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[Edlio Webinar] Creating and Managing Your Staff Directory

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View this webinar to learn tips about managing users and maintaining your staff directory, including: - Manually managing your staff directory - Single sign-on options - What you need to know about LDAP - How to use CSV files in your directory

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All right! Hello everybody! Thank you for joining us today for this My Edlio Webinar. My name is Danny and I am a member of the Client Success team here at Edlio. Now today, we will be looking at a few different topics including user management, creating and managing your staff directory, and towards the end we'll get into the technical nitty gritty. We'll look at single sign-on options-- SSO, as well as LDAP integration. Aright, and if you do have any questions throughout this webinar, please do not hesitate to throw them in the chat feature there and our technical support representative and SSO / LDAP integration guru, Jordan, can answer those questions for you. Now the first thing we're going to look at here, we are on our Edlio College Prep site and let's go and see what a staff directory looks like here. We're goin to About, Staff Directory, and you can see here we have this beautiful staff directory. Now, you might be wondering, "how do we populate this staff directory?" I'll show you how to do that right now! So what you want to do is log into your school's admin site. You want to log in here. Alright now this will bring to the dashboard. Now there are two ways to get to your user management. You can go down near the site management. You might want to click over here to the staff directory. Don't do that just yet! Before we get into that we need to actually add users to populate that staff directory. So we're going to go right up here to User Management. You can also get there by going to the hamburger menu here, Site Management, User Management. All right, now the first thing we'll see here is we have two categories of users. We have website administrators and we have regular users down here. Now if you've been with Edlio a little bit longer, your user management page might look like this as well with a number of users page might look like this as well with a number of users. If you're newer, you might just have the admins and that's okay. So I'm going to show you how to populate this with your staff, give specific privileges to users, add a profile picture here for your few users, and how to clean up your user management page here, which we do recommend doing-- usually at the end of every semester. Now the first thing I want to get into here is the website administrators you see here. Now, they have a higher level of access than regular users down here. They can add or make changes to users, make any sort of edits or changes within the admin site. We usually recommend having at least two admins and a maximum of about five. That way only a few people can make major changes or edits to your school site. Now you'll see up here we have our super-admin. You can tell that they're a super admin by that username admin. They have highest level of access. Now the biggest difference between a super admin and a regular website admin is that a super admin can delete users. Aright, so the first thing I want to do here is go in and create a new user. Later on we'll get into how we can mass upload users using a CSV file as well as using SSO or LDAP towards the end of the webinar here. The first thing we're going to do here is manually create a new user. So you'll see all of the required fields here in bold. So let's go ahead and add a new user here. We'll add a Maude Benson. They're going to need a password to log in. Here we can add a position as well. Let's just say that Maude is an English Teacher. We can also add some other information here. We also have this additional information tab down here for any other information that may show up in staff directory or an individual's personal page. Phone, cell phone, fax, address, any sort information you'd like to add. All right, the next thing we're going to check out down here is the user type. Now we have a few different types here. We have other employees, school administrators, and teacher. In this case, Maude is a teacher. The next thing we'll see here is administrators. So, if this person is a website admin, we can add that here. Do we want to be able to grant this person access to edit the entire site. In this case, Maude is a regular teacher, so we're not going to add any extra privileges. She's just going to be a regular user. Now, let's say you have multiple school sites or you're a school district, you can select this here and then this will populate with multi-site management so you can select this so you can have one person to admin several different sites for your school or district, if you do have multiple sites. Alright, now we're going to come down here to our Categories and Sections. This is everything that was added in Categories and Cections in your Page Management. Now, do we want to grant Maude edit access to any of these specific categories or sections? If we don't, Maude will still be able to edit her teacher page when she logs in a into the CMS but that's about it. Since Maude is an English teacher we could grant her edit access here. Let's just say Maude is going to be someone who's going to be updating the English section quite a bit, we can grant her edit access there. We're going to keep scrolling. Down here we have additional miscellaneous features and categories. If you're newer and haven't been able to upload as much here then yours might be shorter in length and that is perfectly okay. All right then we come down here to password protected areas. Now, we had a great webinar the other day, facilitated by my teammate Chris on Password Protected Areas and you can access that webinar in the Help Center. Now with password protected areas, you can restrict access to certain areas of your website. You can clicke here to give this user access to any of these if you'd like. You can also do that by going Page Management and Password Protected Areas. And lastly we have Account Options. Now, you're more likely to check these features when editing an account after it is already