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[Edlio Webinar] Back to School for Admins

Added Jun 15, 2021 •

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Check out this short webinar where we highlight how administrators can best utilize their school or district’s Edlio Website in time for the 2021/2022 school year. Learn how to clean up your website and remove any outdated content, with website tips that are easy to implement and can have a big impact on your school or district’s communication with parents and students. Also, get a special look at our new Supply Lists feature!

Show Transcript

Good Morning everyone thank you so much for joining us today for our "Back-To-School for Admins" webinar! Today we'll be covering a walkthrough on some features available in your admin site to help with prepping for back-to-school we also have a technical support representative in the chat today who can answer any questions that you may have the webinar is also being recorded and will be accessible to everyone in the  help center so let's go ahead and get started so once we login of course depending on your rights you will see the areas that you have access to here on the dashboard you can also click on the hamburger menu to access all of our features here as well as a reminder that if you are looking to access the Help Center if you hover over the Help you can click directly into the Help Center and if you are looking to contact Edlio Support if your website is live you would see your "Contact Edlio Support" option here and be able to call during the hours listed for you or what you can do is always submit a new case and that way it'll go directly to our support team so they can assist also as a reminder that if you go under the account dropdown when you click on profile if you need to make any edits to your own profile you can go ahead and do that here and you can change your photo that displays on teacher pages and of course the staff directory so let's go ahead and go to our hamburger menu here and the first area we're going to go to is our calendars so as school has ended you may be going in to remove certain events that are no longer relevant and you want to prep for the next school year if you created these events manually what you can do is you'll see the delete option listed next to the event that you created so all you would have to do is click on delete and you can delete all occurrences if this was something that you may be set to repeat throughout the year or you can just delete that select event that you've added I'm just going to select delete all occurrences and that way we'll go ahead and remove any that you have set that were maybe recurring you don't need those anymore you're going to be adding new ones for the new school year you can also always go in and edit an event that you created manually so let's say you already have AP exams on here you wanted to go in and add the dates for next year instead of deleting starting all over again you can click on AP exams you would be able to select which categories you would like this to display to you could keep the title as is and then you would be able to come in and change the date here and of course if it needs to repeat you'll still have the same options you can add details and even attach files or photos so maybe there is a specific file all the details about the AP exams you can add that here and as soon as you click save your edits will be available for you now if you're using Google or 365 integration for the calendars you will not be able to make your edits here you will have to go back to the source so whether that's Google or 365 you can make your edits there or maybe you needed to stop the sync and connect a different calendar that you had maybe created for the new school year all you would need to do is click on settings and that's going to take you right into the calendar tab so this is the same as going to Site Management and Settings except from Calendars it's taking you directly to the calendar tab now let's say we needed to connect our senior calendar for example if you click on senior calendar if you were already running a sync you would see an option to stop or if let's say maybe you created a Google or 365 calendar and you wanted it to start syncing all you'll need to do is just select which calendar option you're going to use, sign-in, select that calendar, and start the sync so that way you can go in and remove the events that aren't necessary anymore and start working on populating the events for the new school year and of course if you ever needed to add a new calendar if you click on Add you would be able to create one here well let's go to "Announce" and "News & Alerts" so your "News & Alerts" is what is displaying on your homepage under News and Announcements so you may have created multiple news items throughout the year let's say those aren't relevant anymore and you want to start working on new announcements for the new school year you have a few options if it's something that you are not going to use again what you can do is completely delete it off of the website but please note that if you delete something in news you cannot get it back so we only suggest this option if it's something that's maybe not relevant anymore but the other option that you have is if summer school is something that you're posting every year, your fall registration, what we recommend doing is if you don't need it on the website now go ahead and disable the news and I'll show you what this looks like in just a moment but this will be very helpful with decreasing clutter in your news and alerts and that way what you can do is whatever is not relevant you can keep it disabled when the time comes you can reenable it back to the site and that way whatever is relevant will stay on your website so let's say fall registration is something that we don't need on the website right now we're just going to go ahead and disable it so all you need to do is if you hover over the news post you'll see the following 4 OPTIONS, remember that if you click "Delete" it will completely delete it off of the website but when you click on "Disable" it's going to ask you to confirm now what happened is it's not under active and scheduled