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Summer Break ‘22: Prepping Your Edlio Site for Back to School [Edlio Webinar]

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Summer is here, but we all know a Website Admin’s work is never done! Check out this short webinar where we highlight how administrators can best utilize your Edlio Website in time for the 2022/2023 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 Learn how to clean up your website and remove any outdated content, with website tips that are easy to implement and can have a big impact on your school or district’s communication with parents and students.

Show Transcript

Alright everybody, I think we are ready to get started! Thank you so much for joining us for this My Edlio webinar. My name is Danny Benson I'm a member of the Client Success team here at Edlio. Now first off I just want to say congratulations. We made it through another school year and summer vacation has begun but we know that a web admin's work is never done and if anything for a lot of you now is a really good time take a look at your school website for the upcoming school year and see if there are any changes that need to be made. Now just some quick housekeeping up if you do have any questions throughout the webinar please throw them in the chat here. We'll do our best to get them answered during the webinar if not I'm always staying on here after to answer any we can get you a throughout the webinar today. Today we will be focusing on some features in your admin site that can help with prepping for back to school but before we get into that I do want to highlight one thing. If there's anything you think you might need assistance with from our tech support team, please try to get those cases in as soon as possible. I can't stress that enough. June through August is really our busiest busiest time so if you have any cases please try to get them in to avoid any delays if you know if you're not sure how to do that if you're in your admin site, go up here to help, contact Edlio support come on down here to new case this is where you go ahead and open up a case here. Alright, right now before we get into all the the wonders of the admin site and the things we can do here I do want to go over here. So this is the admin site we're looking at for Edlio College Prep today this site here now the first thing I want to take a look at it any more of a high-level overview of our home pages here-- your home page. Now is a great time to take stock of what's working and what's not. You know, seeing what's work for your school community and what's not. I'm not talking about a full-on redesign here. They're great. We love our redesigns but they generally take about six to eight weeks depending on the type that you get instead I'm looking at individual elements here that you could add, remove, update on your already existing home page. Most of the stuff I'm going to cover right now in the next like 2 minutes or so either they still need help from our tech support team and your client success specialist to take advantage of but just some things I think you know if we're looking for maybe a little bit of a refresh for the upcoming school year these are just some things that we could be looking at. Now, first thing here we notice on in this homepage we have a video-- most of our homepages have either have in a full screen either video. You might want to if you have one you might want to try the other. It's always good to kind of freshen things up a little bit so if you have a video, maybe try a shuffle or vice versa coming down here we have our quick links a lot of our sites have quickilings so if you have them if you want them they're a great way to send your audience to those those hot spots on your page on your site right spaces where you know people are going to the most people you spaces where you you know you want to send them to the most the things that I may be our most important your school community it's always great to have a quick links there and you know if yours don't look like these the photos behind them, it might be a great addition to do that for your site I'll come down here let's see we have our news and announcements here and our calendar to you if you want to make a change to these you know I always recommend you know doing that come down here. We have our Spotlight Section here. We'll get into that in just a little bit. If you want to add a social media hub here with your embedded social media feeds it was a good idea a little video here not a bad idea at a glance section if you have stats I thought you really want to put out there for your school community and maybe any prospects you want to just let them know how great your school or district iscould be a good idea to do that again if you're looking for some inspiration you know what's going on I'm doing this a quick overview hey here's this here's that, if you want inspiration reach out to your CSS, hop on a call with them they'll go over your homepage with you. They can give you some tips and tricks some things that they think might work for your your homepage things that you can update and also be happy to send over some primo examples like let's say that you say, "I really want to update our calendar I want to see you know what different styles of calendar we can do, let them know they'll send you over some examples that we have from some of our other school sites if you're thinking of something like this or that for your calendar, we'll send you over some of our top examples of what those look like and they can walk you through the process of setting up a case of with our Tech Support Team to update those. You have to talk to your Client Success Specialist to see if there's going to be a fee associated with that it's not going to be as much as you redesign but there might be a small design change fees here and there if you're looking to make any updates like that to your homepage I just wanted to start there on a very basic basic level here looking to make any stylistic updates to your homepage definitely reach out to your client success specialist they will always always be happy to assist with that. Now let's hop back in to the admin site here and we'll go to the main dashboard here-- excuse me Alright, okay! Now, first and foremost