Maintaining a site can be overwhelming. Decentralizing the maintenance is an important factor in avoiding a bottleneck of updates and keeping the site current and fresh. Webmasters can restrict an administrator down to a single page.

Adding a New Administrator:

• Enter in the First Name, Last Name, and Email Address.
  
  • Check the box check here for default email address which automatically enters your default email address. If this isn't correct, please contact the support team.
    
• Password - there is an 8-character minimum required for the password.
  
• The Location Limit? drop down menu allows you to determine how much access this administrator will have to the website. Choose the appropriate location(s) from the pull down menu.
  

  • Limit More? (optional) - Multiple locations can be assigned to site admins; allowing them to manage not only Site Content/Webpages but also News, Calendar, Add/Edit Staff, Teachersites, Information Alerts and Home Page Images (if applicable) for multiple locations.

• Use Defined Role (optional) - if you setup Admin Roles, select the appropriate role for the site admin.

• You can copy the rights of an existing admin to the new account by selecting the checkbox. It is location specific so if you add someone to a specific location, the system will pull a list of existing admins from that particular location.

• Click on the Continue button at the bottom of the form.
  
• The next screen allows you to assign rights to certain areas of the site.
  
  • Full Admin Access - Webmaster Rights - If the administrator is allowed full access to all applications of the overall site, please check the Webmaster box under Other Locations. Hit Save.
    
  • Restricted Access - Scroll down to Administrator Rights and select the checkbox next to each category this administrator should have rights to. You can give administrators the individual right to TeacherSites, which allows them to add and maintain TeacherSites accounts based on their location.
    
    • If the administrator has rights to any of the pages on the site, select Site Content. The next screen will ask you which pages - you can filter an admin down to a single page. 
      

Site Content:

• If the site admin has rights to any webpages, select the Web Pages checkbox. Upon hitting Save, the system will then ask you which main areas of site content.
• If the site admin has full access to a Main section, select the Main section, then scroll down to the bottom of the page and select the Important checkbox. Hit Save.
• If the staff member does NOT have full access to the Main section, hit Save without selecting the Important checkbox.
  • The next screen will then allow you to select specific pages within the Main section he/she has rights to. Select the pages.
  • At the bottom of the screen, select whether they can add pages, move pages or delete pages to the section they are responsible for.
    

  • Page Approval System - To Setup Approval System for Administrator:

    • On the Content Rights screen under Other Options to Consider, deselect the Ability To Post Content without Approval checkbox.
    • Click Save.
    • Under Approval Responsibility, select boxes for administrators who can give approval for this person (by default, webmasters can approve all content).

    Note:  Specific approvers must be setup per administrator unless a webmaster will be granting all approval. 

    When Administrator Edits Page:

    • He/she does not see an option for page on site/off site.
    • He/she can make edits to page info, images, files, and links and can only edit the images, files, and links that he/she has added. These will display as "pending approval" until fully approved.
    • Upon clicking Save, the administrator can choose to send an email to a specific approver or webmaster notifying of changes. 

    Note: The page will display on the site in its original format until an approver or webmaster approves any changes. An administrator will only be able to delete a page if he/she created it, and has page deletion administration rights.

    To Approve Changes to a Page in the Admin Area:

    • Under Webpages – Site Content, a red "page needs approving" link will display.
    • Click on the appropriate page and click on the blue view link.
    • Top of page displays links for each type of content that needs approval - page info, image(s), file(s), or link(s).
    • Page Info tab - Click blue "click to view content" link to review changes. Click Save button to approve changes OR click blue "click here to delete now" under Approval Notes section to deny changes.
    • Images, Files, Links tabs - Select checkbox to approve item or select delete to deny it, then click Update button.

    Note: Changes made by administrator needing approval will not display on the website until an approver accepts them.

    To Approve Changes to a Page via an email link:

    • Approvers will be notified via email of any updates to pages from site admins requiring approval before posting. Click on the URL to approve changes on the front end of the site.
    
    • Simply click or copy the URL to view the proposed changes - you will have a button at the bottom of the page to approve the changes. If you need to edit or delete any of the proposed content, you will have to login to your ADMIN area to take care of the details.
    • Select the checkbox(es) to confirm approval then click on the approve button at the bottom of the page for final confirmation.
    • If you would like to email your approved information, please refer to the checkbox at the bottom of the page.

• On the Administrator Rights screen, select Add Event, Edit Event, and the Calendar limit Own Events (location limited, needs approval).
• Click Save.
• Under Approval Responsibility, select boxes for administrators who can give approval for this person (by default, webmasters can approve all calendar items).

Note: Specific approvers must be setup per administrator unless a webmaster will be granting all approval.

• Admins will not see an option for event on site/off site.
• Admins can make edits to the event information, images, files, and links and can only edit the images, files, and links that they have added. These will display as "pending approval" until fully approved.
• Upon clicking Save, the administrator can choose to send an email to a specific approver or webmaster notifying of changes. The system automatically sends an email to selected approver(s).

Note: The event will display on the site in its original format (if being edited) until an approver or webmaster approves any changes. An administrator will only be able to delete an event if he/she created it.

• Under Calendar System, a red "event needs approving" link will display, click on link.
• Click on the appropriate event link.
• Review changes. Change the On Web Site drop down to Yes to approve.
• Click Save.

Note: Changes made by administrator needing approval will not display on the website until an approver accepts them.

• Approvers will be notified via email of any updates to calendar events from site admins requiring approval before posting.
• Click or copy the URL to approve changes on the front end of the site.
• Click on the Approve this Event link at the top of the page to approve the event.
• If you need to edit or delete any of the proposed information, you will have to login to your Admin area to take care of the details.
• Enter your Name and Email address.
• Click on Approve Event.
• A confirmation email will be sent to the admin needing approval.

