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The Web Admin’s Guide to User Management (Edlio Webinar)

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The new school year means new additions and changes to your User Management. Check out this pre-recorded webinar for the ultimate guide to making the best use of your User Management tool. We'll take a look at how to manage admin site privileges + permissions for users and how this feature ties back to your Staff Directory. We’ll also be discussing two-factor authentication, as well as the other built-in tools included with your Edlio website that you can use to ensure your site is protected from unwanted attacks.

Show Transcript

I want to thank you all so much for a joining us today my name is Danny I'm a member of the client success team here at Edlio. Let's just get some quick housekeeping out of the way again if have any questions throughout the course of the webinar throw them in that Q&A feature we might not be able to answer them as we're going but we'll definitely take some time at the end to answer those if we can't get to them during the webinar itself and if youy can't stay for the entire webinar today do not worry we're going to throw a recording of this up in the help center in the next couple of days but now let's get into the meat of the webinar today. It is time to talk user management and general website security now more than ever it is important for us to help keep our information safe and secure. Now while Edlio prides iself on its website security and maintaining a safe platform for our wonderful clients we do need your support in sustaining that level of security and you could do that through your User Management. I was looking the other day, I saw on average 30,000 new sites are hacked each and every single day and I'm sure many of you are aware that school websites are increasingly becoming targets of those attacks so let's go over some ways that you can help keep your school website and by extension your school communities information and data safe through your User Management. Now what are we going to be covering today? We are going to be looking at the user management tool itself and hop into the CMS. We're going to be adding a user and deleting a user and we're going to be playing with permissions things like that. We'll look at passwords and single sign on options, Edlio user Access Best Practices, and one of our newer security features here. Alright Now what is User Management? We're approaching today's webinar from the perspective of a new web admin alright where you as the Web Admin you are looking at who's loogging in to your school site. If we look over here this is what user management looks like. Yours may look a little different than this with different users and what not but this is the site we'll be using today-- Edlio College Prep. Again, you can manage who can log into your site admin area and work with their permissions Web Admins are only going to be able to access User Management here so if you're logging into your Edlio admin site and you're not seeing a space for User Management, that means you are not a Web Admin, if you think you should have Web Admin credentials please reach out to one of the Wed Admins at your school and they will be able to assist you with that or your Client Success Specialist and again your user management that is where everything from your staff directory is pulled. You know teacher pages, profile pictures, things like that are all pulled from your user management there so if you want someone in your official Edlio staff director, they need to be added to your user management. We'll go over a couple more things here then we'll hop into an actual admin site so we can take a look at some of this. Alright, but first thing there are three different account types when creating users in your User Management. First one, Super Admin. Every Edlio site only has one Super Admin account alright so so they can manage other website administrators which is the main difference between a web admin and a super admin all right. If we go through the list here, Web Admins and Super Admins can both manage users who are not website admins they can both access and manage all features in the edlio admin area they can send emails from your organization through email sender and down here, Web Admins can be given additional specific religion I was saying that because the super admin is the highest level of admin that we have really the only difference between the Web Admin and the Super Admin is that the Super Admin is able to go ahead and delegate website admin privileges to other accounts and then of course we have our regular users for that think you know maybe staff members who won't be updating the site you know they will have access to their teacher pages and any other additional privileges that you want to give them access to which we'll look at in a second here but beyond that it's pretty limited what they are seeing on their end. Again, these are the three types and again that one difference between super and website admin super admin can add web admin privileges to other accounts. One note here I did want to go ahead and address here right here don't link to one person's email address this is thr super admin account. Most schools let's say there's one Web Admin, an Batman IT director something like that they're going to the Super Admin at the school even with that we generally recommended not including your email address as the email for the super admin that we recommend creating yourself a web admin account and only logging into the Super admin account when you need to go ahead and add a new user who will need web admin privileges. Again it just makes things easier the school itself I mean people coming and going if anyone's leaving the school it just generally helps if we don't have one email tied to that account or if we do want one there may be a general email you know webadmin@yourschool... or superadmin@yourschool... something like that but we recommend not adding a specific person's email address to the