the first and I want to look at today is cleaning up our user management we get there by going to the hamburger drop-down menu, site management, user management. Alright, now this is where you're adding everyone who is a "user" of your site and what that means is up to you now you just want them to be displayed in your staff directory add them here and they'l show up in your staff directory now if you-- let's actually hop over here to find the staff directory Okay, here we go, this is the staff directory of all the users. that we are seeing here in our user management. Again, if you just want them to show up there just add them here and that's it Adding them here will give them them limited access to the site, you know, just their own teacher pages /personal pages personal calendars things like that. If you don't want them accessing the site even with just those limited editing abilities do not give them their login credentials If you are going to be adding anyone we can do so individually up here . Click new user. Alright, now it is really important we can go through here add user name first name everyone's information here for any new hires at the school that we want to add it is important to note though if we are going to be granting these people web admin privileges you can only do so from your site's super admin account remember that username is admin. The super admin account is the only admin account that can go ahead and add web admin privileges for any users. That is really the only difference between a super admin and any other user with web admin privelegs for what it is ability to add web admin privileges and just below that we have our regular users again if I just went ahead and added a person right now and selected their user type here they would be given those regular use our privileges again just editing personal pages things like that but I went through here at an individual user if you want to like get it back to school you know I'm sure there's going to be a good amount of turnover and a lot of new hires, you can go ahead and reach out to your Client Success Specialist, they can help you with bulk uploading users to your admin site. They'll send you a CSV file that'll have fields for your username first name last name things like that and they can get all these users added for you in one swoop. It's a lot easier than going through here at each one individually so I definitely recommend that if you have a good amount of people to add to your user management now if we are removing any users, if there's any staff turnover people leaving the school we have a few we have a few different options here if you can go and you can go in here and just find someone individually at their profile come down here all the way to the bottom we have a few you different options-- disabled, lock out or we can delete down her. Now if they're disabled, it means their our account is deactivated and they cannot login. Anybody who goes to the site you can access that users teacher pages, their teacher calendars things like that if they're locked out here that user cannot login to the admin site but the general public can still access their teacher pages their calendars, things like that or if you just want to straight up delete them delete all of our content everything you can do that here. This is if you're doing this individually. If you know you have a bunch of users that you want to go ahead and disable we have our new updated user management up here let's go through and we'll mass more mass disable a few users here Let's see! All of these users here are no longer at our school Oaky! All of these users selected here right up here. I can select disable users Alright so the accounts that I just selected are going to be disabled again they are disabled they can no longer login to CMS they will not be seen on our staff directory people cannot find their personal pages on the website but let's say there's some content that you needed as an admin from one of these users Pages something like that you can still access that information when we come over here to the filters the right now we're showing all enabled here. This filter is pretty cool so what say we want to look at web admins, we can do that here. What we want to look at here is disabled users. We'll take off that web admin filter. These are all the users that have been disabled so far so you can see the ones I just added here have been disabled, let's say I need to go here to Bodhi Benson, I can go in go in here and still grab content from their teacher page anything like that anything that you need to pull, so this might be a better option you know at at the time where if you what do you want for to full-on delete them yet. Maybe just pull some content there always recommend disabling first before full on deleting them Alright okay I see Sharon has a question here yes Sharon asked, "What if the Super Admin needs to be changed? I am the new admin assistant to the superintendent because the current admin assistant is retiring. how do I get access?" reach out to your client success specialist and they'll be able to assist with that if you do like the password everything for that a super admin account if you're not sure who your client success specialist is reach out to clientsuccess@edlio.com andlet them know what school you're with and they will connect you with your client success specialist to get all of that updated Awesome! Okay! Next up, let's look here at our calendar feature couple of ways we can get there with me that's why we click plan then calendars calendars right here or hamburger drop down menu plan calendars a few different ways to get there Alright, so let's say you know we have some stuff here what's it was weekly senior lunch here this is a recurring event I'm going to click in here alright, so this is reccuring throughout the school year let's just say yeah obviously we're not going to have a weekly senior lunch during summer what we can do until we want to keep this calendar event around, you around can just disable it instead of full on deleting it. Come over here and I'll show you. On our homepage calendar, right here we have that senior lunch one coming up here on the 13th I'm going to go ahead and just disable that Alright, cool, so we still have that event here if I just click delete