Administrator’s User Guide

Table of Contents

Creating and Managing Users

Registration by students is automatic via the import users feature. There are folks such as expert moderators, developers, and colleagues that you might want add as users to the website. Please don’t share your login as you have complete access to the website. It’s not a good idea to make users admins unless it’s important for the user to access the admin dashboard and or data.

From the dashboard choose Users > All Users. From here you can filter users by role (the current cohort for example).

If you hover over a user you see several options you can access. You can Edit, Delete, View the users profile, Switch To that user and view capabilities. Note when deleting users most often you also want to delete their data, unless the user is an admin and has content assigned to them then assign it to another administrator.

Importing Users

To import a group of users at one time you use the Import Users feature in the Users section. This process requires loading all the users into a specially formatted csv file. You can download that file here or from the Import users main screen. You can assign the following attributes for users:
  • User Email
  • User Login name
  • First name
  • Last name
  • Password
  • Role
  • Courses enrolled in
  • Learndash groups
  • Display name

The only two required fields are the User email and user login. You can set defaults for all users as long as they are all getting the same attributes (such as role and/or course) in the tool and avoid having to enter repetitive content into the csv file. You can also craft a custom email that will be sent out to each user with their registration information.

Importing a new batch of users

  1. Download and add the information to the Import users csv file. In most cases you will want to leave the password column blank and let the tool assign a unique password for each user. You can find the course codes by accessing the course for the dashboard LearnDash LMS > Courses. If you look to the far right of the course listing you will see an ID column. That is the ID number you will use to assign users to that course. It works the same for learndash groups. LearnDash LMS > Groups. To find the role names go to Users > User Role Editor and choose the role. Use the name that is contained in the ( ) as the role name in the csv file. e.g 2021 C1 (2021-c1).
  2. Access the Import Users tool from the admin dashboard Users > Import Users. Go to the Options tab and set any default role, course and group that you want all users to have. Any of these that you set will be used for any blank columns in the csv file.
  3. Go to the Email Settings tab and compose your message. You can use the variables located to the left to customize content for each user. Send a test email so you can see how the message will look.
  4. Go to the Import Users tab. Review the setting. Then choose your CSV file and press Upload and Verify records button. The system will upload the users and identify any issues. If there are no issues you can complete the import.
  5. Go to the users area and confirm some of the sers to make sure everything went as expected.

 

Manually Adding and Enrolling Users

To add a new user choose User > Add New User from the dashboard.

  1. Enter a username, the users first and last name and email. Check the Send the new user an email about their account checkbox if you want the user to receive an email with their account information
  2. Set a Primary role. For students it it the current cohort role but it could be a profession (Psychologist / Social Worker / Physician Assistant / Nurse/Course Auditor ). It could also be administrator if that is required.  Note: You can set additional roles at the end of the form.
  3. Set a Forum role, Participant is the default. If this is an expert contributing to the forums choose Moderator.
  4. Profile Picture. You can upload a profile picture for the user if you need to.
  5. Most often you set the Profile privacy to only me and select yes to hide profile information from search results.
  6. Save the user
  7. Once saved you will see a New User created panel with a link to “Edit User” in a panel at the top of the screen. Choose the edit link if you want to enroll the user in the Echo course. Note: Admins are automatically enrolled in all courses.
  8. Scroll down the page until you see the “User Enrolled in Courses” The course should be listed in the panel on the left. Choose the ECHO Training Course from the left panel and choose the “Right arrow” button to add the user to the ECHO course. You can also add the user to their profession group.

Editing Users

When editing a user you have the same options described in the Manually Adding Users above. This is a good way to manually move a user to a specific point in training. Tip: You can also retrieve their certificate from their User profile if they need a copy sent to them.

Editing User Roles

You can reassign their role if they accidentally chose the wrong role during registration. Be very careful when adjusting roles though, as you may effect your data!

  1. From the dashboard choose Users > All Users and locate the user and choose edit.
  2. Scroll down to the bottom and you will see a section named Additional Capabilities > Capabilities. Choose the Edit link
  3. Select or deselect roles and press Update
  4. Go back to the user and confirm the roles are correct.

