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Cleaning Up Your Admin Site For Winter Break [Live Edlio Webinar]

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Check out this webinar to learn all about how web admins can tidy up admin sites as they prep for the upcoming winter break. We go over some tips and tricks to clean up your content and User Management for a fresh start. Our Edlio expert also 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

hi so what are we going to be talking about today so we are going to be talking about cleaning up your admin site for winter break will take a look at how administrators can best utilize their Edlio website for the upcoming winter break best practice to clean Pages, outdated users, user content, and all of that before the winter break so that all the information and all the content on your website is up to date while you're out and when you come back from break you have a nice clean slate to work with I love that feeling so I'll let's get started I'm going to hop over here to my admin site I logged in as Daniel here I am a website admin I'm not a super admin that come into play here in a second I'm a regular webadmin here log into the admin site here for Edlio College Prep now the first thing I want to take a look at your is user management so we'll go there for by going to the hamburger drop-down menu site management user management all right now what can you do in user management now this is where you manage anyone who can log into your website admin area so we'll see here we have all of our users with a bunch of web admins here you should not have this many at we recommend not having this money but this is just a test site but down here will see all our regular users all right so this time of year as we're coming into winter break this might be a good time to re-evaluate who has certain privileges on your admin site let's say maybe a web admin someone up here you know they really only added certain pages maybe occasionally post like announcement something like that you need to be an admin again we recommend having as a few web admins as possible the more you have their you know the the more the more possible is for any sort of security breaches anything like that we I meant trying to minimize the amount of web admins if possible so you know let's say we do have a web admin up here and we want to go ahead and you do remove their web at an access we can edit their profile and just give them access to like the specific thing whether it be a certain section to the only edit the pages with a section or a you know I just give them access to news and announcements we can do that only go in here we'll go down here to a regular staff member I'll show you how we can go and edit their profile so in this case I want to go ahead and give this user edit access to these are all of our categories and sections within pages I know that this is a language arts teacher I want to access to edit the language arts Pages within our academic departments category appear so by clicking this I am now allowing this person to go ahead and add it that language arts section I can also give you no access to edit access to all pages if I want it was in this category but in this case I was going to do that also might be a good time of year to go ahead and yes I think about your staff directory we see a lot of schools with outdated staff directories if you can believe that I'm so can you come over to your site and check out your staff directory you know might be a good idea to do that casino you might see something like maybe unfamiliar faces in there baby faces that were you know staff members last year but have since moved on to other opportunities things like that you can come into your admin site here so we'll go with the same user hear what at their profile we'll come down here there's a few different options we can do to remove this person from the staff directory or I'm going to depending on what their role is we can remove admin access disable them and things like that down here I want to focus on account status you can see it down there on focus on these three things actually disabled user,  lock out user and delete a user now to lock out a user this one right here this means the user can no longer log in into the CMS, the user can still be seen on the staff directory their personal Pages their teacher pages are still available on the public website but their data has not been permanently deleted that's if we lock them out if we disable here it'll go ahead again they will not be able to login to the Edlio CMS but they will not be able to be seen on the staff directory their teacher pages personal pages will not be seen on the public site but the their information will still be here in the admin site so I say you need to pull some content from their personal Pages or teacher pages you can still do that but again they will not be able to log into the CMS they will not be in the staff directory and the general public and not see their teacher pages and the last one I just delete this just straight-up delete all of their content so they can't login anymore obviously won't be able to be seen on the staff directory personal page is gone and everything would be permanently removed from admin site again this is if you have any staff members that are no longer a part of the organization then this is where you can go ahead and play with that in user management all right and I'm sure y'all just had a maybe not too too long ago but your back to school photos you know they'll be coming by now I'm so through utilizing the staff directory feature here I mean on user profiles you can go ahead and edit staff photos if you like so I could come over here and their profile we can click on the pencil icon we can add a new photo if we want all right we've updated their photo now I'm just a few different things you could do with an user management has to kind of clean it up if you haven't had a chance