here just going to remove it completely we will not sit here but since it has disabled it has been removed from the calendar so if you -- let me just go ahead and refresh that one more time. oh okay My apologies! Let me come up here to June *coughs* Excuse me We'll come in here and disable that. there we go okay that one in from this side that this most recent event here disabled that has been removed from my calendar it was pulling me in to when the event was originally created but you see it has been removed from my calendar now. Instead of fully on deleting it we can do that here if we want Now that is just if you're manually adding things to your calendar now if what I do recommend of possible I do most schools are using either Office 365 or Google Calendars if you have those already set up with all of your school events, I say go ahead and integrate that calendar it's one less than one less thing for you to do really streamline this process here. If you're if you're not sure how to do, we'll go up here to settings and it's going to bring us right to our calendar. We can also get there by going to menu, management settings and click on calendars here all right now are you can select all your different calendars here let's say if there's one that we want to go ahead and update let's say this academic year calendar here we can go ahead and connect a new calendar this one will connect my Google Calendar Alright, now we have this 21-22 calendar connected to it but we don't want that one anymore we want this 22-23 calendar there alright so now not any events that I add to this calendar through my Google Calendar will go ahead and sync automatically and update on our homepage to this academic year calendar here you can always go ahead and do a manual sync if you want as well but again if you're not using Google Calendars or Office 365. I recommend doing that. Let's hop back over here to the hamburger drop-down menu, we'll hop over to news and alerts Alright, so these are regular news and announcements hereall displayed here on our homepage. Now you can always go in and delete all news items if you don't want or need them here click these three dots, you can always delete something if you want if you want to do that you can always just unpublish it as well so let's say what's this funding survey right down here right now we know we're going to use this funding survey news-item every year if we just need to come in and update dates and links or something it'd be a lot easier just to go ahead and unpublish it instead of deleting it and just knowing next drive to go back in fill that out again and so I just went ahead and unpublished that by clicking those three dots and selecting unpublished and let's say you know that time is coming around again where I needed that news I don't get I need to know when there and just make some up. maybe show unpublished news here we have that funding survey there you go back in here just make any updates that you need to here let's save we come back over to news and alerts We'll go ahead andpublish that and there is our funding survey with the updated information I always recommend unpublishing an republishing if possible I have a question here about our calendars Do we need to add each calendar individually or can you bulk import the Google Calendar on to multiple sub-site do you need to go into each individual site there and you can go ahead and add to Google Calendar individually to each one there. Alright then, let's see Let's talk about Spotlight Messages Spotlight Messages here on our homepage. This is a spotlight message. A lot of home pages do you have them if you don't have one but do want one, reach out your client sucess specialist I'm always like to think of it I just an offshoot of our news feature althoguh 100% its own thing if news and announcements. let's say it's the front page of the top your newspaper write your Spotlight message is like the the feature stories, right? The Arts and Humanities section the sports section of the newspaper right? Still timely and important but it has its own place here. It can change throughout the year a lot of schools will highlight teachers or students of the month something like that. It's also a great place to put a mission statement something like that for your school district. Also a great space to add a back to school message from your superintendent to your principals something like so let's update this Spotlight message here come and come back over here to announce Spotlight messages Alright, and let's update here welcome back to ECP Edlio College Prep go ahead add a little message here from the principal here and we'll update that photo Alright and we'll remove that file that was with that last Spotlight Message there. Now you notice here this is a read more link here for your spotlight message you can always change the descriptive link named if you want to to say anything else that you can put that there. Alright we'll refresh this We have the welcome message from the principal here read more we'll go in there that's the full message there Spotlight Message-- a great little spot to just y'know welcome people to your site. Let's see we have 10 minutes left here so I'm going to power through this last little bit here quite a bit to get to your so what kind of fast track this. Next up we'll look at contact lists. We have a question here. Yes you will be able to re watch this at a later time and add this to our help center in the next day or two you'll be able to find it there we have all of our previously recorded webinars there! Awesome! I'm going to contact lists under Announce >> Contact Lists now web admins have access to all contact lists so if you're looking to decrease clutter you can come in here and delete a list if it's something that's not really needed for the next school year let's say you know we want to get rid of one of these you can always come over here to these three dots, you can download the CSV of this It'll give you all the contact info here in the CSV let's say you don't want it on the site you anymore be stored somewhere else if you ever need it again you can always access it through that CSV. You can always edit specific lists here again web admins have access to every contact list added by any teacher any user here in at the admin site