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Edlio Study Hall - Intro to User Management

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Unlock the secrets to efficient user management for your website! In just one session, you’ll learn to: - Understand User Roles: Navigate account types and permission levels in the Edlio CMS. - Fine-tune Permissions: Grant specific access for different users. - Enhance Security: Implement best practices for user authentication and data protection. - Manage Multi-Site Users: Streamline user management for districts with multiple Edlio sites.

Show Transcript

hello and welcome to this edlio study hall on intro to user management my name is Taylor I'm a trainer here with Ed Leo and I'll be leading you through today's session now just a quick notice of housekeeping you can always reach out to the client 6 team for any questions following this training at client success at edlio.com I'm also going to show you how to access help open a support ticket and search Our Help Center using the intercom tool in your dashboard to uh hopefully answer your questions in the immediate to get at easy and quick assistance now what will we be doing in this session by the end of this training you will be able to understand the user manage management tool adding and editing uh users from your user management and then editing and linking them to your staff directory I will also go over how you can create a customized step Direct Tori um we go over this in much more detail in our uh um intro to Pages study hall but um you can go ahead and uh attend that if you have more questions after today session I'm also going to show you a little bit about our password protected areas feature which is uh another benefit of adding folks to user management and share some best practices for security as well as multi-site management if you're with a district-wide solution so on and so forth so let's back up and um just start with a user management overview what is user management why add users to your user management the edio CMS allows you to add users and to manage what each person has access to so you as a web admin can delegate responsibilities clearly to um different folks across your school or District um you want to only have a few trusted folks as super admin or website administrators website administrators have access to all of the features on the website and they manage help manage other users now this doesn't mean that you all have to do all the work of managing your website because I'm going to show you how you can assign um specific Pages or sitewide features to your standard users you're on web admin users so that you can have a user help you edit a particular feature or particular page section without having access to edit the entire website um this is a a great way to delegate that work in Devi up the work of being a web admin um without having many web admin accounts which could put your site at risk um as we will Circle back at the end of today's training um you'll want to go ahead and put some security me measures in place especially for folks that have website admin level access whether that mean turning on a single sign on or an SSO or activating your 2-factor Authentication now what are the different account types that I can create in user management we have 4 account types the um most uh um uh um access is going to be the Super admin a super admin is like a regular web admin they can edit everything across the site but they can also add remove and edit other website administrators website admin are going to be able to have access again to edit everything across the entire site um they're not going to be able to add or edit other website admin but they will be able to go ahead and manage and update regular user accounts what is a regular user account a regular user account or a default account um has uh just the basics when they log into their admin dashboard what are the basics they're going to have personal Pages that's what we like to call teacher pages so that folks can have their own little piece of the website to hold all sorts of information related to their classes or clubs they can add content like videos photos um a calendar they can add classes um so on and so forth and you can also um give them additional Privileges and user management as we will see um so that they can help you edit discrete areas of the website without being a full web admin now the last option is a minimal user account a minimal user account is going to be the choice for you if you want to users um so that you can pull them onto your staff directory and even grant them access to password protected areas without having them have access to an admin dashboard so that's those are the main reasons that you're going to give someone a user management is if you want them to have access to the admin dashboard you want to pull them onto your staff directory or onto your pages and staff blocks um and or you want to grant them access to password protected areas if only 2 of those 3 are true you don't want the person to have an admin dashboard at all there you are not encouraging Teacher Pages at your school or District however you are creating a staff directory you might consider a minimal user account now note that when you create the account type you will have to go ahead and edit them manually so when in doubt if you're going to uh allow and encourage folks to create teacher Pages you might just uh choose to create a regular user account um and then not share that log in information with folks until you're ready for them to create so that you don't have to edit those accounts later let's go ahead ahead and jump into our dashboard so we can see how this all plays out so um here I'm going to come to find my management my user management to the hamburger menu and down to site management and up to user management now here I'm going to see all of my users across those 4 account types I can see the um badge here that indicates who is a web admin or a super admin who's turned on to fa if you've got SSO you'll see that badge um indicated here as well now I can look through everyone or I can simply come and filter them I can see who all on my web admin are who am I super admin I can stack those filters as you you can see so on and so forth now what if I want to add a user I'm going to come up to add new user now this doesn't mean that you have to add users manually every time individ as we are looking at today you are going to be able to bulk upload your users using a formatted CSV file you can reach out to your project manager or to client success at edlio.com um for that CSV file but I want to show you how you can add an individual user so you can make sure to add the information for all your users that you might want to later have on your site so for everyone you're going to go ahead and give them a username