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End of School Year Wrap-up For Admins

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Check out this webinar to learn all about how web admins can tidy up their school sites as the 2020-2021 school year comes to a close. We go over some tips and tricks to clean up your content and User Management for a fresh start in the upcoming school year. Our Edlio expert covers some strategies that are easy to implement and can have a big impact on your school or district’s communication with parents and students.

Show Transcript

Alright everybody I think we are officially officially ready to get started. Thank you all for joining us today for this My Edlio webinar. My name is Danny I am a member of the Client Success team here at at Edlio I'm joined today by Sergio Flores he will be in the chat there answering any questions you may have I'm so if you have any questions, concerns about this webinar through it the chat or Q&A feature Sergio will go ahead and get those answers for you man is a genius so I'm sure anything you throw at him he can answer for you if we can't get an answer today we will follow up with post webinar myself or one of our Client Success Specialist will be happy to assist. All right now onto the focus of today's webinar now let's celebrate good times y'all because we are wrapping up the 2020-2021 school year end of the school year is in the books about to be in the book really you have all worked so so so hard to ensure that our schools are performing at a high level even in the midst of a pandemic and you should all be incredibly proud of yourselves. I like to thank all of you for all of your hard work, dedication and guiding the Next Generation through their academic journey specially in this wierd unpresedent time that we're all living in it could have done without you and again thank you ,thank you for your hard work now I today we are going to be talking tips and tricks will you web admins out there to do some spring cleaning I really prepping for the end of the school year and getting your sites in Tip-Top shape for the upcoming school year as a former teacher I noticed how chaotic and hectic the beginning of a new school year for me in the end of the school year too. Doing a little bit of spring cleaning now and prepping your site for the new school your or for summer school ahead is one way to can I take some of the stress of the new school year off your plates will look at a few different ways you can clean up your site and disseminate information about the upcoming school year summer school to your school Community. Now some of the things for me looking at today updating your user management cleaning up your pages and your site navigation as well I'm using news and alerts go long way home page pop-ups and widgets and a whole lot more. I'm excited you decided to join us. Again any questions throw them on the chat and we'll be happy to answer those for you. Alright so and if for any reason you do need to step out and I can't finish the webinar with us today no worries or we're going to have this webinar posted in the help center in the coming days Let's officially get started now the first I want to look at is our user management will get there right now to go into hamburger drop-down menu will go to sleep management will go to user management all right here we got all right so now we see all of our website admins at the top here odds are you won't have this many and then we have all of our regular users regular staff down here now  let's say we have a teacher staff member who has gone to a new opportunity as we all know usually happen like now ish so 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 now let's find the user scene here all right so it's a Maude Benson here is moving into a new opportunity so we're going to go ahead and edit their profile scroll to the bottom here have a few different options here as to how we can do this. First option here disable the account the user cannot log into your school they cannot be seen on the staff directory anymore on their personal pages  cannot be seen on the public site but their user data and personal pages will still be available in the CMS of you as a web and web admin need to access any of that you still have access to it by disabling them. Next we have a lockout like the disable user this user cannot log into your school admin site if they're locked out they are still able to be seen on the main staff directory and their personal pages are still on the public website like a disabled the user data and personal pages will still be available in the school admin site if you need to pull any information from those yourself. Next we also have delete down here this is permanent so all their data and personal pages are immediately delete it and cannot be retrieved the only do this do you know if you're really have a whole lot of information didn't have pages are sure you don't need any of that anymore and then you can go ahead and delete them but if not we have to disable and lockout feature. Here I'm just going to disable this user go ahead and delete that I'm okay go back to all users. Next step, I want to look at page management and Pages so it's important to go through your pages and see if there's anything that might need to be cleaned up for the next school year or removed completely. What are the most common complaints I hear from clients that some of that feel like they just have too many pages is too much content. If you keep adding stuff, adding stuff, and adding stuff and you know you're not cleaning it up along the way it can get super unwieldy so this is where where web admins come in and can really help clean up stuff for the cleanup the admin site. We always recommend taking stock, re-evaluating everything in your page management how you can stream line it so not only to make your life easier for you as a web admin and your team as well but also to make for a better user experience okay so let's go in and clean up some of these pages that we had from you this past school year semester I'm see if we can clean them up if they need to be deleted or if there's anything you know we can just like alter for the upcoming school year. So I'm going to come here to the section of these are all the pages with in that section so what sites what start with our Remote Learning homepage a now the majority of schools have in person learning or some sort of a hybrid approach so here we can go and clean up some of that information you depending on look like but you can always clean up his information now or delete it if we need to. Let's go ahead and edit this first so if you ever do need to delete a page look at actions delete do that there I think we'll need a lot of information for the upcoming school year I'm going to go ahead and update this info to make it applicable to the 2021-2022 school year can't I