super admin account. Alright, real quick-- password security Now the section isn't just for you as web admins but something you should be communicating to your staff to the users who will be logging in your site a strong password is your first line of defense in keeping your site safe and secure if you're using an easy to remember password then odds are it can easily be. guessed or used by a hacker or malicious actor they're not going to be sitting there manually typing in numerous passwords and they're going to use in a program to cycle through commonly used passwords trying to login odds are your know your password can usually be guessed in seconds if you're using a common password, right? Some of those commonly use passwords are just the word password , picture1, one or any variation of one two three four five six seven eight, y'know however many characters you know ever sites that allow week or password like at least now you'll see that quite a bit so I also understand that it is convenient to use one password for all sites and accounts that you have access to. It saves you from having to remember a million different passwords but also a terrible idea once a malicious actor finds your password they're going to try to use it across multiple platforms and sites so creating a strong and unique password for all of your site is a simple and practical way to keep unwanted intruders from assessing your accounts and you know definitely don't just have that password like written down somewhere you have different people to easily access for it yet you know just using a vault like 1Password, something like that is a great idea. We have two different password examples here, password1234 and then this one down here where were using different symbol next to a still spell that out but you know it's a little harder to guess there even this I really wouldn't I really would just avoid any form of password in your password but here is the difference between the two makes a huge difference. Alright now again, definitely recommend using password managers/generators things like that to create the strongest password possible. We made these with LastPass, also a great service when creating strong passwords last slide before we hop hop into the admin site here now before we jump in I just want to cover some best practices when it comes to granting users access to features of your website with security in mind it's a good idea to limit the number of users with web admin access while it may be more convenient to grant a user full web admin access which gives them this to every feature of your site the more web admins you have the more opportunities /targets you know, malicious actors will have to gain full access to your admin site. We recommend auditing your users with website admin privileges regularly to ensure only people that need those privileges have them. Alright, now let's hop into an admin site real quick here I'm going to log in as a Super Admin. Alright, now you can see here I am logged in as a Super Admin for Edlio College Prep now again we are focusing on User Management today so you can get to User Management by going on here by going to Site Management and User Management management you also get there by going to the hamburger drop-down menu going to site management, user management, alright here we have our main a dashboard here we can see all users added to this site yours might not have this many this is just kind of a testing site that we use here for a lot of people at the company every admin site is going to look different and this is the new and improved dashboard here we recently updated this to give a more modern look and feel and some more functionality here so we look over here we can go ahead and search for a user alright we can use our filter feature over here so let's say we just want to see just the web admins on this site here and we see people who are web admins but and they have these badges here if people have two Factor authentication enabled we have badges here you can see on the side here. I will go ahead and clear that filter and however you want to go ahead and filter these you can do that here alright let's go ahead and add a new user here to our user management we'll click new up here in the top right corner we want to give them a username we only need to add things here that are in bold and starred everything else is optional Alright, and add add an email okay we're coming down here to user type a user type. In order for anyone to be populated with in your staff directory-- your official Edlio staff directory one of these needs to be selected Other Employees, School Administrators, or Teachers if you don't click these the person will not show up in your staff directory that's why if we go and you see like a super admin account none of these are going to be checked off because usually the Super Admin is separate from individuals so these won't be checked off here again if you want them to show up in your staff directory go ahead and check one of these off and then coming down here, administrators alright again at again you're only going to see this if you're logged in with a super admin account if you want this person to have web admin privileges you can go ahead and click on that that box right there. Multi-site management-- now let's say you are a district with multiple Edlio sites and if you're you're managing and updating all of them you can go ahead and check this off for the person you're adding you know that making a user account for you can check that off and what we can do is go and log into each admin site and connects all the accounts to all you have to do is go up here click the name of the school, there'll be a drop down and go ahead and select which admin site you want to go ahead and edit there now I'm going to go ahead here Alright, I just added a Help Center article in the chat there we don't have too much time to get into multi-site management today for anybody who might need to go ahead and do that I added a Help Center article with super helpful information there but okay but we're not