news anymore it's now here under Show Disabled News and you'll see it listed here along with any other news that you disabled when the time comes and you want to post this back to the site as active and scheduled all you have to do is edit your post if maybe dates or titles needed to be changed additional information needed to be added you can keep it disabled or if you're ready to post, all you have to do is click on Ready and choose when you would like this to post on the website so this will definitely be beneficial with decreasing clutter on your site and removing news that should not be active anymore or maybe is not relevant so that way you just keep the information that is needed for the parents the students and of course your community now let's go back to our hamburger menu and under now let's go to Spotlight messages so with Spotlight messages if you have this option if we scroll down the one here on our website is right here where it says Today's Senior of the Day as a reminder you do have access to changing the title and the content that you are replacing in your Spotlight message you can even change the image as well so let's say for the new school year you maybe wanted this to say back to school or superintendent's message maybe principal's message all you would have to do is again just go to Announce > Spotlight Messages click on the title of your spotlight and that way you can go in and start making your edits so if you wanted this to be Mission Statement a welcome to everyone for the new school year you could go ahead and change out everything here you can attach your feature photo to display as well if you maybe have additional files you would like to attach you could do that as well you can even choose what you would like the link here to say so maybe you wanted it to say click here or you would like to leave it as read more you do have the option to edit that and also keep in mind that if you wanted to completely delete a Spotlight Message this would be going through support but again if you just wanted to make your edits, swap it out to something else for the new school year, you'll just need to go to Announce and Spotlight messages Now, another area I would like to cover here under Announce is your Contact List If you are using the Contact List feature as an admin as a reminder you do access to viewing and editing all lists so you'll see your own you'll see teacher's list what you can do here to decrease clutter is if you have lists that are specifically for the school year you can come in and you can either delete that list or you can leave it here we won't go in and delete anything here for you but if it's something that you maybe want to remove that's not relevant for new school year what we suggest doing as a best practice is let's say you wanted to save this spring break list that we have here what we recommend doing is when you click on the three dots go ahead and download the CSV just in case this is something that you're going to need again because if you just delete it right away what's going to happen is you're not going to have access to that list anymore so just as a best practice go ahead and download the CSV so you save it for yourself and then delete it from your admin site so just in case if you need to go back to that list you can go ahead and do so and you can always go in and if you maybe want to keep a list you can always go in and make edits you can change the title you can go in and delete the contacts or you can edit a contact you can manually add or you can download the CSV template and go ahead and upload everyone that you would like to here and if we click back into Contact Lists you can also create a brand new list all you would need to do is click New and let's say this is the 21-22 School year click on ADD and you'll see the same two options you can manually add the contacts which we recommend this option if maybe there's just a handful of contacts that you're adding, but the best option would be to add in bulk so that way again if you download the CSV template drop everyone in there upload it and it'll add it to the website for you here in the admin site and that way you can go in and use it for sending broadcast using it for Email Sender and that way your lists will be here and again just as a reminder if you wanted to delete if you think you may need this list go ahead and when you click on the three dots download the CSV and then completely delete the list and remember that with Contact Lists, you can add as many as you'd like to here you are not capped as to how many you can have now let's go to our Forms So, with our forms if you are currently using one that isn't going to be relevant for the next school year what you can do is you can come in and let's say we didn't need the volunteer opportunities for example if we click on the three dots you can go into Form Options and what you can do here is if you go under Behavior you can of course work changing your thank you page message you can add a button maybe instead of submit you would like it to be click here you can also go in and under schedule what you can do here is set a specific date for this form to close so maybe you wanted to keep this form here on the website and place it back up during the winter for example or spring of next what you can do is have this form close on a specific date so that way no one can submit responses anymore and then when it's time to add this list back you can go in make your edits and re-enable this form you also have the option of deleting the form completely and if you click on the three dots you'll see that you can delete the form along with all of the responses that were received or if you wanted to keep the form and maybe just delete the responses you received this year you also have that option as well and also please note that anytime responses come in if you click on the form here it'll take you into the responses you received and then what you can also do is you can print these responses for yourself or you can download to excel so that way you can sort through the sheet yourself so you always have both options of downloading to Excel and printing as a reminder if maybe you wanted to create new forms for the new school year what you