and a password your username can be your email here um let's go ahead and make a username um for um a teacher that we want to pull onto our teacher page so I'm going to go ahead and give their username as their school email and their password I'm going to make sure to follow our um password rules to create a secure password if you're using SSO via Google or Microsoft then you don't have to um follow our password rules as your SSO password is going to Trump that um SSO is a great security feature as well as a great point of convenience for your teachers to be able to Simply log into the dashboard with their um school email we don't have to remember another password um you're able to set up the 2fa um then not through edlio but through your Google or Microsoft so is a great feature that you can consider turning on and in the deck I will share some resources about how you can learn more about how to turn that on now scrolling down we need to give this person a first name last name and email and I don't have to give them a position you'll notice it's not required however um I really encourage adding a position because it's not only going to add a really nice touch in our staff directory but it's going to make creating um your customized staff directories so much easier for example if I add my teachers full title when I go to make a math page I'm going to easily be able to pull in all my math teachers simply by filtering for um keywords in this position title now that's all I need to add here on my profile if I want to add additional information for example if we give out our phone numbers we want that to be listed on our site staff directory I can go ahead and add that in additional information here next thing I want to do is come over to site access if I want this person to display in the staff directory if I want to be able to pull them um highlight them in a stack block on a page then I need to give them a US type it reminds us that this is necessary to display in the staff directory so I'm going to give my teacher a teacher user type now it gives them a few other specific permissions you can click here to read more you can also come to our intro to um teacher pages study hall to learn more about exactly all the features that teachers have access to on their teacher dashboard but to give you a preview if I have a teacher user type and not only am I going to have my personal Pages AKA my teacher pages but I'm going to be able to add classes to my pages whether from Google classroom or using our edlio class feature I will be able to create a mini blog on my teacher page using posts um so on and so forth so you can go ahead and give this person a user type if you don't want to in contrast have this person displaying the staff directory let's say they're your parent coordinator I'm simply not going to give them a user type and they're not going to display in that directory once we've chosen a user type we are going to choose what access we are going to give this person if I'm a web admin I can create a standard user or that minimal access user if I'm a super admin I'm also going to have the option to create a web admin or a super admin I want this teacher to be able to create teacher page pages and I'd also like them to help me with some of the math specific content on the website so I'm going to go ahead and give them a dash board again if I just want to pull them into the staff directory or password protected areas but I don't want them to have a dashboard that's when I would select the minimal access user now if you're part of a district-wide solution you have multiple sites for different schools in your District you'll also see multi-site management here I'm going to share another resource um to uh go ahead and give you more information on multi-site management there making it really easy for folks um to not only switch between which dashboard they're working on but also for you as a web admin to give different sitewide access to different sites depending on um that person's role for example we can give a principle uh a admin role at their school while only giving them a standard user um access user uh user account on the district site as an example all right so we're giving this person a standard user and as I mentioned I want this person to help me edit some of the math content um distribute uh keeping our um Pages up to date between uh several people at the school and not having it all fall on me as the web admin to research programmatic updates I can come over to categories and sections and give this teacher the ability to edit my math page section so that's what I'm looking at here all of my page sections organized by categories these teacher is going to have access to only the sections that I indicate here so um I'm giving Mr Keller access to the Mathematics page section he's going to be able to edit this page section his own personal page section and nothing else same up here with additional access these are going to be all of our features that we can give discrete access to this teacher um I want him to help me with um some of the chess club uh news and events so I'm going to go ahead and uh give him access to edit the chess club calendar so on and so forth if I already have a password protected area I can go ahead and opt this person in now if I'm creating a password protected area that's open to all of my users or all of my staff this is not a necessary step as they'll automatically be brought in but maybe I have a uh specifics password protected area only doable by a few people and I want this user to be able to view that let's say MV only I could go ahead and add them here again we'll get to password protected areas a little bit later today all right so we've saved the account and now we can go ahead and give this person a profile photo how would I give them a profile photo from my user management home well I can come to the 3 dotts and view this person's profile edit their profile photo so I can go ahead and search for it my new user and come to the 3 dotts and edit their profile photo uploading a new photo from my computer or cloud service now this user could also upload their own photo um simply by going to their account and profile and they are going to see your photo right here and I can uh go ahead and add a new photo or Swap this out so if you want to ask teachers to add their own photos to have even a selfie um your school photo any photo that they have displayed not only on the staff directory but also on your teacher pages um this is how staff can do that for themselves all right back to user management what if we need to edit a user well remember as web admin I can only edit regular users or minimal access users I can't edit other web admin but I can't edit teacher Caesar I can come to the dots 3 dots always lets me edit across the CMS I can edit this profile edit that profile