique password because you never know when someone has has somehow gotten access to your password. So if you ever are logging in and you're being encouraged to reset your password it will give you the exact requirements here and a check mark that shows when you have attained what what you're to be placing there for your password so one recommendation we at Edlio would like to give us something called LastPass. It's a website where you can generate a password that would be totally secure and you could write it down or store this password not something that you share via e-mail with with anyone on your team only if completely necessary. A quick side note before we head back into the admin updates some of our accounts that should be receiving an email communication from Edlio about what's called two-factor authentication so I just want to tell you really quickly what this is it's another Standard Security measure that requires two pieces of information in order to log into your site so what that means you know what it inevitably does is it make sure website much more secure however if you have something if you have GoogleSSO or Office 365 you would not be asked or required to setup two-factor authentication because you already have that extra layer of security setup so we'll be rolling that out in the coming weeks for accounts that don't have Google SSO or who have a standard authentication process. If you're interested in, or if you have any questions about that, your Client Success Specialist is always ready to assist you with that and also we always encourage setting up Google SSO or 365 because you can never have too much security during this time and it simplifies the login process for every person involved, so any questions about that, reach out to your Client Success Specialist. Let's hop back over to our admin site and when we look at our backend user management here as a web admin and you have a pretty pretty big job with a lot of responsibility and something important to maybe set a reminder about and make sure that you are adding into your task regularly is doing an audit and what I mean by that is looking through your list of users and asking yourself some questions I'm going to ask you a few questions today just to kind of get the ball rolling so you kind of see where we're coming from here so that the audit of the necessary audit that you can do here it protects your site and it makes sure that you're not leaving a door wide open for someone what we call a malicious actor, somebody who comes in pretending to be someone on your site and they can actually do significant damage to your site and to your communities trust in you. So what are these people doing these people on your site doing when they login that's a good question to ask if is that person you can see kind of when their last login was you can go into this person's Pages even when you click on their profile and see the things they're doing is it really necessary for that person to have full access which opens the door to more people I'm getting into your site or could you possibly limit them to a few areas and keep your site more secure. Another question to ask yourself are there any users on your site that are no longer with your school do you have perhaps retired teachers, disabled users that will never be coming back to your campus, can those people be deleted from your user management which would inevitably make your user management process much simpler also you can temporarily lock someone out while you are investigating so if you see some users on your site and you're not exactly sure who they are or for example if the email address listed on their profile is not a school email address it's always a good idea to check and see if this person why is this person not isn't there school email address because that also leaves leaves a chance for security a breach in the mix there. Another question how many to ask yourself how many web admins do you have on your site be the higher number of web admins the riskier it is on your site for someone to gain access. So we recommend anywhere from 3 to 4 to 5 web admins other than that it's really good to kind of give people more limited user access. Is there anyone on your staff that you know that are not using safe practices online maybe this person is sharing a computer, using a computer in a computer lab with a lot of students, or off-campus in a place where they're not being monitored so this is it's just a great time in our world today to discuss with your staff some some kind of ground rules to ensure that your sites are only being used for the purposes of reaching out to your community. And remember that the super admin account is the only one that's able to grant or remove website admin privileges so we recommend having a meeting with your team and coming up with a plan for that super admin account will you create an email address through your school called something like "high school super" or "webmaster" and make sure that only one or two of you know the credentials. Will you share that password verbally and not via email so that you're not weakening your security at all. So those are some good questions to ask to really insure that you're keeping your site safe. The next thing we want to talk about here is multi-site management and maybe you've heard this term before. What multisite management means is if you are on a district-wide solution and for example if you have four sites under your account you have an elementary school and middle school and high school and your district site. With multi-site management what that means is you do not need to go in and login each time you completely bypass the login screen whenever you sign up for multi-site management so I just want to show you a little bit about this and your Client Success Specialist can help you walk through the setup for this but I'd like to show you what the screen would look like so instead of having to enter a completely different URL for multi-site management you can just whenever this is set up you have a little drop down menu and you would just select the other site that you'd like to hop onto so really drastically will simplify your job without having to login so many times so you can walk through that process on your own there's another website here that I'll put in at the end that will help you connect the websites to show you what the screen will look like for example here where you connect the relevant sites to the site that you're wanting to use so as we are kind of nearing the last 10-15 minutes of our webinar here thank you so much for hanging in there with us, just hang in just a little bit longer for us to try some kind of live set up today. So we'll look at this at some user profiles and talk about the best practices for those. So let's go back over to our admin site so here we have one of our users is Nancy Gonzalez I'm going to click on her profile and the first screen here if you'd like to add a profile photo for her you can just click the pencil here use the web admin you have the ability to change her password so if she is having a difficult time logging in if for some reason she forgot her password and she doesn't receive the password reset link that's been sent to her you can change that password for her it's a good way to kind of increase communication between you and your team so far this one looks click on edit profile you as the web admin she's your administrative assistant and you would like to give her specific access to the site maybe you would like to create give her web administer privileges you