When creating new administrator accounts for the website, you can setup a defined Role with specific rights then assign the admin to that particular role.

For example, a Site Admin Role may have rights to pages, news, calendar events, filing cabinet, forms and staff directory for their location.

To create an Admin Role:

• Click on Admin Roles.
• Click on Add New Role.
• Enter in the Role Name - i.e. Site Admin.
• Enter in a Role Description (optional).
• Hit Continue.
• Select the areas the Admin Role should have rights to.
  • For Site Content rights, if you select the Pages link, you can select a particular location(s) pages.
  • For the Options link, you will select the content rights.
  • For example, if you are setting a role for a Site Admin, you will check the Site Content/Web pages checkbox but not select from the Pages area. You will select rights from the Options area. Therefore, when you add the administrator and filter them to a location, the system will give the admin rights to their location pages.
• Hit Save.

To assign an Admin Role to a site admin, click on Add Administrator, enter in name, password, email, location and select the appropriate role. Hit Continue.  All the rights assigned to that particular role will be selected and can be edited if necessary.

To edit an Admin Role:

• Click on Admin Roles.
• Click on EDIT next to the role.
• There are 3 options once you edit a role:
• Update all admins assigned to that role with the changes.
• Clear all current admins with the role and reset them with the updates.
• Do nothing to the existing admins.
• Hit Save.

Editing an Administrator:

• Click on Edit Administrator.
• Locate the Administrator you wish to edit. You can enter in any part of their name in the Search field.
• Click on the Edit link to the right of the their name.
• Make changes in the Administrator Info and Administrator Rights sections as needed.   Note: The top of the Administrator Rights section allows you to quickly check all or clear all rights.  In addition, admins associated with an Admin Role can have their rights reset to the basic rights of the current role or change the role.
• Click the Save button at the bottom of the page.
• If an admin is assigned to a role, the name of the admin role will appear in parenthesis below their name.

To Deactivate an Administrator:

• Follow the first two edit administrator steps.
• In the Administrator Info section, enter a date in the Account Expiration field.
• Click Save.
• The admin will no longer be able to login to the admin area after the expiration date, however, a history of his/her actions and access to his/her image gallery will remain accessible. We advise expiring an administrator rather than deleting. 

To Delete an Administrator:

• Follow the first two edit administrator steps.
• Scroll down to the bottom of the form.
• Select the check box check here to delete this person.
• Hit Save.

Other Options:

Login As - This button allows you to login and test an administrator's rights.  Use it to ensure that rights are setup properly and to help admins troubleshoot any questions or issues.

Content/Site Paragraphs - Quickly see and change which site content sections administrator has access to. Restrict admins to particular Site Paragraphs.

Login History - Click blue date link to view history of each time administrator has logged in.  Date, time, and IP address all display.

Recent Logins - Click this link to see all of the latest logins, including the administrator who logged in and the date and time the login occurred.

Find User with Right - admins with a certain right can be emailed as a group. Under Edit Administrators, click on find users with certain right. Select the right(s) and hit Continue. The ability to email the group of people is an option.

Give Users Right - easily give admins a particular right. Choose the right, or rights to be added to all or selected users, then click Continue. Note: content rights can not be given to all users.

Show All Users - list view of all admin users.

Email Administrators - Use this link to send an email message to all administrators at a particular location.  For example, you may wish to alert them to upcoming server maintenance periods or to any new tips you've learned about using the site. Passwords can also be emailed to them en masse.

View Admin Email History - view past email communications to admins.

The meta tags are keywords which search engines look for to find and index your site. It is important to capture all of the words that pertain to your website. Therefore, if someone is searching for your website, it is likely it will come up in their search.

It may take up to a month for the meta tags to propagate throughout the search engines.

Facebook Information

To make your site more Facebook friendly, enter in a title for your title, description of your site, and an image. To upload and image, select Browse, and select the image. This information will display when you post a link to your site on Facebook.

This area details all the deletion records broken out by module in a monthly format. While you cannot recover the deleted records, there is a time and date stamp of the admin who deleted the records.

• Select the month and year.
• Hit Get Report.
• Click on the hyperlink for the module of interest.

This area details the information that has been searched on your website and breaks it down by month and year. Visitors enter in a keyword via the Search field on the front end of the site.

This information will be helpful in making sure the most frequented areas are easily accessible to your visitors either by a Quick Link, news item or main nav button. 

This area allows a Webmaster the ability to see what changes to Site Content, News, Calendar and filing Cabinet have been made as well as who made the changes and when. There is also an option to view the changes and edit them, if necessary.

Content History Changes

Lost content can be recovered in this area by clicking on the Content History Changes link. To search for a page, click in the Search by Title field (top left corner) and type in the page name or part of the page name. Click on the view link next the page needing recovery, select the two page versions you wish to compare and click on Compare. The page differences will be highlighted in yellow. To overwrite the current content with saved content, select the checkbox Overwrite Current Content With This Saved Content and hit Overwrite.  If you know the page version you wish to look at, choose the version by clicking on the details link and select the checkbox Overwrite Current Content With This Saved Content and hit Overwrite. If you know the subpage ID number or page title, you can easily search for the page via the Find by ID search box located at the bottom of the page.

Please note: the system will only recover content, not files or links added to the previous version.

To view content changes that a specific Admin made, use the Search by Person drop down to select the admin.

TeacherSites

This area details the site content, calendar, booklist, web links and poll updates teachers have made to their classroom sites. Choose the Today or Month, year and module, hit Show. You can select a specific teacher via the All Websites drop down menu.