Logging a User Out

Occasionally users get stuck and can’t move forward. Follow the steps below to log a user out.

  1. Go to Users > All Users and find the user that you want to log out.
  2. If the user is logged in you will see an indicator on the left column of the users panel. Click the Logout link to log the user out of the website.

Blocking a User

Block users access to the website :

  1. Choose Users > All Users. Search for the user(s) you are trying to block.
  2. Select the user(s) by checking the box on the far left side for each user. Under the bulk actions button select the Lock option and apply to the user(s) . Thus users should all have have the locked status displayed in the Locked column. You might need to repeat this operation for multiple screens of users if you are changing more than 10 users.

Edit the message that users see:

  1. Go to Settings > General Settings. 
  2. Scroll down to the bottom of the screen. You will see and be able to edit the Locked User message.

Switching to a User

When a user is having issues you have the ability to switch to that user and see the website exactly as they do. This is very useful when trying to solve a user’s problems.

  1. Choose Users > All Users. Search for the user you are trying to assist.
  2. Hover over the user’s name and Click the Switch To button shown below
  3. Go to the homepage. You are now viewing the site as that user.
  4. Once are finished viewing the site as the user log out then log back in as your admin!

Hover over a user’s name to access the Switch To link

If a User’s Login Expires or Loses Her Password

There is a Forgot Password link on the login page. Users should try that first.

Manually Reset a Password for a User

  1. If the user has lost their invite email and/or password choose Users > All Users from the dashboard and locate the user’s username and press “Edit”
  2. Press the “Generate New Password” button. Copy the password and “Update” the user.
  3. Email the user their password and strongly urge them they change it via their profile.

Dropping a User from the Course

You can delete the user but it will also delete all of the users data. If you want to preserve their data follow the steps below:

  1. Download the Current course data. All the survey data and Forum posts they submitted will still be available but their course data will no longer be appear in reports after you unenroll them from the course.
  2. Go to Users > All Users and find the user that is dropping out and choose Edit
  3. Scroll down to the first Role section and change the user’s role to Subscriber
  4. Scroll down to the User Enrolled in Courses section. Unenroll them for the course by selecting the course in the right panel and clicking the Left Arrow button to move the Course to the left panel.
  5. Scroll down to the Profile Privacy section and choose the Only Me option. Also choose Yes on the Hide my profile option.
  6. Scroll down to the Additional Capabilities section and deselect any roles that are checked.
  7. Scroll down to the Forums sections and choose No Role for These Forums
  8. Choose Update User

Emailing Users

You can send an email to all registered users by roles or individual users by clicking the “Email Users” button on the dashboard menu and following these instructions.

  1. From the dashboard choose Email Users > Send to Groups
  2. Select the ECHO Training Support Staff email option and choose the Send to Groups option
  3. Control+click and select the role(s) you want to get a copy of the message.
  4. Type your subject and message in the appropriate fields and press the “Send Email” button.

Accessing a User’s Certificate

  1. Retrieve and/or view any user’s certificate by choosing Users > Edit
  2. Scroll down the Course Info area of the screen and select the Certificate link located under the Course progress details section.

Managing Forums

The site uses the bbPress plugin for the discussion boards. You can access the full bbPress documentation here. https://codex.bbpress.org/

The Forums also uses the bbp style pack plugin to control the way they look and function. You can access that voa the dashboard Settings >  bbp SylePack 

Adding Moderators

Bianca and Waleska are already added as moderators to all the existing forums.

Here is how you add a new moderator to a forum:

  1. Make sure the user has been created and copy her username.
  2. From the dashboard go to Forums > All Forums and edit the forum that you want to add the new moderator to.
  3. Locate the Forum Moderators panel on the left sidebar and paste her username you copied separated with a comma to the list.

Deleting Topics and Replies

Be sure you have a confirmed backup and export of the existing topics and replies before continuing! See the xxx below to backup the forum data.

  1. To remove the existing topics and replies from the Module discussions go to Dashboard > Topics > All Topics
  2. Filter by the Forum that you want to access
  3. Select all then choose Move to Trash from the “Bulk Actions” dropdown. You need to repeat this step for each page of topics. This will also remove all the Replies associated with the topic.
  4. You can delete Replies using the same operation only you begin by choose Dashboard > Replies > All Replies.