so let's go ahead here-- so this one our junior year 2021 2022 parents list well I think we can safely assume most of the people on this list are going to be now our seniors for 2022 to 2023 school year so I'm jut going to edit this one here ane make any adjustments if we need to alright let's see if there's anything that needs to be added or removed you can always do that here if you want to go ahead and add someone contact you can do that easy enough here. We always recommend do adding in bulk if you can if you have multiple just always easier to click Add in bulk here you can download our CSV template, fill in whatever fields you want to be there and upload it here in I had all of those contacts for you here pretty easy to do. Alright yeah right but I always recommend doing it in bulk if you ca. Let's hit up our forms feature here. Let's see Let's find a form we might not need any more need any more We have our 2022 summer camp registration here let's say your summer camps already started we don't need the registration form anymore there's as a couple things we can do here so he's not allowed to form options we'll go over here to schedule so we can open and close this form on a specific date so we can go ahead and close this form out now we can also close on a specific date now if we want and if you want we can open it back up let's say you know we know we're going to use this form what say we open registration from you know March to beginning of June so we get people in for summer camp and play with these dates year so it opens and closes every year make any adjustments that you need to the actual form itself if you want to go ahead and update this for next year 2023 summer camp registration things like that. Always good to come in and take a look at your forms. Same thing we were talking about with the contact list. You can always go ahead and export any answers here as a CSV if you want but here we have all our answers for this year's summer camp registration download excel again if you want to export any of these all right now next up let's look at our media and how we can clean some of this up here out here if you want to go ahead and remove items. We do not have a remover on public option we only have a delete option so if you do you like we don't need the skill that 2022 album any more, go ahead here, just select delete but again that is permanent. I only recommend doing it if you know you know you're not going to need it here any more. Come over here to our media and our videos now if you do have a homepage video like this here this video is determined by what is uploaded to your videos here whatever is the top most video here that is starred featured here is going to be what appears on your home page or the top on your homepage here so if I like unchecked this and then decided to add to a different video here like this fall Sports sign up when the Falls coming up here so we're going to make that the new video-- give it a couple refreshes I was given a few a few seconds here to update but we'll come back in here in a second we'll see if this one has been updated to this fall sports video again will tell you this one we had this Edlio College Prep virtual toure, we can go ahead and unpublish it for you don't want to be seen anymore delete it again I'm always a bigger fan of unpublish if possible. Alright, right now let's go ahead here if I want to add a video. I can put it directly here I can also add an embed code from YouTube, Vimeo something like that you have an embed code when add that here Since I just added that one down is automatically going to be featured here at the start so I don't want this one is like the main video here letting this one to show you here but we'll go uncheck that and make sure do we still have a sports video ready to go and there we go to do is now added here as our homepage video last like really important bit I really want to touch on is our classes terms alright alright come over here to terms that you as an admin have a very important role here in that teachers cannot add classes or connect their Google Classroom to the site until a term is set up so we'll see here right now you have our fall 2022 term set up right but teachers can't get in there until that start date there so we always recommend let's first day of school is September 1st alright September 1st we want to make sure we're giving teachers plenty of time to go ahead and add those classes so we don't want to set this date as September 1st want to give them plenty of time when you're on here I'll give him the opportunity to go ahead and add classes now I can go ahead add the date for now. Let's go ahead and just build one out real quick for after summer school let's say, summer school is going to start in a week and we'll go ahead and set up that term why should we have school Summer School 2022 Let's set the start date for for today and we'll end on July 15th there we go so now we have our current term summer school 2022. Teachers can go in now and add their Google Classroom if they want let's just go in there and oh well I don't Google Classroom function there. You you as an admin can go ahead and add that here, I'll show you how we do that we'll go down here to site management >> settings go to classroom make sure down here enable Google Classroom integration is checked off as yes once you have that checked off as yes then teachers can go in and integrate their Google classroom with their their teacher pages their personal site there it's a great way to make a one stop-shop classroom anything they need there for teacher pages. Definitely recommend using Google Classroom integration if you'll use Google Classroom. Every school is different. Alright, I think that'll wrap things up for today I will do a little bit of housekeeping I'll hop into those questions in the chat in a second. I want to thank all of you for attending today's webinar. For any questions we can't get to today, please reach out to your Client Success Specialist, time if you're not sure who that is please reach out to clientsuccess@edlio.com and we'll be happy to point you in the right direction!

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Summer Break ‘22: Prepping Your Edlio Site for Back to School [Edlio Webinar]

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