going to make this person a website admin, they're going to have regular User Privileges and I'll show you why right now. Another best practice again is only granting access to features a user needs Alright, being a web admin it's tough work it's a lot of work and it's a lot to update we encourage bringing in assistance wherever you can right? We're all about teamwork here that Edlio-- teamwork makes the dream work but we find a lot of web admins will bring in teachers, support staff to assist with the challenges of keeping a school site up-to-date so your site can be the communications powerhouse that you need it to be. Alright, so in this case I am bringing Maude here. She's going to help me update this site right but she's not going to need full access to everything she's going to be accessing certain parts of the site so down here is where I can give her access to those specific parts of the site that that I want her to be able to update. So down here the first thing you're going to see is categories and  sections. This is pulled from your page management. Remember you have up to six categories to use to use and within those you have your sections and within those sections you had your individual pages so I can go ahead and just you know check off specific boxes here so right now, Maude is going to have access to this Learning Pages section and all the pages in there so she can go ahead and edit those so these are all of our Categories and Sections for our Pages here for this site. Again this is a test site. Yours might not be as long as this and that is a-okay. want to come down here now to more edit and access privileges now this is for our news categories alright so let's say I want Maude here to be able to push news and announcements to the front page of the site, I'm going to go ahead and give her access to just this category here I'll come down here. I can give this user specific access to a specific calendar. We'll come you want to come down here now we have our other sitewide features, things like broadcast Facilities, Food Menu, things like that if you want to go ahead and you know block off certain privileges here for this person to use this is where you can do that and then down here we have our password protected areas all right these are a great way to restrict access to just certain areas of your website to just the people that need them right so I use for staff a lot we find a lot of schools using kind of like a essentially a Staff Intranet using password protected areas so in this case we have a Staff Resources page they so we built out a page in Page Management for nothing but staff resources you know just information only they need to see if they're going to put up behind a password protect area so they need to log in using their credentials that were creating for them right now to log it and be able to see this Alright, I want to come down here-- account status we are going to go ahead and I'm going to actually do that in a second. Once we going to go do something else here we've had here at we've added some specific privileges to Maude. Maude is a regular user, not a website admin, with some specific admin priveleges here. Being able to add news, opportunities, links, video gallery, and they have access to the staff resources password protected area Okay! Awesome! New user has been added. Cool! Like I said before this all your staff directory right so this case I want to go ahead and add a picture of Maude here so I when we go to staff directory we can see her picture there so we want to go ahead here click this that's all I'll come back here from it all users but we can see how it got in there too So I'm going to search for Maude. I'm going to come up here with the pencil icon we're going to select a photo Alright and you can go ahead and crop and adjust the photo as you see fit and there we go now we have a photo to go along with Maude's profile here so when we go to the staff directory we can see. Let's hop over if you want to see your staff directory, go to Site Management > Staff Directory Let's see and there we go Maude Benson, right there. Alright, awesome! okay so we got that all set up here let's go back to our user management remember Site Management > User Management now let's take a look at a Teacher who used to have web admin privileges but doesn't need them anymore I want to remove web and privileges. Let's say Bodhi Benson here- you're going to go to their profile, edit profile, and just uncheck website administrators save that and this are this person no longer has web admin privileges Alright and then one last thing I wanted to do here we just created this account for Maude Benson for the beginning of the school year and now let's fast forward to you know June of next year. It's the end of the school year. Maude Benson has moved on to another opportunity here so they unfortunately are no longer going to be a part of edlio college prep here now we can go ahead and do a few different things with their profile . Now I'm going to show you how to do this at the individual level now and then I'll show you how we can do it with multiple users. So we can select multiple users at once I just want to click on Maude Benson here and edit profile let's go all the way to the bottom to that Account Status area I was showing you before so down here we can do a few different things we can do here. Again Maude Benson is leaving the school we can go ahead and disable her account right account is going to be deactivated they can no longer log in and their personal content will not be seen on the site so let's say they had teacher pages links you know we click on her name in the staff directory we would be brought to her teacher pages that content will be hiddent so it's not going to be eat it so just let me know if there's any data content anything that you need to pull from these teacher pages you can go ahead and do that so people still will not see them in the staff directory but you can still pull whatever content you need from their Teacher Pages. You can go ahead and lock them out so this is going to go