set up. Now you can disable an account-- right there. Now when you disable an account, that means the user can no longer log into your school admin site, they cannot be seen on a Staff Directory, their personal pages cannot be seen on the public site, and their user data and personal pages will still be available in your admin site. So later on, if you'd like to go ahead and add that person to the staff directory or make their Personal Pages visible again, you can do so by undisabling them there. Now you can lock out a user as well. Like a disabled user, the user cannot log into your school admin site, they're still seen on the main staff directory though and their personal pages are still on the public website. Now like the disabled user the user data and personal pages will be available on your school admin site. Let's go ahead and click save. All right, new user was added successfully. Fantastic. Let's go ahead and search for Maude. Hey! There she is. All right. Let's go in and look at her profile. So the first thing you can do here is you can add a photo for Maude. Then we can edit her profile here with number of different things. Now let's go ahead, go to "All Users" Again, I got to this Staff Directory from the main page here. About > Staff Directory. Now we can see Maude has been added right there. Let's go back to the admin site. I want to show you how to delete a user if you are in fact a super admin because remember, super admins are the only ones that can delete a user. So, let's go into Maude. Right up here, that's where you can delete. We're not going to delete Maude just yet. We're going to use this profile just to show you a couple more features. Now again, if you are new to Edlio you might only have a couple of users populated here, maybe just your web admins. Let's say you want to add more people but you don't want to have to add every single staff member individually. That can be a lot of time. So to save some time, a lot of people like to upload their entire staff by a CSV file. If you want you can contact either your Client Success Specialist or Tech Support. We'd be happy to provide you with a CSV file, fill that out, send it back to us. We're going to ask for that same information that you saw us add for Maude just a second ago-- username, first and last name, email address. Send that back to us. Once we upload that, it'll add everybody as a basic user and from there a web admin can go in and individually modify the user type-- teacher, school admin, other staff-- and also select specific privileges to give to those users. Best practices-- we do recommend cleaning up your User Management at the beginning of every semester. With new teachers coming in and staff members being added and others leaving or retiring, it can become pretty unwieldy if we don't stay on top of that, so you can come in here and delete, disable, lock out users just to keep your user management looking clean and tidy. Now that we have that all populated, let's go in and look at our Staff Directory. We can do that by either going to hamburger menu here, Site Management, Staff Directory or from the dashboard, Site Management, Staff Directory. So let's go look at our directory options up here. We have multiple options for how information on your Staff Directory can be presented. The first thing here, you can name it whatever you like. We have Edlio College Prep Staff. You can change the order of the names. So if you want it to go in alphabetical order by first or last name. Here you can select Staff Info so we have first name and last name always visible. We recommend at the very least providing an email address. You'll see over here, we have our email address. You can either display their actual email address or just display a link that says "send email." Let's go over here real quick. You can click "Email Alex B" and instead of this person's email address being shown. You can also show the email address if you like. Now we also have form based emailing here. Form based emails allow a user to send communication to your staff member directly through the site and receive a response to their personal email. It really simplifies the process for the user on the site. Now if it was off, it woud take the user trying to send correspondence directly to their local email account on their computer to send a message there. Lastly, we can go through here and change the layout. So you'll see we have this selected right now-- see those circle pictures right there. Let's say we wanted to change the look up a little bit. Let's go here. Save changes. We'll refresh this. All right and see we've updated the look of our staff page. Highlighting the pictures just a little bit more here. We still have that same information here with the staff member info and the option to email them as well. Now let's say we wanted to change how user gets to the staff directory. Right now we have it in About > Staff Directory. We can change that here. Site Management > Site Navigation This shows you everything that's in your drop down menu. We have About, Admissions, Academics, which we'll see up here. So let's change where the staff directory goes. You can move that right here with these six dots. So let's say we want to move the Staff Directory down to Academics. It'll be the first thing we see when we click on Academics. We'll go ahead and save that, go back home, Edlio College Prep, all right and you'll see-- wait -- refresh one more time. Now Staff Directory isn't is not in About anymore because we have moved it over to Academics. There it is. All right, now another thing I want to show you here is you can set up a department specific staff directory if you'd like. Lets go ahead and find... Well, the first thing we'll move the Staff Directory back up to About because we like it up there. Now let's go ahead and set up a department specific staff directory. We're going to try to find our department's page. We're going to go to Page Management. Here we have Academics-- our Category. We're trying to find the section with our department so we said that Maude is an English teacher. All right, let's go over here and we'll see. We have Academics, we'll go to the Departments > English. So right now, the English section is pretty bare. There's no section menu over here, there's no staff directory. So let's go ahead and add one. So we're going to add a new page, we'll add a blank page. 