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The Beginner's Guide to User Management [Edlio Webinar]

Added Jun 12, 2023 •

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Serving as the powerful nucleus of the Edlio CMS, the User Management tool is critical to ensure that your site is secure and functions as it should. In this webinar, we’ll share best practices for security and tips for managing all of your admin site users. What You'll Learn: - How to add, remove, and update user accounts - How to set permissions for users - How to secure your admin site

Show Transcript

already everybody I think we are ready to get started I thank you so much for joining us for today's my adliya webinar my name is Danny I am a member of the client success team here at atleo just some quick housekeeping up top here removing through a lot of info today if you have any questions throughout the webinar please feel free I could go ahead and throw them in our queue in a feature that you can go and just a question in there are able to get to a Jaguar moving through everything and the webinar today to address all questions in there please throw your questions and i q and a feature I will be happy to answer those for you and after you can't stay for the entire webinar today no worries are we're going to be throwing a recording of this up into our help center in the next couple of days all right but I know today is webinar the beginner's guide to user management with the absolute Basics all right so by the end of the training you'll be able to navigate our user management tool understand the different user types add remove an update user accounts for the hopper to the CMS and actually highlight these together in just a little bit going to be able to set permissions as for users and remove those permissions as well going to understand the connection between your user management and your staff directory feature and we have some best practices peppered in there along the way okay what is user management management is where you as the web admin can manage who is logging into your Schools admin site and what privileges / access they have to your site's content note that only web admins have access to user management the different user types here in a second when order to make any updates to user Management in Kenya has to be a web admin user management also where you going to populate your staff directory the whether you're using our classic directory or building out a customized after after using our staff blocks feature user management is we're going to want to make those updates like I'm adding a job old adding photos things like that that was going to populate in your staff directory right to look at that in just a little bit here all right now one of the cover our account types real quick all right now we have three account types as you know you were going through here 3 years or types first one is a super admin all right I want to start with that there's only one super admin admin site the username is always going to be all right. There's really only one difference between a super admin and a regular webadmin and that is the super admin is the account that can add or remove those web admin privileges other than that the super admin and the web men are all the same they have all the same privileges right so they can go through they can manage users who are not website admins are they can access and manage all features in the lbo admin area they can send emails from your organization your school through our newsletter features and he can be given can be given additional also they cannot be given additional specific privileges now are regular users on a most regular you do is going to be you know teachers not managing the website usually you know they can't manage other website admins they cannot they do not have access to the user management or they can be given access to specific up privileges want to show you how we do that here in a second wear it so if you want to listen I'll give a regular user access to Justina one feature here over there we can do that without giving them full web admin access to the website all right all right now real quick also I just want to go into password security here before we actually jump into the CMS just want to cover with you all real quick just for you as well as admins of a something you should be communicating to your staff up to the users who will be logging into your site a strong password is your first line of defense in keeping your site safe and secure to be using an easy password to remember you can easily be guessed by malicious actor of some kind they're not going to send you their manually typing any of numerous passwords access music of using a program to cycle through those commonly use passwords so we want as strong a password as possible for your user account here am I also understand it's convenient to use one password for your all your sites in your accounts access saves you from having to remember a million different passwords terrible idea we recommend using a password manager up a generator to come up with a strong password what password is a great option LastPass up with grades are you going to use and make your account so much more secure so you have those you know those passwords with you know uppercase lowercase numbers symbols or numbers you know it's not going to eat you can save those in a a manager at it makes a lot easier to access those sites and makes him a whole lot more I secure all right all rights our teacher here is we're going to be recording this so we I'll be able to we will upload this to The Help Center so you can access this at a later time all right now we are going to come out of here I want to come over here to the admin site all right right now I am logged in as a super admin remember I just went over what a super admin is now if you are super or regular Batman your dashboard here is going to look very similar to this all right if you're a regular user without user management privileges web admin privileges you know it's going to be a lot more limited a regular user what they see when they walk into the dashboard here is very limited they're going to have plan Pages it's going to be a lot more limited and only the back up again plan their personal calendars in Pages their personal pages they're not going to see everything that we are seeing here the first thing we want to do is jump over to our user management feature how do we get there site management and user management to get there