Welcome, Site Administrators! This self-guided training pathway will empower you with the skills to efficiently manage your tasks and responsibilities as a Site Administrator.
This course will guide you through the Manage Users and Groups dashboard, a powerful tool for overseeing your team's access and collaboration. You'll learn how to:
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Create and manage user groups—an essential responsibility we'll explore in detail.
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Designate group managers to help you share management responsibilities.
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Assign different levels of analytics reporting access to your users.
By the end of this course, you'll be able to efficiently create and manage your site's groups and ensure everyone has the right access and tools!
Creating + Managing Groups
After you add a user to your site, you can put them into a group. Groups are really important for helping your team work together and reach your goals.
We've already set up some standard groups for reporting, but you can also create your own custom groups to fit how your organization works.
Why are groups helpful?
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Better Teamwork: If users are in the same group and "team navigation" is turned on, they can share notes about programs, favorite folders, and seeker records. This makes it much easier for your team to work together and share information.
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Custom Reporting: You can control what kind of reports each user in a group can see.
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Easier Management: Groups let you run reports for specific teams. This helps you manage projects, meet your organization's unique needs, and more.
Creating a New Group
Want to create a custom group for your team? Here's how:
Step 1: In the side panel, click the group icon. Make sure the toolbar at the top says "Manage Groups."
Step 2: Start a new group, click the plus (+) symbol in the upper corner.
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Name and Describe Your Group: A window will pop up. Give your new group a name and a brief description.
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Set Permissions (Team Navigation is Key!): Below the description, you'll see options to set permissions. The most important one here is "Team Navigation."
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Turn it ON (toggle it on) if you want the people in this group to be able to share program notes, favorite folders, and seeker profiles with each other. This helps them work together!
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If you leave it OFF, they won't be able to share these things.
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You can customize your groups to perfectly fit how your team works and manages projects.
Editing a Group
Once created, you can edit the group directly from the dashboard.
- 1. Click on the name of the group you want to edit.
- 2. A side panel will appear with the group's details.
- 3. Click the pencil icon at the top of the panel to begin editing.
Assigning a User to a Group
There are two ways to add users to a group you have created. You can do this by editing
To add users to a group, open the group's edit panel and click Add User.
Enter the email address of each user you want to add in the provided field. If you're adding multiple users at once, separate their email addresses with a comma.
Assigning Multiple Users to a Group
You can assign users to a group directly from the user dashboard after they've been added to the site.
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From the User Dashboard, check the box next to the names of the users you want to add to a group. You can select multiple users at the same time.
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Click the group icon that appears in the top toolbar.
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Choose the group you want to add them to from the dropdown menu.
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Click Save.
Note: You must create groups in the Group Dashboard before you can add users to them.
Designating a Group Manager
Once you've created a group and added users, you can give someone the role of Group Manager. This helps you share some of your Site Administrator duties. They will be able to do the following tasks:
- Adding existing workers to their group.
- Removing users from their group.
- Assigning other users as group managers.
- Adding new users to the site.
They will not be able to remove users, create or edit groups, or deactivate Team Navigation for a group.
Here's how to assign access:
Step 1: Go to the Group in the "Manage Group" dashboard, and click on the group's name.
Step 2: Edit the Group by clicking on the pencil icon to edit the group.
Step 3: Assign Manager Access in the "Users" section. You'll see everyone in that group. Next to each person's name, there's a checkbox for "Group Manager."
Click this box to give them access. You can have more than one Group Manager.
Assigning Analytic Access
You'll assign these access levels through the groups dashboard. Simply choose the right access group for a user and add them using the methods we've already covered.
Understanding Reporting Access Levels
You can control what kind of reports your users see by assigning them to one of three access types. These are standard groups already set up on your site:
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Aggregate and PII Reporting Access: This gives users full access to all Site Analytics reports, including those with general numbers (aggregate) and those with personal information like names and email addresses (PII).
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Aggregate-Only Reporting Access: Users with this access can only see general, summarized reports (aggregate data). They will not see any personal information.
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PII-Only Reporting Access: This access level allows users to see only reports that contain personal information (PII), such as names and email addresses.
Need to assign analytic access? Watch the video below to see how.
Best Practices
- As you add users to your site, you can assign them to an analytic group. These groups are already set up for you and give users access to analytic reports. Users who are not in an analytic group will not be able to view these reports.
- Keep in mind that a user can be a part of multiple groups. You can also create custom groups to organize your teams and control how they collaborate on the site.
Next Section
Now that you have learned how create groups within your users for your site, we will talk about how to feature certain programs or providers on your site. Click on Featured Programs to continue with this self guided learning course.