to look at it in a little bit all right let's go let's see so I'm right now I am on the admin for Edlio College Prep School go to the homepage here all right will scroll down here to our calendar we have our calendar they're so right now I see that we have two events you're coming up just for Thanksgiving break so if we go back over to the admin site we'll go back to the admin dashboard so we can get to our calendars by they're going to here calendars or plan calendars so we can go back if we want to clean stuff up but we want to delete any individual calendar items here we can do that I'll show you in a second how we can go and integrate the Google or Office 365 calendar where you can do that until we have these Thanksgiving break items here coming in December so that we have we have our winter break here commence January I can't believe it's already going to be January 2022 are there we are so January 2021 we don't have the first day back yet what's going to do that the first thing you're going to notice here are two different calendars again I doubt you have this many calendars this is a test site but usually your first one at the top that is going to be your zero calendar that is going to be the one more than likely that links to your homepage so when I go ahead and just add something there you get if you ever want you can add something to all your calendars here at our first day back from winter break all right and you can if you want to make this a repeating event anything like that you can always do that location adding details for click rich formatting that take you to the text editor if you ever want to link it to an outside URL you can always do that you can always add a picture files like that as well you can I'm going to add like a nice little flair to it but I will go ahead and save that alright great if you want to go ahead and integrate Google or Office 365 calendar with any of your Edlio calendars here you go up the settings here alright then go to calendars and then again down here is where we have all of our calendars again 0 that counter is usually to be the one that is aligned with your homepage calendar here you can go in here select any of your calendars come down here at the calendar integration and that is where you can go ahead and connect it to a Google or Office 365 calendar all right and then I said next up I want to come back over here to the homepage where to take a look at this site nav up here all right I'm taking a look here I see we have some outdated content the right here we are like summer learning 2021 graduation 2021 you know those are great things but we're a little beyond that now 2021. We are we going to remove some stuff I definitely recommend doing this if you can I'll come up here go to the back to the admin site site management site navigation all right there we go okay you want to come down here see some under academics, graduation 2021 we go and delete that I just a reminder when we delete these we are not deleting the pages themselves we are just deleting the site navigation item so these pages live within your CMS they can still be accessed where I was going to cover that here in a second so will delete this summer learning 2021 we'll go ahead and save these awesome so we went ahead and got rid of some of that outdated content now I want to go ahead and just add in some content here coming up for the upcoming school year let's see what other winter activities here I made a page for a fair that we're having work for all the clubs and organizations within Edlio College Prep so 2022 Club fair day will go ahead and just add that page there add that anywhere here move it by dragging here all right and we'll go ahead and click save all right and we'll come back over to the homepage must give us a refresher might take a second or two one more refresh are we should be good to go all right awesome so what there we have that school club 2022 page that I just added to the site nav okay now I know what I want to do next actually I want to get as many eyes on this page is possible with the Club Fair coming up so I really want to go I try to get as many students involved as possible I wanted my parents to come and see this as possible how can I do that will come back here to the homepage we want to add a button here to this home page up button widget come back over actually click this button which it looks like right now like this yeah putting on the homepage users can always hide it if they want to by clicking on the arrows let's go build one out ourselves so again we want to go ahead here to the hamburger, drop-down menu, page management, homepage widgets so there is that one that we have one right there that Christmas we're going to add two different ways you can do that a form or a button widget in this case we're going to add a button widget and we'll give it a name all right we want to go ahead and get that URL so we'll come back over here copy this (URL) paste it in here, choose if you want to open a new tab with the same window I always liked you in the new tab option we have new features here with a position of these widgets do you have one that moves with the page here says you're moving along you kind of see that it stays right there or is sticks to the window so as you're scrolling to the page that widget it will kind of stay in place there watch a car like that sticks the windows will do that and it down here you weren't able to do this before but now we give you the ability to go ahead and choose a few different styles here for your widget is all has to do with on the primary colors used on your Edlio website in this case we have reds whites and blacks so I'm going to go ahead and choose this one here like it was a little bit bigger little thicker when we will get more eyes on it I'll save that okay we'll just save successfully go back to the homepage there we go! 2022 Club Fair registration page right they're awesome we did that so let's go remember I was saying