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Creating Password Protected Areas [Edlio Webinar]

Added Jan 05, 2022 •

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Want to create a staff-only space on your Edlio site? Looking to build a section on your site that only parents can visit? We’ll show you how you can restrict certain areas of your website, including how to add protected areas and manage user access in this pre-recorded webinar.

Show Transcript

Hello, everyone! Welcome to today's webinar. Today we are going to be talking all things password protected areas or PPAs for short. We'll take a look at what PPAs are, some best practices and of course how to create them. So let's get started. Now the most important question here is that what are password protected areas (PPAs)? With PPAs you can restrict access to certain parts of your website. Have some information you only want to share with your staff to use like a staff internet or you want to limit access to materials so only parents can see them? This is where password protected areas can help. Put certain pages, sections, categories, or features in a PPA so you can pick who gets access to this content. You can think of password protected areas like this-- the password protected area is a locked file cabinet drawer. The pages and features you add to the password protected area are the papers you would add to the drawer. When you give a user access to the PPA it's like giving the person a key to the drawer. You can have multiple filing cabinets, multiple files in each drawer, and multiple people with keys to a single drawer. Now, I am here on the Edlio College Prep admin site. Let's pop over here to the actual website itself and I'll show you what it looks like when someone tries to access a password protected area and then from there we'll kind of work backwards and I'll show you how you can set up a password protected area for your site. Now up here we have our board minutes under a password protected area. So if I try to go and access these board documents + board information and notices, I'll click that, I have to enter my username and password to get in there. So what I'll do now is show you how we can go ahead and add any content or features to a password protected area in your admin site. So let's get started. Now the first thing you want to do when creating a password protected area is go ahead and create the content that you're going to put behind it. Now you might already have a page built out it might be one of our built-in Edlio features that you want to put behind a password protected area. So in this case I'll actually show you the pages I just tried to access that we had behind a password protected area again like I said I'm going to be working backwards here so I just went ahead and removed that page from the password protected area so I'll show you what page we're going to go ahead now and go ahead and put behind a password protected area so we'll come back over here again to the Edlio College Prep site and remember I just clicked over here and since I had this behind a password protected area before I wasn't able to get in but again I just removed that so when I click this all right now and I'm able to access this. Board information, board members things like that let's say I only want our Board Members to be able to access this information I'll show you how we can go ahead and put this behind a password protected area. Again Step one create that content, or decide which content you're going to want to put behind that PPA. In this case I'll be putting this board information behind a password protected area. So let's hop back over here to the admin site. Okay, now over here we want to go to the PPA feature and you can get there by going to Hamburger drop-down menu, Page Management, Password Protected Areas Alright and you can see you can see here we already have a few different areas set up. I want to go ahead and create a a new one, so I'm going to go over here- + New Area. So now you'll see here we have a few different things. Now, the first first thing you want to do is give it a title I see a lot of people forget to do this so we'll have a lot that say "New Area" or something like that. Always give your PPA a name, a title, so we'll edit that there click that pencil button, and we'll call this board info. Now, so we have our name next up we want to go ahead and select what is going to be protected. So we're going to go over here to add pages and features. Alright and from here we have a few different ways that you can put content behind a password protected area so if you want to go ahead and just enter the URL of the page that you want to be password protected, you can do that here. Scroll on down here now here you can go ahead and if you want to go ahead and select the category, section, and page so in this case if we just want to go ahead and put this entire section here behind a password protected area, we can do that. If you want to only put a specific page behind a password protected area we can click there now these are all the pages within that section. We're going to choose a specific page if we want and we scroll down we can do personal pages, so you can put teacher pages within a password protected area and then come down here we have all of our features. There are a few different things here that you'll notice we do have a couple of our categories from Page Management, so you can put an entire category from your Page Management behind a password protected area not just the section and a page within that you can put an entire category there if you'd like. We also have our general Edlio features here contact directions, food menu, photo albums, video, supply lists, things like that. If you want to put those behind a password protected area this is where you do that. In this case I know where the pages that I want to put behind a password protected area. It's going to be an entire section that I want to put behind there. So I'm going to come up here to Category Pages I know that that section lives with an Educational Support. I'll come down here to board documents. If I only wanted to put some specific Pages within their behind the password protected area I would you select here but I want to put this entire section so all of these pages behind a PPA so I'm going to go ahead and select