photo if um Caesar needs a password reset link this is where I'm going to come to be able to send that to him it's going to send to that uh user uh that email again the username does not have to be an email um it can be a um a uh abbreviated username whatever you're going to find easiest for your teachers to log in now let's say teacher Caesar is moving on from our school at the end of this semester I'm going to go ahead and disable this user that is going to pull Caesar off of my staff directory if I have pulled Caesar in the in staff block onto any of my pages for the Department Pages he is a part of um for um the clubs that he has helped to lead everywhere that he I pulled him on the website in the form of Staff blocks staff directory he's now going to be automatically hidden his teacher pages should he have created any are Al going to be automatically hidden but the benefit to disabling a user is if you need to access any of that information later you need to see um uh what he has posted on teacher pages you need to pull some information for the incoming teacher you are going to be able to do that so we always recommend disabling a user before permanently deleting you can also permanently delete a user by coming to the 3 dotts editing a profile and deleting them at the bottom but again brick we recommend always waiting some time before permanently deleting a user as of course then all of their content is permanently deleted so that is how we can add edit and um disable our users now let's go ahead and pull them into our staff directory and here we can see um an example of a teacher um who's added a bio into their personal content again these are things that your teachers can do coming to account or profile or you can add for your teachers coming to edit their personal content edit profile and that information um in their other down here um we can see where that would bolt in to our um staff directory so let's go ahead and find our staff directory first on our um uh demo page here and here I see my new user his photo his name my title and I can email this teacher I can go ahead and search um staff what about Miss Dane he or she is I've got her classes um so on and so forth if I click more info I can read her bio um again we would recommend uh teachers create teacher page to create a more compelling about us um then using the other um synthesis is a little bit um more hidden to see whereas a teacher page can be very engaging let's say I want to go ahead um and uh sign up for teacher page for Mr Benson who is my students teacher this semester this is the teacher page that has been created by Mr Benson giving all sorts of information um about me resources syllabi links buttons content uh PDF a little blog space using our posts feature so a lot of awesome um features that can be um utilized via teacher pages and I'm bringing this up because the staff directory is the easiest way to access those teacher pages and in both cases it's really nice to have again both the extra step of adding those profile photos and those um position titles here now your plug-and-play staff directory that brings all my users with the user type here can be edited simply by going to my hamburger menu site management and use and um excuse me site management and staff directory all right so I see here I have 32 members of user management that have that user type selected ing them into the staff directory so um I can go ahead and view that staff directory here that's what we just did on our public um facing View and I can go ahead and edit what information is pulling in the staff directory by coming up and working directory options now you'll notice at the top our directory has a particular name we made it cheeky ecps amazing staff this is where you can edit that directory named how staff are ordered is it alphabetic by first or last name that's going to be your choices here in the Legacy staff directory um and then you can just uh indicate which information from their user management is going to be displayed so that's why I call this a plug-and-play staff directory because we've done all the work of adding everyone's into our user management and giving them information and now here we're just indicating what we want to publish so if we've added the hard work of uploading profile photos and positions for everyone we want those to load here if we're not quite done yet we can go ahead and simply pull off our profile photos until we've gone ahead and added a profile photo for everyone and here we can choose our staff directory layout design we're going to scroll down and save changes um to go ahead and see those reflected on our staff directory a few other things on my directory options I want to note is um our email as a default is always going to display ascend email link versus displaying email this is going to protect your staff's emails from phishing attempts um because if I go and I want to email Mr Keller it is going to give me a send email form where I'm gonna have to fill in my information and not only that but I'm going to have to verify my identity now this um verification can be turned off in settings under contact but these 2 layers of security um are going to go a long way in protecting your staff's emails again from phishing attempts if I go ahead and send a message to Mr Keller he's going to get an email from no dash reply at edlio.com and he says oh yeah I know Taylor She's a part of my school community he can email back to me and that email will go directly to whatever email I put here so that is how our plug-and-play staff directory works now to give you a preview of customized staff directory we're going to head briefly over to Pages um why might we want to create a customized staff directory well um because uh we can only order staff by first or last name here in our Legacy staff directory and maybe we want to pull staff based on admin versus teachers maybe we want to pull staff by department or by grade level we're going to be able to have a lot of control especially if we've added those position titles in our page management we'll also be able to highlight certain um staff on certain pages for example we can make an Athletics page like we have here and we can pull our Athletics directors onto this page so that folks know um who the point of contact is for this page and can easily email those coaches you're going to be able to create a customized staff directory by going to again your page management and pages you can go ahead and find the page where you want to create that staff directory um or maybe we already have 1 created I can go ahead and search and here we've created a page with our teachers and administrators where we have pulled the teachers onto our page now if I want to pull more teachers I'm going to Simply go ahead and add a staff page block and here you can see I can search by the position of those