before I was deleting those items from the site nav but we are not deleting the pages themselves they still exist so let's come back over there and we'll go to our page management on the page management and pages there we go all right and we'll go out and search for that one of those pages that we just removed from the site nav leave one of them was a summer learning so I'll go ahead here you can use the search feature here there we go I'll click on the section here within the clubs and activities category okay know what we can do here is we can go and just delete these Pages if we want that's one option I'll go back over here to the clubs and activities category we're going to see the summer learning section here I'm so right now we have this we can go ahead and click the three dots we can delete it if we want let's you know I want to keep this content around for next summer when we do our summer learning for summer 2022 I can go ahead and unpublished for now so that way when I come back when I come back you know when it's time to start updating end for summer I can just come in here and republish is I can jump in and edit it play around with it and then republish it I was that way it's not totally gone so I'm publishing it families won't be able to go in and search for this page and find it but it's still lives within your CMS can go back there and play around with it edit and republish it at any time if you want I always recommend doing this instead of deleting it unless you know you told me I paid you really really know you just do not want any more I use trackman on publishing it if you can't click on publish we'll see that we have that little guy great out there we have that little guy with the cross through it there so that is how we know that it is unpublished if you ever want to republish this section go down here just publish all right but this that went ahead and unpublished all the pages all three of those pages within that section if you ever want to go out of his delete sorry excuse me unpublish an individual page you can go into the section same process unpublished the individual page instead of the whole section like we just did okay awesome I so one last thing here let's go over to our news and announcements now go there by going to announce, news and alerts all right here we can see all of the news that was previously posted here if you want to go in and if it's stuff that you don't think needs to be there anymore it's kind of like overcrowded always go in and delete certain things like that let's go ahead and add a news announcement here for the coming winter break letting people know hey it's coming up there won't be any staff on site and you will have limited access to email something like that all right do you want to go ahead first off you want to choose where the story is can you post to give a number of different news categories you can add I know however you want a broken up organized but the main one here are the ones going to post on our home page right here is going to be this news announcements are only a day headline winter break prep right next up we want to add a short summary this will appear under the headline on the homepage there's my little one here reminder all district and school buildings will be closed from 12/20 to 1/3 all employees will have limited access to email enjoy your break and I'll see you in 2022 okay we can come down here is where we want to add more content more information we do that whenever text editor and add whatever you want to, play around with their you can link to a file so you want to act like a flyer something like that PDF you want to go ahead and upload here that's where you can do that and you can link to a page with external internal anything like that you can go ahead and throw the URL in there so let's say you know you did that we click on view more for your on the homepage would bring them the user to whatever site that you have linked here this case let's go ahead and just add a file to this one the little winter word search I always recommend attaching a featured photo to a new story all right we need to add our ALT text this let's screen readers know what image is image we are posting here I'll come down here options you can post now you can post later if you want and then if you ever want to post it expire so it will just be removed once at you know after that expiration time keep up and definitely and we'll save okay so we have gone ahead and posted this news of item here that the school will be closed let's go ahead and make this a homepage alert so people have to see it when they first come to your home page this is the first thing you want and I'll show you here is when the homepage alert will expires it auto defaults to 24 hrs let's go ahead we want this one to kind of be up there for a little bit do it through the Third I'll post that and will come back over here refresh the homepage say a couple of refreshes here there we go all right so this is that homepage alert so we need to acknowledge it in some way we can either just press okay go about our business on the school website we can go on and read. If we click read full story bring us to that winter word search I just uploaded or we can click don't show again that way I'm just you just click okay every single time you come back to this site you're going to get this pop up quick don't show again you won't see this pop up again so quickly. Sorry we got that winter War search I'm just talking about and come back we'll get that homepage pop-up alert again we'll click don't show again I'll come down here we see there is that new story I added added to our homepage all right I think that'll just about wrap things up for today in actually wrap things up for this year as this will be our last live webinar for 2021

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Cleaning Up Your Admin Site For Winter Break [Live Edlio Webinar]

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