Dream Big Assignment Review

The Dream Big Review form is a hidden form on the site located here https://echotorch.org/dream-big-assignment-review/

  1. To find the students who want reviews. Go to Dashboard > Forms > Entries and locate the Dream Big Assignment form.
  2. Make sure the Assignment Review field is visible by clicking the gear icon on the right side of the entries display and adding the Assignment Review field to the display.
  3. Hover over the first column of the entry you want to get reviewed and right click on the View link.
  4. Located the Notifications panel on the right and choose the “Dream Big Notification Peer reviewed” option and enter the Reviewer’s email address.

To identify which students want to have their assignment reviewed you should access the entries for the Dream Big Assignment.

Accessing Reports & Data

The training progress, pre/post and evaluation survey data are accessible via the administrator dashboard.

Note: The site includes robust tool for exporting data from the wordpress database called WP All Export. It is used for the users export but could be used for lots of other data. Give the tool a try or Contact Rob if there is other data that you might want exported from the WordPress database.

Survey and Assignment Submissions

  1. Access the survey data via the Dashboard Forms> Submissions
  2. Choose a survey from the dropdown menu and the results will be displayed.
  3. If you hover a submission’s entry date you can choose to perform the following operations;
    View the submission, Mark it as Read and Trash the submission.

Each user’s info and responses are displayed (you may have to scroll left to see them all). You can edit or delete a users responses using the links located to the left of the IP Address Column.

Customize your Forms Submissions Screen

You can control the display of the information via the small gear icon located on the upper left part of the screen. Choose the inputs and order they are displayed via the settings panel

Exporting Survey Entry and Assignment Data

  1. Log into the admin dashboard and choose Forms > Import/Export
  2. Select the Form you want to export the entries from.
  3. Choose the fields and date range that you want to export then click the “Download Export File” button to download the csv file.
  4. Optionally you can apply a condition to filter your results. For example you could choose “Your Profession” field and set it to Nurse in order to export only the nurses from the ECHO User Registration form.

Tracking Individual User’s Course Progress

You can track any users progress from the users details on user admin screen.

Follow the steps to access each each users Course progress:

  1. Make sure you are logged as an admin. From the dashboard choose Users > All Users.
  2. Locate the user you want to view, hover over her name and choose the Edit link.
  3. Scroll down to the Course Info at the bottom of the screen and press the (details) link. You can see what the user has completed. You can also complete modules and lessons for the user if they get stuck.

The course Info panel for the user indicates what they have completed.

TIP! This is also a quick way to mark a module or lesson complete for a user if she forgets to do that and gets stuck. You can also get the user’s certificate from here if you ever need to send one to them.

Deleting a User’s Course Data

You can delete a user’s course data. This can useful for test or guest users. To delete a users course data:

  1. Log on to the Admin dashboard and choose Users > All Users.
  2. Locate the user and click the Edit link. Scroll down to locate the Permanently Delete Course Data option and select the checkbox.
  3. Scroll back up and press the Update User button.

ProPanel Course Reports

The training progress and survey results are accessible via the administrator dashboard. You can get quick snapshots of the data from your dashboard and also download course and survey data as CSV files.

Configure the Pro Panel reports for a quick snapshot of the group’s progress through the course.

  1. To set up the Reports go the dashboard and scroll down to the Propanel Filtering panel.
  2. Select the Course and any statuses that you want to display. Leave the status blank to see all data.
  3. Choose the number of results per page to display and Press the Filter button. You should now see panels similar to the ones shown below

TIP! You can rearrange the panels on your administrator’s dashboard by dragging them around. Drag all the Pro Panel report panels near the top to see them easier.

Downloading All Course Data

You can download a comma delimited csv file of your users progress. The easiest way to do this is to click the “Download Course Data” button located on the ProPanel Activity Panel on the Admin Dashboard. A csv of the current course is downloaded via your browser.

You can also:

  1. From the dashboard choose Learndash > Reports.
  2. Click the Export User Course Data button to download a CSV file of the course data for all users.

