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Intro to User Management + Website Permissions [Edlio Webinar]

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Feeling overwhelmed by user permissions on your Edlio website? As a web admin, you wear many hats, but keeping your site secure and user access organized is crucial. This webinar will equip you with the knowledge and confidence to manage your website's users effectively. In this session, you'll learn: - The ABCs of User Management: We'll break down user roles, account types, and permission levels within the Edlio CMS. - Fine-tuning User Permissions: Discover how to grant specific permissions for different user groups (e.g., teachers, staff, parents). - Keeping Your Site Secure: Learn best practices for user authentication and data protection on your school website. - Managing Multi-Site Users: For districts with multiple Edlio sites, we'll cover streamlined user management strategies. - Streamlining Workflows: We'll share tips on efficiently adding, removing, and updating user permissions as your school community evolves. By the end of this webinar, you'll feel confident in managing user access and keeping your Edlio website secure and organized.

Show Transcript

hello everyone good morning or good afternoon my name is Taylor I'm a trainer here at edilio and I'll be leading you through the intro to user management webinar today let's go and get started we'll keep it under a half an hour today at short and sweet for all that you need to know about user management a few notes of housekeeping this is being recorded so you're going to be able to go into the health center and spine this recording that's likely where you signed up for today's webinar you're also soon going to see all our webinar is for July so make sure to come check those out you can always watch them later while being recorded or attend live because we have the two 1/8 ocean enabled that's the second housekeeping note I wanted to make sure you're going to be able to drop any questions you have as we go through the contents today and I'll make sure to answer them before our time is up so it's at let's go head and get started today we'll be going into as you stop the intro to the admins guide to user management will be checking out the user management tool how you can go ahead and assign a different access levels different account types how you can delegate across your building different levels of access to your dashboard in order to make keeping up with your website Magic State content as easy as possible will go through Best Practices if you don't have single sign-on already set up I'll go ahead and show you a little bit about that and we'll talk about the security features to make sure that you have more accounts in your dashboard that your school website saved as safe as possible so when we say user management what do we mean we're talking at most generally about everyone who can come in login to your dashboard the lcms allows you to manage which each person has access to in terms of what features they are able to manage and edit myself to delegate responsibilities clearly keeping up with your website management without making everyone a website admin hopefully you joining today our website admin and you have all of the features in your dashboard if you're not sure we're going to see an example. just a moment and I'll show you what that admin dashboard looks like but we definitely want to encourage you to consider just designating a few trusted people to have that web admin access because you that does give you access to editing entire home page and all of the Affiliated Pages all of the features on your website in order to keep our site secure we recommend minimizing the number of website administrator but also being able to take advantage of delegating these features to your other users so that it doesn't fall all on you keeping up with all of the features of your edlio Sienna so what are these account types first can't type that you see is super admin a super admin is going to be the account that you received when your site first launched your super admin account is a web admin account that can do everything that webadmin can do their the same however a super admin I'm the only difference is they are going to be able to add remove an edit other website administrators we definitely recommend that keep the super admin account that you received when your site launched as a shared account you might need to still go in IP still set to that please change email address if so definitely take a moment and go on and log into your super account admin account and create the best practice would be a shared email between a few trusted folks your trusted webadmin so that that account isn't attached to one person at your school should they move on xcetera the next have super we have excuse me web site administrators these are folks we're going to have access to the entire admin dashboard that will be working on today they can update regular user accounts not other web admin and super admin that of course is the super admin a regular user account when I say regular user account which I mean a default user account has a basic dashboard they're going to have personal Pages at Cielito teacher pages building to add photos and video San Manuel calendar events to pull those items onto their teacher page they're not going to have any admin access at editing access to any of the the features on your CMS but we do the option to give those additional access and then there's a minimal user account so this is kind of the exception if you don't want Folks at your school in your building having dashboard or you're not ready for them to have a dash you are able to give folks minimal user accounts that's going to allow them to appear in your staff directory you're going to be able to pull them and stack blocks on your pages and use all those wonderful features will be able to grant them access to password protected areas but they're not going to have any access to the admin dashboard so they're going to have the ability to create teacher pages let's go ahead and get over into our dashboard them so just a quick note that logging in for the first time in case you weren't aware you can always go to your homepage side all the way to the bottom and come and click on login that will YouTube that login sign where you're going to login either with the edlio login and password that's been sent to you or you're going to create for their folks going to see in a moment or you can log in through SSI if you're interested in setting up Google and