would just click on that box right there which would give her a complete access to your site so everything it would be a completely unlimited access to the site you can also look down and stay and page management I would like to give Miss Gonzales all has access to editing our contact page and our parents page that's in the miscellaneous category in our page management maybe you would like to include her in the staff directory for the parent team or you have some other privileges down below so maybe you'd like Miss Gonzalez to be the person who would send out your news items each day you would like for her to have access to these categories you can click there same with the calendar if you clicked on calendar she would be able to integrate a Google calendar or simply use the manual calendar on the Edlio platform there's some other features here below I've seen districts and schools provide access to facilities when ever there's someone managing the reservation of the facilities or creation of food menus the shuffle is also a good part for your support staff to be assisting with especially if there's but even on the yearbook committee or journalism team that you know has the most up-to-date photos you could just click that box and give them only access to the shuffle without giving them access to the whole site same with Spotlight messages the spotlight message is the section on your homepage where for example you can have a principal's message or a your mission and vision statement a lot of schools now we're seeing them use these for recruiting where you can even feature a student or do a student of the month or teacher of the month that kind of shows your community a little bit more of a glimpse into your school so site navigation that is you would have really be careful with this one because when you give someone access to site navigation you're giving them access to your drop down menus on your homepage so that that person can now edit delete or add new items under your drop down menu see want to make sure that if you give this access to someone that they are you know trained in how to use that navigation and making sure that they communicate with you social media manager this is great because that person can automatically push a news item to your social media platforms with just the click of a button, very fast As soon as you decide what you'd like to give that person access to you would click save and when we return to that person's profile and when Nancy logs in, her hamburger menu and dashboard would look much different now she would show her news and alerts she would show the spotlight messages so you've just increased her access there so I'm trying to think of one more something really important with your your account profile that we recommend is making sure but you hide the email address. One way that either malicious actors or people that are looking to do harm on your website one way that they do that is by scanning your sites for email addresses to use because a lot of people will use an email address for a username so there's a couple ways you can do that that we've tried to make that really easy for you to do when you click on into someone's profile you can check this box under email hide this email from the public and so then you can click save that's one way to do it another way is if you go to your hamburger menu and scroll down to site management and over to staff directory staff directory manages the people that show up on you know your users show up on a staff directory page here so for example we have only two staff members on the site but they show up on a staff page so instead of having Nancy's email address showing we have a form that you click into instead of having access to her email address the person is just given a form to complete so that's that's a great way a third way here if you click on directory options here you have it says here select the info that you want to display for each of your staff member so this is kind of the default for any person that you add from this point on they would only be showing the items you have checked so for example of you unclick email you wouldn't show anyone's email address whenever you check email you could decide to display the email which we don't recommend because that leaves your site open to more dangerous people so we we suggest for best practice display "send email" link and form base emailing on. okay so and by the way next webinar on Wednesday will be talking about setting up your staff directory will show you some really great examples of some of our sites some of our clients that are doing a really excellent job setting up their staff directory so one quick thing here let's practice so creating a new user you could just click this button here we will skip that stuff today if you'd like to disable user we have Bob Smith here and he's retired and so I could delete him altogether but if I was also if it was somebody on maternity leave I can also scroll all the way down here and just click disable and then save you can also click lock out if you want to kind of take someone's access away just for a short. As soon as we click save we'll return back and now Bob will be under a different category here of disabled accounts so and I already show granting privileges to a user so that's giving you all the tools that you need if you if you would you look at your user management it looks very empty if you would like to add users in bulk there's always a way to do that through a CSV template it's a really quickly I wanted to show you a picture of this is something that you can request through your Client Success Specialist or you could also write an email if you don't know who that is to clientsuccess@edlio.com and we can get one sent to you I just want to show you real quick a picture of what's that template would look like we was try to send you some instructions and what you do is you just add four required columns here and once you return that to your client success specialist they can upload this and immediately would have all of your users on your account this is also good for you're starting for example when preparing for the fall when you have a brand new staff coming on and you'd like to clean it up this is another great way to do that so just a little side note we will talk more about that on Wednesday with staff directory so as we're closing today just want to remind you we will be staying on for questions. Sergio and myself so if you think of any questions please pop those into the chat. We're really really thankful that you've joined us today for our MyEdlio webinar and just really quickly let me place the items the links that I promised you that I would put up so these are the relevant links from today's webinar that maybe you would like to copy down or kind of just remember that these are the things that you want to read more about and also we want to remind you to join us on Wednesday for a full deep dive into staff directory as we have an old way of doing it which auto-populates all of our staff on to a page but we have a very exciting new way of adding staff blocks which makes it possible for you to truly customize those pages in it in a much better way. SO thank you for spending your time with us today thank you for being with Edlio we love serving you and we would love to hear any feedback that you have to offer us about how things are going so I will close the webinar but we really would love for your questions to be in the chat thank you so much and have a wonderful day

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