can do is click on new form and you'll see that we have multiple templates here that you can choose from if maybe something is relevant to the form that you would be creating you can scroll through here and let's say it was an absence reporting form that you were going to be creating we have the template for that form so when you click on it if you maybe notice that there's a couple more options that you want to add on here or there's certain items that you would also like to make required you can always come in and drag and drop and add the field you can delete if let's say you don't need it and let's say we realize we need Student ID to be required you would just double click and check off required here and you can also do the same if you needed the teacher name as well and then once you save your form you would be able to add this to the website for everyone to be able come in and submit the form here and again once your responses start coming in if you click on the form you'll be able to view here in the admin site print and download to excel if you would like to now the next option we have here is your Media so if let's say I'm going to go into photos if you had albums that you had created that was relevant for the school year you want to go ahead and remove going into the new school year all you would need to do here is under Main you'll see all of the current albums that you have listed and in order to delete all you will need to do is click on the X here and it'll tell you are you sure you want delete because again keep in mind that if you delete you're not going to be able to retrieve the photos so if you are certain you would go ahead and click on okay and it will go ahead and remove that for you so you can just go through and one by one delete from the previous school year so that way you can go in and start creating albums for the new school year and you will have the same option here under Videos and Audio if something is not relevant anymore you can always come in click on the three dots if you maybe just didn't want this to display on the website but you are going to use the video again we would suggest as a best practice to unpublish because if you delete again that will permanently remove it from the website so just as the best practice if it is a video that you are going to use again just go ahead and click on unpublish and then you can always come in click on the three dots and publish it back to the website and you can always come in and add your new videos for the school year same process all you will need to do is click new video or audio if you have the file on your desktop as a reminder these are the accepted file types and then Max file size is 2 gigabytes and you always see the option of when you click upload it'll take you directly to what you have on your computer or if maybe you have the video in YouTube or Vimeo what you can do is just take that embed code and paste it here add your title and then go ahead and click save so the next option here in our hamburger menu is classes I'm going to go ahead and click on terms and just as a reminder that if your teachers are adding classes whether it is manually or they're using Google Classroom which I will show you where to enable. Just as a reminder please make sure to go in and create an active term and make sure that you set the date way before the first day of the school year because if the first day is September 1st for example if the term is set to open then teachers will not be able to add their classes until September 1st so we recommend giving them a good amount of time and setting the term to open earlier than the first day of school so that way they can add in any assignments their classes connect Google and that way when the new school year starts everything is here for them and all you need to do is just click as an admin create a new term add the title and then of course the day it starts and the term ends and once you click on Save teachers will be able to go in and add all of their classes and as a reminder only admins can set the new term and if you wanted to enable pulling over from Google Classroom that is by going into site management and settings and all you will need to do is click on the classroom tab and just make sure to enable Google Classroom here and the last area that I would like to cover for today is under Site Management > User Management User Management is where you are adding everyone that you would like to display on your staff directory or it is everyone that you are also giving access to to the website if they are going in to update certain areas, they're admins or maybe they're just creating their teacher pages so as a best practice we recommend that as the school year ends and you're preparing for the new school year make sure to come into user management and see if all of the users listed here are relevant and are needed for the next school year so if let's say somebody wasn't going to be teaching the next school year what you can do is if you click on you can either completely delete a user or what you can do is maybe they're going to be coming back for the spring semester but you don't want them to be active now what you can do is click edit profile and if you scroll all the way down you can disable the user and then once they are ready to come back for let's say the fall semester or the spring semester you can come in and uncheck disabled so that way they can go ahead and log it now as a reminder the super admin so whoever is using the admin username to log in they have access to delete and edit of course all users but if you are just a webadmin you will only be able to edit teachers' profiles so please keep that in mind if you do not see that delete option it's because the super admin would have to go in to make that update now as a reminder if you have any questions please feel free to reach out to your Client Success Specialist at Edlio if you are not sure who your Client Success Specialist is please email clientsuccess@edlio.com clientsuccess@edlio.com and I wanted to thank everyone for joining us today we will be here for just a few more minutes if anyone has any questions and we all hope you have a wonderful day

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