believe we're coming up on a 2021 2022 school year that is semester I'm just changing the dates there we're still offering remote learning through the 2021 semester add some more info here and then down here where I was exchanging dates so what's my pulse on August 30th right around the beginning of the new school year publish to that I swing updated that in here are so winter 20 talent show on Zoom so that is long gone this and we probably don't need any more soon as just come here and delete again if you ever delete a page you like I don't know why did I do that I'm going to deleted Pages here and restore anything you mean it might not have meant to I'm going to go ahead and delete this one out so we do not need it right now that talent show has come and gone so if you need to go ahead and update the content of any Pages or or do they just do that in your page management you're good to go. Next up I do want to look at classes now the next thing as a web admin you're in charge of adding terms to your admin site remember a term must be set up before teachers can create classes and add assignments to the website we have current term set up from January to June I want to set up our fall 2021 term so go in here and type Fall 2021 say this begins on the third and let's just say we are ending this on the 17th. All right I'll save that alright perfect so now teachers can come in and add classes here so a lot of schools like to utilize Google classrooms and you as an admin can turn this on actual show you if you don't have that turned on or we can go on your site management, settings, classroom, and this is where you can go ahead and enable Google classroom integration for your school. Let's come back up here to classes and assignments so once you enable Google Classroom integration for your site teacher can come in and create classes and connect them to their Google Classroom accounts the class name and description are pulled over and a link to the Google Classroom Pages added to the public class page is also allows that teachers to post assignments from your other admin site to your connected to Google Classroom accounts again we were able to turn that form Site Management, Settings going into classroom and we're going to be everything set up for our teachers for the upcoming school year. All right next up I do want to just come in here and we'll take a look at are School site hear everything we're manager on the backend here Edlio College Prep information so you can see what it looks like on the other public-facing site here will come back in the admin site here and clean some of this up now for the purposes of this demo and the essence is all about how to wrap up but clean up your site for the end of the school let's say that all of this content is outdated let's say we already had our graduation a couple of week ago I'll show you how to remove any kind of not useful anymore so again was just reading your site for an upcoming school year let's just say the graduation already happened so we have this class of 2021 graduation pop-up alert here we have these homepage widgets hear some concerts that concert already happened we have 21 graduation updates I'll we probably don't need that see you say navigation in the spring 21 information here we probably don't need that anymore so we can update that for fall 21 or summer in a summer class all right so we'll hop back in here the admin site the first thing I want to do what let's say were going to set up a calendar event before let's say we head into fall what say we're going to have a summer camp so I'll set up a summer camp event in here start in July when summer camp is starting I'm going to add this to academic year calendar add our title all right now what's the we want our dates so we're going to repeat this weekly will select our days so tell me Monday through Friday see we're starting on July 5th you going all throughout July so so there update our time of dates are time it's goes from 8 a.m. 4 p.m. alright so we have this all throughout July here starting on July 5th ending on July 30th are summer 2021 Camp all throughout July let's put some details in there all right, summer camp, back again for summer 2021 check here for a list of programs and classes today at registration due by June 30th awesome so add that and look at that all through out July we have our summer 2021 camps all added there. Next up let's create a registration form here so people can register for that summer camp come here to the drop down menu, Forms I've already created this form ahead of time I'll show you the stuff that we added here so Student name, Guardian name, Student ID number, Parent Guardian email address, their phone number and which club / programs the student is interested in now if you want to and if you have a Edlio Pay which I recommend everybody's having Edlio Pay it is completely, completely free if you want any information on it at your store have already reached out your Client Success Specialist would be more than happy to set you up with a demo again is completely free and it's a great way to collect payments for things like after school sports, summer camp activities like this add fees anything directly integrates with our forms so if you ever need to collect payment from that you can put it right in the form of payment to be collected it's pretty pretty neat so if I wanted to go in here and collect payment for this summer camp program we did over here again already built this one out save I can see what this looks like here this is what that registration form is going to look like now next up I want to go ahead and add this as news so parents can go in and register here for the summer camp so we get more eyes on it in general give me one moment won't check that out all right so do an ounce news and alerts okay we already had this a class of 2021 graduation here I remember when we came to homepage here at the homepage pop-up alert if the second there we go right there on Saturday happened I could delete I could delete this news here but for posterity sake's I'm going to keep it but let's go in real quick to another I just want to turn off that homepage pop-up alert so it's not the first thing that's popping up when we see that will turn that off l'll show you how we can turn it on again we build out this summer camp news announcement here articles let's add some news I'll post it to news and announcements summer camp is back for 2021 all right and here we go add a short summary that kind of sums up you know what this is all about summer camp is back again for summer 2021 join us for the entire month of July out for a month of fun and learning a list of programs and classes today registration due by June 30th. What I could do here is more information here, add a PDF I could add more information about that here I could also link to a page since I've already created that summer camp registration