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[Edlio Webinar] Admin Overview for the Upcoming School Year

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In this webinar, we highlighted how administrators can best use their school or district’s Edlio Website, in time for the 2020/2021 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 Learn how to clean up your website and remove any outdated content, with website tips that are easy to implement and can have a big impact on your school or district’s communication with parents and students.

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Alright, everybody! I think we are ready to get started. I want to thank you all for joining us today, for being here for today's My Edlio Webinar. My name is Danny. I am a member of the Client Success team here. Now, today we're going to be talking about tips and tricks for you Web Admins out there to do some spring cleaning and get your school sites in tip-top shape for the upcoming school year. As a former teacher I know just how chaotic and hectic the beginning of the school year can be. Doing a little bit of spring/summer, at this point, cleaning and prepping for your site for the new school year is one way to take some of the stress of the new school year off your plate. We'll look at a few different ways that you can clean up your site and disseminate information about the upcoming school year to your community. Some of the things we're going to be looking at today include: updating your User Management, cleaning up your pages, utilizing News and Alerts, our homepage pop-ups and widgets, and lots more on top of all that. Let's go ahead and get started! If you do have any questions today, please do not hesitate to throw those questions in the chat. We have our Technical Support Representative and Edlio CMS Guru, Matus to go ahead and answer those questions for you. If for any reason you can't stay for the entire duration of this webinar, no worries! It will be posted to the Edlio Help Center in the coming days. So let's go ahead and get started. Now the first thing I want to do, after logging into our admin site, is we're going to do a little bit of clean-up in our User Management. So let's go ahead and get there. We do that by going to the Hamburger Drop-Down menu, Site Management, User Management. Alright, so when we come here we see we have all of our web admins at the top and regular users here at the bottom. So, let's say we have a teacher who moved on to a new opportunity, as we all know this kind of change happens during the summer time. We want to remove this user from our User Management so they can no longer log in and they will not show up in our staff directory. So let's select the teacher that we want to remove. We can go here and edit their profile. I want to go all the way to the bottom. Here we have all their profile inofrmation, their user type, what pages or sections they have access to here, which sections they are staff members of, and we're going to go all the way to the bottom here. We are going to look at all of the different ways you could either disable, lockout, or delete an account. If we disable the account, that means the user cannot login to your school admin site, they cannot be seen on the staff directory, their personal pages cannot be seen on the public site, but their user data and personal pages will still be available in the CMS. That's Disable. Now, lockout-- when you lockout a user, much like a disabled user the user cannot log into your school admin site. They are still seen on your main staff directory and their personal pages are still available on the public website, but also like a disable user their user data and personal pages will still be available on the school admin site-- if you do need to access those for whatever reason. The last one here is delete. Now this is permanent. All of their data and all of their personal pages are immediately deleted and cannot be retrieved. As we do know, John Smith is leaving our school. We're going to go ahead and delete him. Are sure you want to delete this user? Okay. Alright! Deleted successfully! We're good to go. The next thing we're going to do in terms of cleaning is look at our pages. Now it's important to go through your pages and see if there's anything that might need to be cleaned up from the previous year or altered for the upcoming school year or removed completely. So we get there by going to Hamburger Drop Down Menu, Page Management, Pages. We have all of our Category Pages here. This is where all of your content lives. Now there are three components to your Pages. There's the Categories, the Sections and the Pages themselves. We always like to say that it's best to think of these as filing cabinets. Your categories, that's your filing cabinet drawer. Let's click on Miscellaneous. Next you have your Section, think of your Section as one of the folders in your filing cabinet. Let's click one of these sections here. We're going to look at our COVID-19 resources. Lastly, these are all the pages within that section. Now the pages are the pieces of paper or pages in the folder in the filing cabinet. We