Microsoft Access we're going to get into that in our time together today so how were able to find our own profile before editing other folks accounts we going to come to our town in the top right time to profile one who has the dashboard is going to have the ability to come here update their password if they want you can ask folks to upload their own picture very simply by coming and uploading their school picture of selfie whatever it may be from their computer or cloud service you as admin can also upload photos for everyone will see in a moment at so you can make that choice we definitely recommend uploading photos and because that is going to take both your staff directory as well as the use of Staff box in pages and your pages to the next level to have folks profile pictures included in order to find user management we're going to come over here to our hamburger many that's what I call this guy slide down to site management and come over to user man now here we're going to see all of the users that we have in our site whether these are super users webadmin regular users minimal access users were going to see indicated with these badges if they have an admin type if they have time to sa turned on if they have Microsoft SSO turned on so on and so forth now remember as webadmin we are able to edit other regular use I'm always able to edit across the CNS with these three. So I can come in open edit this person's profile their profile photo so on and so forth if I want to send them an email password reset link I can do that here if SSO turned on then you don't need it for us to send them a password reset link for and Leo is going to be automatically tied to their email in order to create a new user let's come up here quick are new user button here were able to create an individual new user so hopefully this feels very intuitive we're going to come through and just drop all of the obligatory information user name and password now a note on security we definitely encourage to follow safe password rules this is the edlio minimum right here if you do have a Microsoft or Google SSO then note that your those password rules will hours because you'll be already linked to your account there and we're going to go in and give drop the person's first and last name and email that's all of the necessary information I just want to note that position well not obligatory field is a really great line item to consider putting in for all of your staff as that's going to give an extra level to a staff directory as well as their teacher pages we'll see if we can get a little bit of an example of that later when you're pulling folks on to your staff page blocks if you come and join us for a Pages webinar time you're going to see how this goes in and really make your life easy in Polish step onto page as well as I giving your school community that extra level of information as to folks roles in the school your basic profile information is there now when we talk about account types we need to come over to East Side Access and there were able to see if indicate that this person is going to be a standard user or a minimal access user a few things that you might see on your dashboard that you're not seeing on mine one is if you're the super admin you're also going to be go to go ahead and give have the option of a website admin in creating another web admin as we discussed another thing that you might be seeing on your profile that you don't see online is under site white access you'll see information about multi-site management management is refers to folks that have maybe a district-wide solution you have multiple sites in your see Ms I'm going to go ahead and drop a really high so you sort resources in the chat that you can go ahead and Save in terms of turning on your mouthpiece tight management basically what you're doing here is your assigning this user the ability to log into your other samish dashboards for example your District at Ford and the elementary or the middle or the high school all of the above you're going to be able what's really cool to go ahead and distinguish their admin says level type based on those different school so you can make for example a standard user in your district and a admin at their School site would say this is the principal for example which user type just a note thank you for the questions we will get to them in just a few moments I see you I want to know also the user type here this is obligatory information but this is going to be necessary if you want this person to be pulled into our staff directory and it reminds us right here it also gives them a few other specific permissions for example why give your teachers a A desperate account a standard user account well they're going to be able to make those teacher pages and when we make them a teacher and user types are also going to be able to use the classes function if you turn that on as to whether I didn't know be able to integrate Google classroom create classes directly here on edlio will also be able to go ahead and send newsletters to Bear the subscribers of their teacher paid a lot of really awesome features that we go through in our teacher page webinar and we be happy discuss with you in more detail just reach out to us at client success at aaliyah.com or to client success specialist you can also read more here I'm out here in this case I have teacher that's a standard user what if I want to delegate this person the ability to help me keep up with editing some of my website content I'm going to be able to come over here to categories and sections and without making them a web admin give them access to my page sections that's what I'm looking at here so these in your pages are your categories if you're familiar with our our beloved filing cabinet metaphor is are your drawers and here are filing folders we can go ahead and assign this person be bility to help us with our English page section or let's say all of our athletic pages so on and so forth what if you want to give them edit access to particular features I come over here today access and I'm able to give them the ability to help me with specific calendars specific news categories or sitewide feature so forms in this case they're going to have access to all of the forms or the letters are going to be able to not only sending his letters as themselves but as the school and help you with that now remember in the case of something like forms you can always set this user to receive or they don't even have to be a music anyone to receive the responses of form without having the admin access to all of the forms so you have