that. Check mark there and you see everything below here is also checked off so I'm going to add selected. Awesome! We have section there that we are going to go ahead and password protect. What am I doing right now actually is his go ahead and click save here. So right now that information is behind a password protected area so let's say I come back over here to the Edlio College Prep school site. If I go back over to board and try to get in that page again-- it's behind a password protected area. How do I get in? Well, no one can get in right now because I have not added any users to that password protected area. So I can do that here under who has acess but where is this information pulled from. This is pulled from your user management so what I'm going to do now is add those users so let me go ahead and add some Alright, make sure you select add. Alright, then we have our users. Go ahead and select Save. Now any of these users here will be able to log in here and access those pages on the front facing website. Okay, now again these are pulled from you user management so I've saved that there and now we're going to come over here to Site Management >> User Management. Any of these users here are the ones that can be added to a password protected area. Generally you're really only going to see staff members listed here. You know, sometimes you might have a parent volunteers things like that for the most part you're going to have staff members only in your user management. The thing is though, one of the most common requests that we receive is the have a parent space, you know some sort of place behind a password protected area where only parents can can access that information. Well, most school sites that we work with, they don't want to go ahead and add all the parents to the user management-- completely understandable. What's a workaround? What's a way that you can do that way you can have this content behind a PPA and still give parents access to that. One of the ways that we have to do that is by adding a a generic login that you give out to parents, something along the lines of, you know, parents@yourschool.com parents@yourschool.com something like that. So a few different things here I want to point out, if you're going do this I mean you create that log in and then distribute the name and password to any parents that you want to have access to that that page, that password protected area, so we'll go ahead and just do that now. So we'll create a username, well make it simple-- parents The first and last name here, you know, your school name last name, parents. You're going to need an email address for this so we recommend having something you know within your organization if you can create one something on the along the lines of parents@yourschool.com that would help. Now down here for User Type you don't necessarily want to give them a User Type here because again any user that is selected here will show up in your main staff directory. Again this is going to be a login that's used for multiple people we don't want any select user type here. Alright, then we'll scroll down the bottom here and you can actually add this person immediately to your password protected area, in this case, Board Info. I'll click save. Alright, awesome that user has been added and again get we were automatically able to add them to that password protected area. I'm going to come back over here to the Edlio College Prep site. Alright, awesome come back over here to Board, Board Documents. What I'll do is enter that username we just created-- parents-- and I'm going to add the password and look at that I am in the password protected area here. I can go ahead and click around this information here I was not able to access before, now that I've been added as a user and added to this password protected area, I can go ahead and access this information. Now, anytime I am done browsing this, the user can go ahead and click up here in upper right hand corner to log out. You've logged out successfully, very cool! Now before we wrap up for the day, I just want to go over some best practices here, some things that we kind of recommend you know, things that we've seen along the way when people have created password protected areas. Now, A-Number-One, number one, number one-- do not add staff or student personal information within a password protected area, anywhere on your site really. You know even though it's behind a password protected area we never ever ever recommend adding staff or student personal information anywhere on your site. I know that one seems kind of obvious but just had to throw that one out there we've seen it before, so we always like to give that tip. Let's see, this is really kind of best used for for staff. I showed you how we can go ahead and make a a group login with parents-- a generic login like that. We really recommend using is mostly for staff staff internet purposes like that you know so if you're looking for something like that we definitely recommend using a password protected area here on the site. Always use a secure password can't tell you how many times we've seen you know the password for something like this be named schoolnameparents123 something that's really easily guessed, we recommend not doing that. And again you know if sharing with a specific group you know who aren't users who aren't staff members at your school, and they're going to be sharing access to this account, we definitely recommend using a school email address-- parents@yourschool.com something like that. Alright, I think that'll just about wrap everything up for us today want to thank you again for joining us for this pre-recorded webinar. If you have any questions about how to use password protected areas or anything related to your site, please reach out your Client Success Specialist. You know, I'm with the Client Success team here. We're always happy to help so please do not hesitate to reach out. If you're not sure who your Client Success Specialist is, please reach out to clientsuccess@edlio.com and we will be happy to point you in the right direction. I hope you all have a fantastic rest of your day and we hope to see you here again soon! Take care!

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Creating Password Protected Areas [Edlio Webinar]

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