have our Spring 2020 Distance Learning Resources. We just wrapped up that semester at the end of the school year. I don't want to delete this page because there's probably some good information here but what I want to do is edit this page so it reflects information for the upcoming school year. We'll put Fall 2020 Distance Learning Resources here. Since a lot of schools will be utilizing Distance Learning in the fall as well, if it's something you don't need at all, you can go right up here to Actions-- Delete. I just want to edit that so instead of Spring 2020, it's going to say Fall 2020. Publish. Alright, so it has been published. We are good to go there. I want to do a little more cleaning and prepping for the upcoming school year. The next thing I want to do as an Admin is set up terms for the school year. Let's go to the Hamburger Drop Down Menu, Classes, and Terms. Alright, now this is important because a term must be set up before teachers can create classes and add assignments to the website. Before they can do any of that, you as an admin have to do this. So I'm going to create our term for the upcoming school year. We'll add Fall 2020 right now. Let's say we start on August 24th and we end on December 18th. Click Save. And there we have our upcoming term-- Fall 2020. So now my teachers can go in and create classes and add assignments to the website. Let's go ahead and actually go into our Classes and Assignments. So this is where teachers can go in and add their classes. A lot of schools like to utilize Google Classrooms and you, as an Admin, can turn this on. So, Admins, once you enable Google Classroom integration for your site, teachers can then create classes and connect them to their Google classroom accounts. Now the Class name and description are pulled over and a link to Google Classroom page is added to the public class page. This also allows teachers to post assignments from your Edlio Admin Site to your connected Google Classroom accounts. Now, as an admin, to enable this for your site you go to Hamburger Drop Down Menu, Site Management, Settings, right there you can go to Classroom. This is where you can add your Google Classroom. Now, for this next section, I first want to go to our Edlio College Prep site so we can see what other items we might need to clean up right now. We'll refresh this. We can see that we have some outdated information Our Homepage Alert says "Cap and Gown Pickup" from last week, Monday, June 1st. That's outdated. Let's see. We have a widget here to sign up to attend the virtual graduation for the Class of 2020 from this past Friday. People can enter their information here and they'll we'll send out a Zoom link to that graduation. We don't need that anymore since it already happened We have another widget here-- the Spring 2020 Distance Learning Hub-- again, outdated information and then under News & Announcements, which is where that homepage pop-up populated from, we have right here our Cap and Gown pick up, Monday, June 1st again, already happened. We have some stuff here that we do need to clean up. Now let's go back to the Admin Site and clean some of this up and add some info for the upcoming school year. Most schools are utilizing distance learning and a lot have already announced that they will be doing so again for the 2020-2021 school year. So, with that being said, a lot of schools are issuing Chromebooks or laptops to students to make distance learning a reality So I want to create a Calendar event so parents and guardians will know when they will be able to pick up a Chromebook for their child. We're going to do that right now in Calendar. We'll go to Plan > Calendars. I'm going to go ahead here and add an event. We want to add this to our academic year calendar Our title will be 2020-2021 Chromebook Pickup. Time and location- so this is going to be a week-long thing. It's going to be hard to get every Chromebook out in one day so we're going to do this over the span of a week. Let's say we'll do this in August. We'll repeat here- daily. I'll make this possible from 7 a.m. to 7 p.m. It will not be forever. We will make this from Monday, August 10th to Friday August 14th. And just a description here-- "We will be assigning 'specified dates and times for you to pick up [typing] Whoops! I'll fix that. ...for you to pick up your child's Chromebook. Check homepage for more information I'll go ahead an click save. If we got August now starting on the 10th we see we have our 2020-2021 Chromebook pickup all throughout the week there. So we already have that in our calendar so we're good to go there so the next thing I want to do is announce this in our News and Alerts I'm going to do that by going to Announce > News & Alerts Awesome! We're going to add some new news. We see here it's going to be posted to our News & Announcements. Headline: Chromebook Pickup happening August 10th to 14th." Short Summary: [typing] [typing] ... will still be distance learning this upcoming Fall. Every student will have access to a district issued Chromebook for learning. We can add more content here. If you want to link to an external source you can. Let's go ahead and