Staff Accounts and Permissions

Staff Accounts and Permissions

Add and Manage Staff/User Accounts

Staff directory data is pulled from and maintained in the Staff / Users area of the CMS Control Panel.  Only Web Administrators or users with permission to manage the staff directory have access to the Staff / Users tab.

Add a new staff member

  1. Click on the Staff / Users tab
  2. Click the Add Staff/User button.
    add_staff.png
  3. Choose a Logon Name for the account. If Can Logon is set to Yes, a password will be required.
  4. Select a Role for the staff member. 
    Note: If the person you are entering will not be maintaining the website other than logging in to maintain their own staff profile, select the Staff Member role.  For more information, see the description of roles article.
  5. The Authenticate Using dropdown can change what Username/Password is used for logging into the site. The internal selection will use the logon/password added to the account in the CMS.
  6. Enter the Name and Contact Information for the account. The data in these fields are used in staff lists/directories.

Staff Directory Tab

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  1. Click the Staff Directory tab to reveal additional settings. Set Display in Staff Directory to Yes if they should be included in staff lists/directories. By default No is selected.
  2. When displaying a user in staff directories, and entry in the Staff Responsibilities is required. Click Add to reveal the Building, Department and Position fields. Select the Building, Department and Position for the user. Note: The District dropdown is only used by ISDs, RESAs or other multi-district organizations and can otherwise be left alone. If the needed responsibility is not available in any of the other lists, a Web Administrator can add a new building, department and or position. See Managing Buildings, Departments and Positions. Multiple Staff Responsibilities can be added if needed.

Profile Tab

  1. Click the Profile tab to access profile or bio information for the user.
  2. Set Display Profile to Yes if the user should have a staff profile. Even when set to yes, staff profiles aren't available to the public until they've been published.
  3. Upload a Profile Photo by clicking the Select New Image to Upload button. This photo will be placed on the user's profile, and is available to display in Staff Cards or Staff Listing block types.
  4. A Profile Summary area may be available if it has been activated for a website. Content in this area adds bio information to Staff Cards blocks and should be kept short.

Groups Tab

  • Click the Groups tab to add the user to available groups.
  • Protected Groups - Selecting a protected group will grant the user access to protected pages on the site associated with this group, commonly used for intranet pages.
  • Directory Groups - Selecting a Directory Group will add the user to a directory group being used to filter a staff list block. Most websites don't use directory groups, but they can be useful for displaying a set group of staff members when filtering by building, department, or position doesn't suffice.

Editing staff member information

  1. Click the Staff / Users tab.
  2. Search for the staff member to be modified by using the search fields or filters.
  3. Click on the Settings icon next to the person’s name and choose Edit.
  4. Make any changes or additions that are necessary..
  5. Click Save.

User Permissions / Roles

Description of Roles

When adding a new user, selecting a user’s role is required.  Each role has varying amount of access to the CMS system.  The administrator can either keep the user’s default permissions that are granted as a result of their role, or add additional permissions to any role.

There are four different roles for users.  In order from most access to least access, these roles include:  Web Administrator, Content Publisher, Content Editor, and Staff Member.   

It is possible to grant extra permissions to any role in order to grant that user additional rights.

Web Administrator

Web Administrators have full access to every aspect of the system. They have the ability to add, edit, and delete all users on the CMS software system. They have rights to change content on any page of the website and are able to publish those changes to the public. They have the right to add, delete, and edit all files, calendars, news and all other modules offered by the CMS.

Content Publisher

Content Publishers have the ability to edit and publish changes to assigned web pages, and add or delete pages below any page they have permission to manage. In addition, Content Publishers will receive 'Ready to Publish' emails for pages they have been assigned to when a content editor marks a page as Ready to Publish.

Content Publishers receive the permission “Manage Assigned Pages” by default, which allows them—on the pages for which they have been granted permission—to add and delete pages, move pages, and hide and unhide (“Show”) pages.  A content publisher must be granted permission to either all or specific pages before they will be able to edit or publish them.

Content Editor

Content Editors can edit the content of their assigned pages. They rely on Content Publishers to publish their work so that the public can see their changes. A Content editor will be unable to edit any pages until they are granted permission to specific pages. Content Editors can be granted permission to manage assigned pages so they can publish them but they won't receive 'Ready to Publish' emails from other editors.

Staff Member

Staff members do not by default have any of the rights listed above. A Staff Member role is used so that the person appears in the staff directory. They can be granted the ability to log into the system in order to manage their personal profile and contact information. Staff members can be granted permission to edit or publish assigned pages, or access to different modules as-needed.