ahead and lock them out they will not be able to log in a lot of schools will do this if they don't want to just log into the admin site at all again if there is regular users they only have access to are their teacher pages they won't be able to access the whole lot more but some schools do you know they just they want to be able to add the users and add the profile photo so they can have a nice looking staff directory but they don't want anyone else logging into the site that way you can go ahead and just click your locked out and then no one will be able the user will not be able to log in and I'll show you in a second how we can do that across the board with all users. Down here you can also go ahead and  just straight up delete the account if you want. This is permanent. It'll delete all of their information on teacher pages everything's only do that when you're absolutely sure you do not need you know their information on there anymore and no more content from them as well. Alright, in this this case we'll go ahead and actually down here we have force password reset . I'll show you how we can do that for a lot of people here I'll go ahead and do that right now okay so what that's going to do is that is going to go ahead and Maude will get an email saying hey you need to create a new password in order to log in so let's say you go ahead and you add you know a bunch of new users alright and I just showed you how to add a user here individually if let's say you know you have a whole slew of new teachers that you need to add reach out to your client success specialist they'll be able to bulk upload you know however many teachers you need so you don't have to go in at each one individually they will send you a CSV that you can fill out you know the name a person last name username email things like that and they go ahead and get everybody uploaded to your user management for you and will save a lot of time if you're not sure who your client success specialist is reach out to clientsuccess@edlio.com or when you're logged into your Edlio site here, you should have a little little button down the bottom little picture there you click on that looks like ours is Darius Johnson-- great guy. You can go ahead and get their email address right there I reach out to your client success specialist that way Alright, but again, let's say we need to-- so I just showed you how to do a password password reset for one person I also showed you those options for deleting, disabling, and locking out an account. Let's say we go ahead and we have several teachers here that' left this past year you click on, you check the box next to theor name here and up here you can go ahead and click disable, enable, you can force a password reset. Let's say again you added a bunch of people using the bulk upload feature from your CSS and you know you want them all to be able to add their individual to create their own individual passwords, this is the best way to do it check it off in here and then selecting Force password reset. You can also go down here. We have a few other options locking users out things like that but again it's a great way if you just need to do things en masse there with your user management. Alright again if you're going to do that password reset, they're going to be locked out until they until they reset their password something to keep in mind. Let's hop back over here real quick. couple more things I wanted to cover here. Single sign-on SSO now besides our standard login option your school or district and IT department can also set up integrations with Google, Office 365 (Azure), and LDAP, an active directory single sign-on platforms here. So once set up users will be able to log in to the admin site using their SSO credentials which is great because it means one less password to remember. So if your school is interested in bring up SSO please reach out your Client Success Specialist or you can open a case through your admin site with our tech support team, either of them will be able to assist you with that if you have the ability to add SSO if you're using Microsoft or Google, I recommend it makes things a lot easier okay so why should you use SSO? It allows your staff to sign into your admin site using their own Google or officers credentials one one less password to remember. Two-Factor authentication now when we were logging in here before you might have seen I had a little thing of the top saying, hey you know please register for two-factor authentication we always recommend two-factor authentication you know if you can get we'll get into that in a second we have another slide here for that as well it also simplifies our user management using SSO right it makes things a lot easier on your end if you're already making those updates through Google and again it uses the password requirements set in the SSO platform, so platform so whatever Google Microsoft password requirements are that would be on that end there. Quick note though if you are using an active directory ldap users must use Edlio's password requirements Alright, Two-Factor Authentication sanitation now it's the last thing to cover today it's another tool to further enhance the security of your site again 2 Factor authentication (MFA or 2FA) works 2FA is a is a method of providing different pieces of information to allow you to log in more safely alright so you're going to log into your account once you have everything set up and then you're going to be given you're going to have to use an authenticator like Microsoft Authenticator Google Authenticator you'll get a 6-digit code and you go ahead and do that and it's just one more piece of security to keep your account as safe as possible. Again if you want to do that when you login to the admin site here if you don't have it set up you just click right here and it'll bring you to a qr code to go ahead and get that set up on your end Alright, and I think I'll wrap things up today I do have one more trivia question here today. We're going to get you in just a second.

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