from the hammer to drop down menu site management and user management right there all right now we are looking at every single user right now that is added to our Elio College Prep site he rises every user right here at a to our site all right now you'll see up top here we can filter users based on permissions right so we can look at just Edmonds these are all the web admins on the site has more than likely your side does not have this many weapons are we definitely recommend not having this many way bad news on the site what is a demo site to look at just a standard users are you going to go through here you would also different types of some options here like 2fa two-factor authentication in our intermediate user management webinar we had in that next month so some of the options are we going to see here today as a kind of ghost all this is some stuff that we might be covering in our next user management Basics beginners beginners user management webinar all right now on next thing we want to do here is go to go credit unusual to see that together all right it's like new user now let's say you want to go ahead and book upload users right you don't have to go in here and fill this out you know 20 times how many people you need to add you don't want to do that sometime we got you covered reach out to your clients The Specialist we can send you over a CSV to fill out another name last name email on things like that and we can go ahead and get everybody uploaded to you in one swoop save you a lot of time ask your client success specialist you know it's in the name there there there to help you succeed so reach out for that CSV file and they will get all those users uploaded or you can just create a user right now alright let's see your  going to have mod Benson first name last name Benson Batman real make sure these are as secure as possible so I got a lot of upper lower case number symbol is right here right only has had a few more okay okay and that we go at the app that email address there I know there's other field down here we can add a lot of people add information like you know over there where they got their degree from me out things like that what kind of degrees they have information like that we have not done your other information you have phone and address things like that unless you aren't adding too much information down here and just know information but it's there if you want it all right now I'll give you a I'll show you the wine just a little bit why all of this information here is important where it shows up all right when they come down here all right now user type this is important to check up with three other types boys school admin and teachers to check off one of these here and I remember like I was saying before you use your management is tied to your staff directory someone click you're on our staff directory all right these are the users here now remember all of the users that we had in our user management for this is definitely not all of them right we have laid a lot more than this come over here one of these either types needs to be checked off in order for this user to a you're in your staff directory okay it's important to note that if you want them to show up in your staff directory you have to go ahead and check off one of these user types start scrolling on down here now again is it something you're only going to see if you're logged in as your suit as a super admin our username admin ability to add or remove this website administrator privilege here all right now in this case we're not going to make mate website admin all right and let's say also that we were part of a district and we had you know six or seven sites here and I want to make this person a website admin and I want to give them access to be able to manage multiple sites at once I'm glad to hear it's like tomorrow hi site management at more in-depth in our intermediate user management webinar but if you do this and you go ahead and create accounts with the same information send email and everything in all those other admin sites within your District multi-site management there a user can go ahead very easily click the name of the school up here and switch between schools within the same district very easily alright but again will cover that more in our intermediates at user management do I have your I met you going to unclick multi-site management in on click website we're not going to make a mod hear a full-on web admin all right quick best practice I like to share running access to Features a user really neat the Bingo where Batman is a softball workout we definitely heard bringing an assistant where you can I wear all about teamwork hear it at Leo big proponent of its Teamwork Makes the Dream work now we find that a lot of web admins will bring in teacher support staff to assist with a chair keeping a School site up to date so I can be at the communication Powerhouse that we all need it to be now that being said I want to give Mom here access to the entire site but like I was saying I'm one of the science teacher so you know I I want mod to be able to go ahead and edit the pages in a specifically for our science department or I can do that now right here so we'll give her and access here to biology and science major so you're in our categories and set these were first the categories in sections within page management so I'm giving mod access to edit all the pages within our biology section and our science section here I can go through and give user access to specific Pages if we want all right leadpages mod mod is going to be able to update that was keeps going that way in a lot of pages here all right now it keeps going. We have additional at and access privileges right so if you want we'll say I want more to be able to update the news and announcements of our website I can go ahead and check that off here if I want them all to have access to specific calendars I can check off a calendar here for her to use the same thing with our site y features right so let's say you know more is in charge of the sea here updating all you know our photo albums newsletters things like that's any other newsletters I can check these off these specific privileges to give more access to justice for what is and not for a full web admin password protected areas right now protected areas are great you know a lot of schools will use them to create email I got stack Resource page customer through your your website but we don't want you know the whole world to see it we just want