teachers so let's say I want to create um uh admin and then teacher um sections or um stem teacher and then Humanities I can first pull all my stem teachers simply searching their positions I can click that staff block add manage staff and add more staff so on and so forth um I can come here to my settings wheel and choose those same staff directory layouts that were already familiar with and not only order these staff in a uh different way besides my alphabetical options of to be in my staff directory but I can couch them between different content and photos so text hyperlinks photos videos that um give context to my staff directory I could even let's say um add a teacher spotlight adding a nice image with teacher Spotlight and then pulling that teacher's um stack block and a little bio about me to about them to highlight them on the staff directory page for the uh Department that month the list the options are really endless and I recommend that you come to intro to pages to learn more about all of these page blocks I just wanted to show you how these um staff blocks work now another note I want to to add is that whenever folks um are showing up with this crossed out I hear that means they are disabled and disabled users are hidden so they still show up here but when we publish our page no disabled user is going to be published finally you also have a staff search page block and that's what we have up here so let's say we built we continue building this page um with uh all of the staff blocks we use um content box to include include text and photos and all sorts of information and we add all of our staff here and it's quite a lengthy page we can add that staff search block uh box so that folks can find the um teacher they're looking for very similarly to our staff directory here while offering um the ability to organize our staff in a way that's more creative than just alphabetical all right next I just want to show you the password protected areas as having our users allows us to opt them in to password protected areas I'm going to be able to create that by coming to hamburger menu page management and password protected areas all right so here are all the password protected areas that I have for my site I'm going to be able to create as many password protected areas as I want you can think of about a password protected area as adding a lock to a filing cabinet um we are going to only give the key to that drawer of our filing cabinet to specific folks when we create a password protected area we can create a new password protected area by coming and clicking new area and we're going to want to give this a title maybe we want to create an area that we are going to um let all of our staff view but we don't want anyone who's not on our staff to see maybe these are um rubrics insurance information different pages we've made that are just for our staff so we want to go ahead and hide them from other viewers once we've given our section A name let's go ahead and find those pages and we can go ahead and either drop the URL of those pages or find them in our features or in our um page management so we can go ahead and uh select different sections or um different particular Pages individual pages so on and so forth as you can see I can add as many pages here to um my password protected area as I want as well as different forms once I add everything that I want to be protected I'm going to go ahead and Save and then I'm going to come over to to indicate who has access and this is where I have some different interesting choices I can give all users access access to this password protected area that means everyone in user management can use their edlio password or if you've turned on SSO they can use their Google or Microsoft password to go ahead and view everything that I've protected here giving them the key to that filing cabinet I can um give access to all staff so that's all users with the user type that pulls them into the staff directory AKA everyone in the staff directory now can use their edlio login to come and assess these pages in this password protected area or selected users only so if I are making a section that is just for let's say my counselors I could go ahead and just pull the names of my counselors so on and so forth and save those users and now those are the only accounts that are going to be able to access everything that I've protected here you also have the option to add staff plus specific users so maybe you just have your staff plus your parent coordinator who you don't want on your staff directory again that is an option what does is a password protected area look like once I protected it depending on your login options you're going to have to use again your edlio login like on my screen or your Google or Microsoft SSO if you want to go ahead and edit any of your password protected areas you can come and uh Delete or open to go ahead and edit any of those items I can delete the page um making it open to the public once again or I can see it before I delete it just to make sure is this something I really want password protected and if I don't I can go ahead and again delete thereby opening this page up to my school Community once more with that I want to go ahead and indicate the additional features um that are available in the deck accompanying this recording um you can uh review all of these different articles from our help center on best practices for password um on multi-site management if you're a district user on setting up 2 Factor authentication SSO um or um seeing our edlio login security features all of those um security tips and best practices are available here in the deck as well as in um your uh Our Help Center if you go ahead and simply uh click on the edlio tool and search The Help Center here you can see if you uh forget what a tailor about adding or moving from a staff directory here it is right at the top and I can always um search for those questions Eddie our AI chatbot is going to go ahead and help you find the uh best help center article to answer questions in the immediate and if you still have questions or you need something from our team you can go ahead and follow the prompts here in messages to open a tech support ticket I want to go ahead and uh remind you you can always join a live study hall session on um any topic to help you um with your ongoing learning and Mastery of your edlio CMS so you feel comfortable and um uh capable of making your website as engaging as possible beyond study hall you can also visit our help center help edlio.com we have lots of pre-recorded webinars where you can learn more about particular features and see tips for new admin I want to go ahead and thank you so much for joining today and remind you if you have any questions you can always email us at clientsuccess edlio.com

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