add a picture Down here we have our options whether to post now or post later. We can also set this to expire whenever we'd like. It's a great option to use if you eventually want to go in and remove this as to not provide any outdated, and therefore, confusing information to your school community. We want to get this info out as soon as possible. So we're going to do everything we can right now Alright, we have to add our Alt Text here. It's very important to add that for accessibility reasons. We are good to go. Click save Now, that news has been added to our News and Alerts. That's fantastic that. Now, we have all these other ways that we can announce this news here, in addition to the news and alerts section on your homepage. The first thing I want to look at here is your Social Media Manager. You can push this to your connected Facebook and Twitter accounts. Some of these other things here are add-ons. Reach out to your Client Success Specialist for more information on these. You can send it out as an App Alert Now, with an App Alert, it should be noted that the Edlio School News App, which is now included with every subscription for every school, is a great way to get information like this out. Parents simply download the School News App, search for their child's school and now they'll get any information or news alerts pushed directly to their phones through the app. It's pretty fantastic. You can also choose to send this out as an email to your school community. So the first thing I want to do is add it as a Homepage Alert. We saw that one before about picking up caps and gowns. I want to set this one up now so the first thing people see when they visit the site is this news story here about picking up their Chromebooks for the upcoming school year. It automatically expires after 24 hours. I want this one to stay up a little bit longer so parents know what to expect. So I'm going to set this as a homepage pop up until the end of the week. I'll select "post." "Do you want to replace the existing homepage alert?" I do. Awesome! Now we have our news alert and we have that set up as a homepage alert for next four days. So, I want to get as many eyes on this as I possibly can so I'm going to utilize another one of these free features here. I'm going to use our Email Sender So this auto-selects the template that includes information from your news section. It already auto-populated here with the Chromebook pickup happening August 10th to the 14th. I can add other news here as well if I wanted to add that Cap and Gown pickup. I'm going to add this here We have a couple other stories. Here I can add just some placeholder text here Select continue. We can see here who is going to be the sender of this email so when parents receive this, it will show up as coming from Edlio College Prep. I'm going to select my Contact List here for the recipients We already have a Chromebook parents list,  so I'm going to go ahead and add them. Our subject, "2020-2021 Chromebook Pickup Information" We can choose to send it now or later. I'm going to go ahead and send it now. Okay, awesome! Successfully sent. So now we have it in our News and Alerts, Homepage Popup Alert, and we've sent it out via email. Pretty awesome so far but there's some more stuff we can actually do with this. So now I want to create a form where parents can select a day and time for them to come in and pick up their child's Chromebook for the upcoming school year. So we can do that by going to the Hamburger Drop Down menu > Community > Forms. Awesome! So I want to add a new form. We'll build this out together here. I want their first name, don't need their middle name. I want an email address for the parent and I want a phone number as well We can go in here and make all these required as well so we know who they are. I want a little bit more information than this, so the next thing we can add is another required question-- Student's name and ID number. So we know exactly-- let's make this students-- just in case that parent has multiple children in one school. So we know who this parent is coming in to pick up that Chromebook for and let's say we want to give them multiple times to come in, y'know, see what works best for them. So let's see, "Which day works best for you?" Alright, great! [typing] [typing] August 10th to the 14th [typing] Alright, so we have every day here If parents are fine picking multiple days, that's good. That's why we give them multiple checkboxes here to work with and then we just give them a window of time to come in as well. [typing] [typing] [typing] [typing] Alright, so we have our form here- first and last name, email address to reach the parent, mobile phone number for the parent, student name and ID number for the parent to pick up the Chromebook. The day that works best for them and a time as well We need to title that. [typing] "Chromebook Pickup 2020 - 2021" Alright and we click save. Fantastic! So it has been saved. One of the next things I do want to look at, so if you want to check on the responses, you can come in here, let's go to Forms. There it is, Chromebook Pickup 2020 - 2021. We'll go in here to Form