people to have at least one people who are staff members to be able to see it so we can go ahead and fear and creates I'll be ready creating a password protected area we know we can give them access you know Martha is on the staff of the Elio Gazette here we can go and select that so then when Marty goes to whatever it wherever this password protected area is the pages that are behind this password protected area will prompt her to go ahead and log in using her controls for for the cmx year and you can access that information all right so has a protected area is another great use of a user management here all right I want to keep coming down here we'll get into account status here in a second but I'm just save does he write mods account has been created all right now or when do hears I'm going to go ahead and at a photo from All rights to do that right up here at this little gray gray square right here with pencil mice like the photo users can also go ahead and add their own photos of also what say you don't want to personally go in and update those profile photos if you're going to have her either going to have regular users are teachers login to the CMS they can always go ahead and update their own profile photos as well alright Google and crap and Save all right cool ice we've got mod all set up here now let's see if we're going to actually won't go back here into our our general user management all right now but let's say we have a used to hear who you said where that man filled with us but doesn't need them anymore I told you I just removed them here from this Bode Benson right here right when you click into the high-profile I am at unselect there and this is where I can go through and starts slicing off these specific pages I want them to access here alright actually we won't go back here all save this I suppose he is no longer a web and we just removed where that mean privileges from bowdies account right so you said that tiger no longer will go back into Mom's account I know it's a the end of the school year and Maude has moved on to a new opportunity fortunately model will be a part of atleo college prep anymore how do we remove her from the admin site and a staff directory a single guy how we do that all right bring the scroll down here alright the account status options are right now we have a few different ways that we can go about doing this now first off we can just delete their profile right here right when you do that it's going to delete their account any content that they made I was going to log in because I don't have any more if we just go ahead and so that's that's when you like that's Defcon probably you know okay we don't need this this person the county more we can go ahead and delete it if you want to just disable the account to go do that check off here or that means the accounts going to be deactivated they cannot login anymore and their personal pages are not going to be seeing any more all right we will not be able to see their personal page when will take a look at in the second a second here and how you can go ahead and access use of personal Pages through this after after 8 all right so we'll just take off that we'll check off that we all just lock out user okay select that that means that user cannot login everything else stays the same so they do personal page they're going to be at their personal page will still be able to be seen everything else will stay the same which means a big cannot log into the a lot of admin. There but they wanted you to lies the user management tool to populate their staff directory up but they don't necessarily want you know teachers login to CMS website a feature is great for that that we can still go ahead populate that staff directory but you know if you don't want teachers creating Staff Pages a teacher pages than personal pages are you in lock them out here and it prevents them from ever logging in to the CMS all right we can also go ahead if you need to force a password reset just like this down here I just means the user is going to be locked out until they go ahead and reset their password all right imma come back up here real quick go ahead and a select teacher here Ahmad so I can see what it looks like in the staff directory all right so just check that account type here for March teacher now. Director of fresh this right and there's Maude right there I so we click into Mods name this would bring up with her profile here before when I was like I was showing you the account info you can add thing like that we had we had it at like science teacher that's where this information is going to show up all rights this was linked to mod personal pages I'll click on my profile here alright I have a teacher page so the staff directory when our user clicks on a person's name is going to bring them to their their personal Pages their teacher pages all right that is a connection there from user management to your staff directory actually point to note that all rights now besides our standard login option your school or District it Department can also integration with Google Office 365 and a directory or ldap they have it I'm trying easy single sign-on platform usage that one set up users will be able to log into the admin side using either there SSO credentials which is great because it means one less password to remember if your school is interested in setting up single sign-on SSO please reach out to your client success Specialist or I'm to our support team for more information on that all right I think it's going to wrap things up today for our beginners user management webinar here now just stick around here will be doing around 2 review for another $10 Starbucks gift card for some quick housekeeping if you have any questions or concerns please reach out to your artex the 14th or your client success specialist and if you're not sure who your client success specialist is remember every edlio sight comes with dedicated client success specialist success at Ed leo.com and will be happy to point you in the right direction I also highly recommend coming to help. Atleo, our health center we have several. resources at your disposal their tips and tricks how particles are all are recorded webinars like I said this webinar has me recorded in added to the help center in the next couple of days to always recommend going to help our help center me know if you have any issues anything Auto we have an article or webinar that will address your specific issue

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