form I think it could be a good idea if we link everybody to this page so when I read that news announcement cool summer camp is back they click their and then boom right away they're brought right the registration form to get signed up when we go ahead or at a photo here as well to bring more eyes on it we'll add Alt Text I now have the option to either post now or post later so if we want to time this out to and if you wanted to expire this way you can set it up as well but this one works leave us up for the time being I will go ahead and Save our news is saved that is awesome so let's look at a couple different ways that we can kind of get the word out more about this the first thing I want to look out is the home page alert that we had before for the graduation link I want to go and turn this back on again. It auto defaults to 24 hours to have his homepage pop-up alert come up but you know I want to keep this thing going for a little while I want as many eyes as possible as long as possible so I'm going to extend after June 30th their host that then we come back to the site and I'll bet we will see that our news there is a going to be part of the homepage pop-up alert now let's see here we do have our social media manager so it's a great way to go ahead and push this information out your connected Facebook and Twitter accounts you've already done that Broadcast here is an add-on feature but if you do have it. You can go ahead make an announcement send this out you know via phone, text, email here through Broadcast a great way to do that app alerts that you can send us out as an app Alert in Edlio School News App which is now included with every subscription for every schools so parents simply download the School News App from Apple Store or Google Play Store search for their child school with any of the app and that'll get any important information news alerts pushed directly to their phones pretty cool we also choose to send this out as an email for school community through the email sender so let's try that. We have a bunch of templates here for your school emails one of them include any news items that you had so it would automatically added this summer camp is back for 2021 stories here we can add more stories anything else that you want to add I'm going to come up here and then adding any specific content that you want to go to the email (pasting text) we're going to preview to see what it looks like so we have our logo, content here, stories and here all right and from here you can choose to who you want to send it out to so if you have an existing contact list we have a summer list summer camp contact list yeah you can put in your subject here and send it out another way to get more eyes on this information for the summer camp coming up great way to get in contact with your school Community alright I'll see you I want to look at a couple more things then we will wrap up so I want to look at homepage widgets another way to get some more eyes on this thing so we're going to be cleaning up some content as well so we have a spring concert widget here and a 2021 graduation widget here is a link to one of our Spring Concert already happened we can delete that graduation this was a form widget which was used to collect contact information people who wanted more information about out graduation of zoom and in person it's a great way to collect contact information using the form widget here I will go ahead and delete that now so I want to go ahead and will add that summer camp registration link we'll add it as a button you can choose drag and drop wherever you'd like it to appear on your homepage so let's see what the top right here they want to add the links that's the link to the Form and we'll call that Summer Camp 2021 registration save changes so when we go back and check our site here in a second we will see you that one last I did notice within our site navigation we had information here Spring 2021 I want to go ahead and update that since already done with that we'll update this to Fall 2021 what's the ones that is coming up we have 2020-2021 school year edit that so we'll add that the page that we just edited here under Miscellaneous we need to edit the page name first and section name so we have new name for our section there (2021-2022 School Year) and we already added and the updated 2021-2022 remote learning homepage here and we can update the other Pages later. Site Navigation we already have our 2021-2022 remote learning homepage there and update that to 2021-2022, save, right awesome so we ever 2021-2022 school year site nav info here now change this to Fall 2021 looks like we are all good, save that. Okay so let's go back to our home page here's what we still have that old information will go ahead and do a couple of refresh's here All right so we are good to go now so we have our homepage pop-up alert all about summer camp is back for 2021! I can click on "don't show again" if I don't want to see that again if I click read full story bring it right to that registration form pretty cool let's go back to the homepage see what other updates we've made don't show again so it doesn't pop up for us anymore here in Site Navigation for 2021 and we have Summer Camp 2021 registration which also we need the rest of that registration form and we come down here to our news announcements we have our summer camp of 2021 news right there which again was also things that registration form. We were able to clean up some stuff today I add some new stuff for the upcoming school year. We're good to go! If you have any further questions or concerns or anything we'll be here for a couple few more minutes my buddy Sergio will be answering questions in the chat we can try anything I hear while we saw some time we can do that or if you have any questions aside this webinar please reach out to Tech Support or your Client Success Specialist if you're not sure who that is or who your Client Success Specialist is please please reach out to clientsuccess@edlio.com will be happy to point you in the right direction I also highly recommend coming to www.help.edlio.com Pull right up here for you. This is a great great resource we have tons of Articles tips and tricks every questions that you might ask we have all of our previously recorded webinars here we've done webinar ton of topics if you have any suggestions of please please don't hesitate to reach out with them I will always looking for new topics for there something you want to learn more about let us know we'd be happy to do a webinar on it all right again I want to thank all of you for joining us today for this webinar I will be hanging around here for a couple more minutes if you have any questions Sergio and I will be happy to answer those for you I hope you have a fantastic fantastic rest of your day. Thanks again alright Take care!

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