Changing User Permissions

Only Web Administrators can adjust Staff / User Permissions.

  1. Click the Staff / Users tab to view the list of all staff. 
  2. Click the Settings Icon next to the user’s name and choose the Permissions link to open the User Permissions
  3. Make changes to the user’s permissions and click Save.

Specific Permissions

After adding a user, the user may require permission to make changes to certain news sections, calendars or web pages.

  1. The User Permissions Page contains tabs for web pages, or module features available in the website.
  2. The Pages tab displays the page tree where pages can be selected for the user to be able to edit. If the user has the role of Staff Member or Content Editor, they will only be able to edit assigned pages. The permission to Can Manage Assigned Pages will allow them to publish the pages.
  3. If a user has the ability to edit pages, they should be assigned permissions to one or more file folders under the Files tab. Without permission to any folders, they will not be able to upload new files.
  4. Select any News Feed or Calendar that the user should be able to edit within the respective Calendars or News tabs.
  5. Grant additional permissions to other modules through their respective tabs.
  6. Scroll down to the bottom of the page and click Save.

Permission Settings

Most modules have additional permissions available within their tabs.

News Permissions

  • Can Manage All News Feeds - Gives the user full access to all news feeds.  This allows them to add and delete news posts to any news feed. 
  • Can Add and Delete News Feeds - Grants the user complete access to all aspects of the News Module.

Calendar Permissions

  • Can Add/Delete Calendars - This permission allows a user to add and delete calendars.  Users with this permission also can edit all calendars and therefore can change who are Selected Editors of all calendars.  Users with this right can view, edit, add and delete events to all calendars.  They also have the “Show on All” option which allows them to add events to all calendars at one time. This permission is given to the Web Administrator by default.
  • Can Manage All Calendars - Users with this permission can edit all calendars.  Users with this right can view, edit, add and delete events to all calendars.  They also have the “Show on All” option which allows them to add events to all calendars at one time.
  • Can Manage Assigned Calendars - This permission allows a user to edit selected calendars.  Users with this right can view, edit, add and delete events to their selected calendars. 

Additional Permissions

  • Can Manage Any Page - This permission allows the user to have full access to all pages in the website.  A user with this right can add and delete pages from all pages in the website. A user can move all pages. A user can also hide and show all pages.   Users with this permission also have the ability to publish any page within the system.  This permission is given to the Web Administrator by default.
  • Can Add / Edit Sub-Pages to Assigned Pages - This permission allows a user to add sub-pages from the specific pages that they have been granted access to.  A content editor will not be able to publish those new pages unless the “Can Manage Assigned Pages” permission is also granted. 
  • Can Manage Assigned Pages - This permission gives the user full access to the pages for which they have rights.  This includes the ability to add pages from their assigned pages, move, hide and unhide (“Show”) selected pages, as well as publish those changes.  This permission is given to the Content Publishers by default.
  • Can Manage Any File - This permission allows the user to delete images and files uploaded to the website.  All roles except for the Staff Member role have rights to add images.  This right also allows a user to add, edit, and delete Categories in which the images and files are saved.   Only the Web Administrator receives this permission by default.
  • Can Manage Job Postings - Grants the user full access to all aspects of the Jobs Module

Allowing staff to edit their account information or profile

Once a staff member is set up in the directory, it is possible for them to maintain the information on their own.
  1. Click on the Staff / Users tab
  2. Find and Edit the staff account.
  3. Set Can Logon to Yes.
  4. Enter a UserId and Password for the staff member.
  5. Click on Save.

Note: The ability to login will allow the staff to login and update their basic contact information.

Staff Profiles

A Staff profile can be activated for the staff member via the Profile tab in their account information. If their account has the ability to login, they will be able to edit their profile. If they haven't been granted permission to publish their own profile, a content publisher assigned to the account or building will receive Ready to Publish emails when the staff member makes changes.

To grant a user permission to publish their own profile, click the gear icon next to their name in the Staff / Users list and choose Permissions. Under the Staff Pages tab, there is a setting for Can Self Publish Profile Pages. In the same tab, other users can be selected as publishers for this account or the staff member being edited can be granted permission to publish other staff member's pages or permission to publish for all staff in a selected building.

Note: All changes to the profile, regardless of whether they are made by the staff member or the system administrator must be published before the changes will be available on the website. A newly activated profile will not be available to the public until it has been published.


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