some control there in exactly what you want people to be able to see depending on your objectives over here we already have password protected area set up I'm going to be able to ask this person in I don't have to go back in and find open my password protected areas and a sign this person they bility I'm already off to them in Remembering to click the blue saved I'm here at the bottom if you want to bulk up load users that is definitely possible reach out to your client success Specialist or client success at Ed will.com and they're going to send you a formatted CSV file that you can go ahead and upload all of your folks information you don't have to come in one by one to do this you can also of course I'm at consider SSO so let's go over and show you some resources what that is going to look like I'll be dropping these in a chat and just a moment but again our options are with Google SSO as well as with Microsoft you can find all of the setup instructions hear your CSS can also deaf I help you with this you don't need to Google SSO to be turned on in order to integrate Google classroom with your Aaliyah website you're able to do that or to allow your teachers to do that without having Google SSL set up but these are all the options that are available this is really great because it's going to replace the need for a few things on the case of Google and with Microsoft you're going to be able to import all your users and you don't need to send them a separate email and password they can go again go to your homepage scroll down click that login button and just log in with their school email setup this also replaces the need for 2fa so will what is that when we are on our homepage if you don't have SSO setup it's always going to Forever user encourage you to turn on two-factor authentication that is really helpful for the Treaty of your website we especially especially when I meant to go ahead and do this but if you have a soul that takes the place of 2fa as you have your eye to a phase set in place in your Google works place on your Microsoft Azure so it's going to head and add that extra security measure for your site another note really quickly About multi-site Management if you do have a district-wide solution you have multiple site another element for your individual user that you're going to be able to do and share with your users is the ability to go ahead and connect your website so if you click here and it's just taking you home that means you just have a single take solution and it doesn't apply to you if you could here in a little drop down menu pops up and says connect websites then I heard you to look at that resource I dropped in the chat where you're able to come and add your additional web site so easily switch between all your dashboard not needing to log in or out again super helpful all right now I'm listening you need to update your folks accounts you had some staffing changes so on and so forth we're going to go into our user management and we're going to be able to disable our individual users I can come to the three dots and come in to say it's a mystery Kino has moved on to a different School in the district at the end of the school year disabling him is going to allow us to pull him off this after at 3 is also going to hide his teacher pages I think Bobby has been to able but what's great is if I need to as a web admin has a school admin access his page has a different point in time they're just hittin they're not deleted I'm going to be able to access those pages and pull any content I want off of them I'm not going to be able to see him using my filters over here you can see I have a lot of different filters if I want to see who is a web admin on maybe I don't have SSO turned off turned it on and I want to see who has 2fa enabled so and so forth viewers and then I can come see who those folks are you do not need to delete them again because they're completely hidden and here you're just able to refer back to that data if you need it in the future however if you do want to go ahead and delete user you're going to go into edit their profile you're going to scroll all the way down press delete and you're going to have to make sure that you really want to delete this person at the site ask you to type permanently delete user wonderful against in our user management if we want to upload folks profile pictures we're going to be able to do that with other regular users or for all users as a super admin coming here and editing those profile photos wonderful the last note that I want to sort of share with you in a minute open to the qna is you know why go ahead and have teacher accounts why go ahead and create counts for your teachers besides being able to hold them on the staff directory they're going to be able to have teacher pages here's an example of teacher Pages we definitely encourage you to reach out to us if you have any questions attend one of our upcoming webinars or check out a recorded webinar work we going to really all of these details and provide resources for teachers to build a page like this to pull length the Scituate PDF to integrate their classes whether that's a Google class or a class they made using our edlio feature they're able to use post which is a great space to have a little mini block and of course you can have subscribers so as a parent or as a student I can come and subscribe to my teacher's class and then I'm going to get up email updates if they put a move new post I can subscribe to classes and I'll get email if there's a new assignment a lot of really cool features here if you give the teacher that this user that teacher user type in there. They're also as I mentioned going to have the ability to go ahead and add classes as well as the newsletters to those subscribers and even update their own subscription list so they can make sure everyone in their classroom is getting there. Correct information so what that smokes weed covered all of the basics of user management I want to go ahead and open the Q and A for those that need to jump I want to thank you so much for joining us today remember you can always reach out to a specialist or client success at Ed leo.com we be happy to help you out with any of your needs are questions I'm making sure that your website isn't as successful as possible it's written in the name how does can all best work for you whether questions are on user management or any others of the features

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Intro to User Management + Website Permissions [Edlio Webinar]

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