Welcome to our step by step guide for using your school user management system within your Primarysite Website.
In this guide we will cover:
- User Management Explained
- The Permissions Explained
- Being able to Edit & Delete Users
- Multiple Site Users
This document will help you achieve all these things in an easy step by step process. If you have any questions, please get in touch.
User Management
When we first launch your new website with us here at Primarysite, we will set up the main contact we have been liaising with, and they will be supplied with a super user log in detail as standard. The main contact will then be able to set up any further users required to edit the website moving forward.
Please note that anyone who is set up as a super user will have the ability to add new users to the website to allow them to edit moving forward.
Getting started
Firstly, you will need to log into your website. This may be done by either clicking a padlock icon or it could be that the words ‘log in’ are situated on the homepage, either in a corner or at the bottom of the page.
A log in screen will then appear, for your details.
Once logged in, please navigate to the user management tab, under admin in the website admin bar:
Once within the user management, your screen will look like this.
To add a new user, you will need to click the ‘Add User’ tab, the screen below will then appear. If you then fill out the required fields for their name and email address, a username will then automatically generate for them (this is usually their first initial.lastname).
Next you will need to select a role for each user. Please note, different roles relate to different permissions for the website, so you may want to check what each role can do in the view permissions tab (please see the permissions explained section below) before selecting, don’t worry you can always come back and change the role later.
Once the details have been populated and you click ‘Add’ you will see two new lines of text with ticks, to denote this has worked correctly.
In the future you may want to look at this screen to see what permissions (roles) people in your school have and when they last logged in.
Permissions Explained
In your user management area, you will see a ‘View Permissions’ tab which explains the pre-set permissions for each role type and what they can/cannot do on each page of the website. The pre-set permissions can be amended for your school by Primarysite, please give us a call on 01636 616 630 and we will be happy to help.
The below table shows the items different role types can manage, most of the below can only be managed by a super user or the office role type as standard.
The following table shows the permissions each role type has in terms of viewing/editing pages across the website as standard, all of which can be amended to suit the school’s needs.
Some school’s may wish to restrict some pages from public view which means only users with a log in detail will be able to view the information on that page. An example of this would be having a Governor/Staff secure area on your website for resources/information to be held but away from public view. Any restricted pages would appear in the above table as a red eye with a strike-through.
A super user of the website will have access to edit and view everything in question as well as being able to add/remove new users and pages. We recommend the main users of the website are set up as the nominated superusers (.e.g. users that will be adding news, updating the calendar).
To Edit a User
You may find that a user’s permissions need changing throughout the life of the website. To do this you simply need to click on the person’s name in the manage users tab and the Edit User page will appear.
Deleting a User
If a staff member leaves the school, we advise removing their login permissions. To do this you will need to tick the box at the end of that users details under the ‘delete’ heading, this will then turn the ‘deleted selected users’ button yellow to allow you to delete.
A message will appear to let you know you can’t recover a deleted user without our help here at Primarysite, so check this is ok before you click. We are only a telephone call away if you need us thereafter.
Once you have clicked, ok and have deleted the user, you will be advised by seeing the green tick whether this has been successful.
Multiple Site Users
This means the same username and password can be used for multiple sites.
The user will be seen on all sites, but their details are only editable from the “master” site they were set up on. This could be the case for example, if your school is part of a Multi Academy Trust, or if a Head Teacher is also a governor at another school.
The role listed next to them will just be the role they have for the site they are logged into and looking at.
