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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Add new users to your site, giving them access to the platform, analytics, and all the tools covered in our basic training.
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Create and manage user groups—an essential responsibility we'll explore in detail.
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Assign different levels of analytics reporting access to your users.
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Designate group managers to help you share management responsibilities.
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Remove users from your site to easily revoke their access.
By the end of this course, you'll be able to efficiently manage your site's users and ensure everyone has the right access and tools!
Adding Users to Your Staff Site
Adding users to your staff site gives them access to all the extra tools and resources available. To add one, follow this process:
Step 1: Make sure you are signed into your account. Click on "Site tools" and then select "Manage Users and Groups. This will take you to the User and Group dashboard.
From this dashboard, you'll be able to see all the users you've added, their account email addresses, and whether they've activated their accounts yet.
Step 2: To add someone new, click the plus (+) symbol in the toolbar at the top of the page.
Step 3: Fill in the user's first name, last name, and the email address they'll use for the site.
If you have already created a group, you can add them to that group here.
Step 4: Click "Save." This immediately gives the user access to the site, and they'll now appear in your user dashboard.
When you add an authorized user to your staff site, you also give them access to the Program Manager tool. This powerful tool lets them make real-time additions and edits to programs directly on the platform.
User Account Activation Email
Once added, a new user will get an email with a link to verify their account and set up their password. They'll show as "inactive" in your dashboard until they click this link and activate their account.
Ready to add a new user to your site? Watch this video to see how!
💡Tips
- If the user doesn't activate the account within 24 hours, they will need to reset their password to gain access.
- If a user says they haven't received an email, have them check their spam or junk folder first.
Adding Multiple Users at the Same Time
You can add multiple users to your site by assigning them to an existing group. To edit a group, simply click on its name in the group dashboard. A side panel will pop up with the group's information; click the pencil icon at the top to make your changes.
To add users, put their email address in the text box. You can add more than one user at a time, separating them by commas.
Ready to add multiple users? Watch the video below to see how.
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.
Assigning a User to a Group
Assigning Multiple Users to a Group
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.
Here's how to do it:
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.
What can a Group Manager do?
Group Managers can help with tasks like:
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Adding existing team members to their group.
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Removing users from their group.
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Assigning other users as Group Managers.
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Adding new users to the entire site.
What they cannot do:
Group Managers cannot edit group settings, turn on "team navigation," or completely remove someone's access from the site.
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.
Removing User Access From Your Site
Next Section
Now that you have learned how to add users to 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.