Options. Alright, so if I want to, I can add an email address here so I will get notified every single time somebody submits a response in that form and then I can go in, see what days and times they picked, and follow up with an email with them so they know what day and time to come in and pick up that Chromebook. I'm going to send a confirmation email to them as well. So once they submit that form, they'll get this confirmation email. It says "Thank you. Your response has been recorded. We'll follow up with a time." [typing] [typing] [typing] [typing] Fantastic! So we have our form all set up. Now, what should I do with this form? I want parents to be able to see it, so I'm going to put it in two places so we can get the most eyes on this thing. The first thing I'm going to do is, after saving there, I'm going to add it to our Site Navigation. When parents come in to our site and they go across that Site Navigation, it'll be right there for them to click on. I'll go ahead and add that information. I'm going to add it to our COVID-19 Site Navigation item here. We're issuing these Chromebooks in response to COVID-19. We're Distance Learning as a response to COVID-19 I'm going to go ahead here and add the form here. We can do that by going to our feature page., select the feature, and we have all of our features here. Alright, I went to Forms. I'm going to find my Chromebook Pick Up form. It's probably going to be at the bottom here because we just made it. Here it is-- Chromebook Pickup 2020-2021 There we go, we have the name there and this is where it's going to bring them. I'm going to click save. So when we go check our Site Navigation in a moment, we'll see that form there. If I really want parents to see this when they visit the homepage, I can also add it as a button widget to make sure that happens as well. So I'm going to do that by going to Page Management > Homepage Widgets. We have two widgets here. So one thing I want to do is delete these old widgets that we have here. This is outdated information, so our form widget here, I'm going to delete that and our button widget here, I'm going to delete that. Now, we'll go over what those are in just one second. We'll add our form widgets first. So, for this form widget, I'm going to go ahead and make this a place where parents can come and subscribe to our school newsletter. Let's go ahead and add that here. [typing] "... Weekly School Newsletter" [typing] Alright, so parents will be prompted to putt in their first name, their last name, and an email address. Once they go there, we'll select a contact list we can add these responses to So any time that any parent comes to the website, fills out this widget here, their contact information will be saved to that contact list that I just selected. So let's save those changes. You'll see here this is where on the homepage this widget is going to live. I'm going to add a button widget right here. I'll bring it down a little more. This button widget is a a great way to go ahead and draw attention to another page on your site. So you'll see here we have a label. I want to bring everybody back to that Chromebook Pick Up form that we just created. "...Chromebook Pick Up Sign Up" Alright and we'll get the the link to that. So we'll come here and get that URL. There we go-- Chromebook Pickup 2020-2021. There's our form. Add that URL here. I'm going to open it as a new tab, yeah let's do that and save changes. Everything is saved, so let's actually come over here and we'll check out our Edlio College Prep site again. Let's see all this new information. We have this new home page pop-up alert about the Chromebook pick up happening August  10th - 14th. I can select okay. I can read the full story under News & Announcements. I can also click "Don't show again." If I've already read this information and I know what I need to know from it, I can just click "Don't show again." It will not pop up for me any time I come back and visit the site. Again, we have that form widget to sign up for our weekly school newsletter. I can put my first name, last name, email there and I'll subscribe. We'll "x" out of that. We have our Chromebook Pickup signup. Again, click there and boom we have our form right here ready to go. I can fill out all of that information I think that's going to wrap up things for today. If you do have any questions or concerns, please reach out to either tech support or your Client Success Specialist. If you're not sure who your Client Success Specialist is, please reach out to clientsuccess@edlio.com and we'll go ahead and point you in the right direction. I also highly recommend coming here to help.edlio.com. We have several different resources at your disposal, including tips and tricks and help articles for any questions that you might have related to your website. Again, I wanted to thank all of you for joining us today for this webinar. We'll be hanging around here for a little bit. Just a couple more minutes. If you do have any questions, throw them in the chat and my buddy, Matus, will answer those in the chat there for you. Thank you very much!

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