Note! The Quiz data is empty since we didn’t use Learndash quizzes in our course.

Downloading User Profile Data

You can export the profile information about your users including; wordpress unique ID name, username, email and role(s) as csv file from the All Export component.

To Download User data:

  1. From the Dashboard choose All Export > New Export. Choose Users from the Choose Post type… menu and press the “Customize Export file” button. You can also filter your results. For example you could filter your selection to only include the current cohort os users by selecting the element User Role equal to 2020-cohort-1
  2. Choose the ECHO Users template located below the fields panel and press the “Continue” button. You can preview the results from this screen to confirm they will work.
  3. On the next screen change the Friendly Name of the the file if you want. Then choose the “Confirm & Run Export” button.
  4. After the export is complete Click the “CSV” button to download the data.

Tip! This tool can be used to export LOTS of other other types of data. Try it out or contact Rob for help. You can’t hurt anything as long as you are not using SQL queries, you might just get empty results.

Export and Download Forums, Topics and Reply Data

  1. From the Dashboard choose All Export > New Export. Choose FORUMS, Topics or Replies from the Choose Post type… menu and press the “Customize Export file” button. You can also filter your results. For example you could filter your selection to only include the current cohort os users by selecting the element User Role equal to 2020-cohort-1
  2. Choose the ECHO FORUMS, Topics or Replies template located below the fields panel and press the “Continue” button. You can preview the results from this screen to confirm they will work.
  3. On the next screen change the Friendly Name of the the file if you want. Then choose the “Confirm & Run Export” button.
  4. After the export is complete Click the “CSV” button to download and confirm the data.

Editing Website Content

Often the easiest way to edit website content is to navigate to the page that you want to edit then choose the Edit With Elementor link in the upper admin menu. The type of editing screen can vary depending on the type of content that is being edited. There are specifics for each type of content used on the website listed in the sections below.

Select the object that you wish to edit by hovering over the object and click on the small pencil icon. The content will then appear in the edit panel on the left.

The editing panel layout and tools will change based on the component that you are editing. For example a video will have a different editing display and attributes than a text box will have. Press the update button when are finished editing. You can click the small eye icon near the update button to preview the page.

Editing the Course Content

The course content is managed via the LearnDash LMS component. The easiest way to edit course pages is to navigate to them via the Course or My Training pages and use the Edit Module/Lesson link in the admin menu. You can also access all the lessons, modules, course description and materials content via the Dashboard LearnDash LMS section.

Use the Course Builder tools to modify the sequencing of the Modules and Lessons, adjust course settings like assigning certificates and adding new lessons and modules.

Learndash documentation

Editing the Forms

The forms used on the website are created with the Gravity Forms plugin. Each form is then embedded in a page / module/ lesson via a shortcode. If you create a new form you will need to embed the form into a page, module or lesson for it to appear on the website.

To Edit a form:

  1. Choose Dashboard > Forms and a list of all the forms is displayed.
  2. Hover over the title of the form you want to edit and choose Edit. To modify an existing field hover over the field and click the small arrow icon. The panel will expand allowing you to make changes. Feel free to explore al the settings and confirmations to get familiar with those aspects of the forms.

Gravity Forms Documentation

Editing Pages

The easiest way to edit the pages is to navigate to the page you wish to edit and choosing the Edit with Elementor link from the upper admin menu. Editing the various types of page formats are described earlier in this section.

You can also access a list of all the pages via the Dashboard > Pages > All Pages. Hover over a title to edit, trash or clone a page.

Editing the Forums

As with most other content the easiest way to edit the forms is navigate to the forum you want to edit and choose the Edit Forum link from the upper admin menu. You can also access the forms via the Dashboard > Forums All Forums. Hover over the title of the forum you want to edit and choose Edit, Trash, or Close a forum.

Setting Up the Site for a New Cohort

It’s a good idea to set up the site and test everything a week or two ahead of the start of the next cohort in case there is an issue that requires technical support and needs time to be resolved.

Creating the New Cohort Role

The first step is to create the role that all users of the upcoming cohort will be assigned.