'Meet the English Department' We'll add staff. We'll add Daniel here. Just like it appeared in the staff directory we see Daniel's information here, his role, his email address. 'Daniel loves teaching!' We can just keep adding more staff. We'll just keep adding information. This way each teacher can have their own section-- a little "About Me" section in there if you like. So we'll go ahead and publish that. Alright now, we will go here and refresh. There we are. Now you'll see over here in our Section Menu, we have "Meet The English Department" and just like our staff directory we have all of our staff member's information here that we had there. We can also add a little information-- an "About Us"-- if you'd like to go ahead and do that. So the next thing I'd like to get into is in regards to User Management is LDAP and SSO-- single sign-on. Now what are LDAP and SSO? Simply put, they are a way for you to integrate with other User Management systems. This allows your admins or teachers or staff a way to sign in to your school's admin site using credentials from other providers. Now we work with a Google and Office 365-- Microsoft-- in the case of LDAP we would be syncing with an active directory. It's a very popular feature on a lot of websites. You might even use it and not even know that you do. So you might sign in already-- if you see sign in with Google sign or sign in with Facebook that a lot of websites incorporate, that is SSO. You'll see this here. Now for admins, it's a good way to cut down on your work load with time spent importing users. Again, we work with Google, Office 365-- Microsoft, and LDAP. Why is it god? Users have to remember just one password. There is no multiple logins. No multiple passwords. Their Google sign-in, their Office 365 sign in is the same across the board. This also helps admins who now won't have to reset passwords through the admin site. Now we can do automatic account creation, so the first time they sign in, an account will be created for them and it will have the bare minimum permissions. Once they are in, the admin will be notified and can adjust permissions accordingly. Now a benefit to using LDAP is that we can pull straight from your active directory which will also save time on both ends. We have a great resource on the Help Center about SSO that I highly recommend looking into if it is something you are interested in. Now, it'll only take a few steps on your end especially with the Google API Console and there's some information you need to get from tech support in order to set that up but once it's all set up, it'll be a breeze for your users to sign in. So we'll go here to "Sign in with Google SSO" Now the first thing they'll see when they try to to create. Sorry, the first thing they'll see is the screen when they're prompted to enter their Google credentials. Just like we saw before. The next thing they'll see once they sign in with their Google credentials is this screen. Now, it asks them, "Do you already have an Edlio account?" If yes, if they do their accounts were already created at which point they can log in with their Edlio site credentials here. Now, their Google credentials and their Edlio credentials will be bound. Their accounts will be bound. They can sign in with their Google credentials moving forward and won't have to sign in with their Edlio credentials. If, "no" and this is a new account, it will create a new account for them through their admin site using their Google credentials. An admin will have to go in and approve and or alter privileges for that user. Using Office 365 is a extremely similar to set up. Let's talk a little bit about LDAP. All right, so LDAP is a little bit more involved. So we see active directories used more with larger districts that have a lot of users to manage. Now integrating that directory can be a big time saver on both ends. It is a little bit more of a technical set up, however. If you have an IT department or an LDAP specialist then we can really see a smooth integration there. We can also do a regular syncs so every time a user signs in, it'll reach out to the active directory servers, get their most current information, such as their current position, what permissions to grant them based on the criteria that was given to us and so on. Another great thing with LDAP is that we can set up rules and filters for granting permission and determining who can sign into your school's admin site. Let's say you might have specific security groups that you may want to have access this one site and a different security group that you want to access another site but they shouldn't cross over. We can set up a filter with LDAP to only allow members of specific groups to access certain sites. For example let's say you have a description in your active directory for every user listed as a teacher automatically be set up with teacher permissions. Now one very important thing to note is that if there are changes made on the school side, to the directory, it can be easy for that connection to get interrupted. So if there are ever any changes to the organization of your active directory or any changes with firewalls, IP addresses, or anything of the like, please let us know ASAP because that can definitely interrupt that connection. Definitely reach out to tech support if there are any changes made on that end. At this point, it's really a matter of preference for you. If your school is already utilizing Google or Office 365 then maybe SSO is the way to go, if you're a larger district and have a lot of active and or changing roles or users then LDAP might be the way to go. If you have any other questions or concerns, please do not hesitate to reach out to tech support or your Client Success Specialist. I also highly recommend going here to the Edlio Help Center. We have several different resources here at your disposal, including tips and tricks, help articles you may have related to your website. Again if you click here to get help you'll also have the phone number to reach out directly to tech support as well. I wanted to thank all of you for joining us today for this webinar. We'll be hanging around a couple minutes should you have any more questions and Jordan will go ahead answer those in the chat feature here.

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