  1. From the dashboard go to Users > User Role Editor and click on “Add Role”. Make a copy of an existing cohort role.
  2. In the Role ID add the role via the following format: yyyy-cohort-x (2021-cohort-1)
  3. Display Role Name should look like this based on the example above.; 2o21 C1

Add Cohort Role

Updating the Application Form

It’s a good idea to make a new application form for the next cohort. This keeps the new applicants in a separate dataset.

  1. From the dashboard choose Forms. Hover over the current Echo Application form and choose “Duplicate”
  2. Select the duplicate form form the list and choose “Edit”. Rename the form and make any other adjustments to the form that are needed and Update it. Make note of the form number.
  3. Now go to Pages > Echo Application and choose “Edit”.
  4. Edit the existing form number or insert the new application form via the “Form” button.

Resetting the Module Discussion Boards

Be sure you have a confirmed backup of the existing topics and replies before continuing! See the Export and Download Forums, Topics and Reply Data section to backup the forum data.

  1. To remove the existing topics and replies from the Module discussions go to Dashboard > Topics > All Topics
  2. Filter by one of the Module discussions.
  3. Select all then choose Move to Trash from the “Bulk Actions” dropdown. You need to repeat this step for each page of topics. This will also remove all the Replies associated with the topic.
  4. Repeat steps 2 & 3 for each of the Module discussions.

Updating the Course Certificate

You will need to update the certificate for each cohort. Here are the steps to update the course certificate:

  1. From the dashboard choose Learndash LMS > Certificates.
  2. Hover over the current certificate and choose Edit.
  3. Edit the information that has changed and choose Update. Be careful there is a lot of code that you cannot disturb.
  4. Choose the “Certificate Preview” button to confirm that the changes you made appear as expected.

Update Resource Materials

Add Links to all the places they are linked.

Testing the Application Enrollment System

Now you want to make sure that the application and enrollment system is set up correctly as you don’t want any problems when 100s of users are signing up.

Accounts & Logins

Copy this section and keep it somewhere safe and accessible to key staff on your internal network, just in case the site has crashed or reset and you need to access the website and get help.

WordPress Main Admin Login

You might want to keep a copy of the login in case the site crashes and you ever need to access the site as an admin. The default admin account for the ECHO WordPress site is:

Username: admin

Password: N&H%MZ@#$U

ECHO Google Account

Use this to access the Youtube, Google analytics and Google pages. 

User: rhoecho@gmail.com
Password: echo4youtube!1985

Challenge Questions answer: Birthday 4/28/1958

Siteground (Hosting Provider) Login

The website is hosted at Siteground.

https://login.siteground.com/

Username: bianca.augusto@moffitt.org

Password: MEGSYboogs86

RHO Institute website

There is a parent website called the RHO Institute for the echo training http://www.rhoinstitute.org/.

It’s no longer regularly updated but maybe it should be? Echo is a “subdomain” of this website so if it ever goes down it could cause the ECHO website to go down as well.

The admin login is:

Username: admin

Password: R25343!

RHO Institute Domain Name Account Login

Bianca or Waleska. Can you add the account info for the domain name here? I think it’s at GoDaddy?

Technical Support Protocol

Moffitt staff will be the primary point for all communications with the users. Issues that Moffitt staff are unable to solve and require technical support will be forwarded to Rob support using the following steps:

  1. An email describing the issue in as much detail as possible including page title , URL, computer and browser info if possible will be forwarded or sent to moffitt@lightbendercreative.com.

Note: Be sure the user is CC’d on the email.

  1. Add some content to the email explaining to the user that they are being handed over to technical support. Something similar to this example:

We are sending your issue over to our technical support team at Lightbender Creative. They will work with you to solve this issue. We suggest that you add moffitt@lightbendercreative.com to your address book to ensure that you receive follow up emails from them.

  1. Rob will follow up with the user and CC moffitt@lightbendercreative.com on the emails.

Tools for Modifying the Course Content

You will need the following software to make modifications to the lectures, case studies, and Glossary activity. I will be happy to supply Moffitt with the source content if requested.

PowerPoint is used for the lectures.

Articulate Storyline 360 is used for the Case Studies, Glossary activity and is used to convert the powerpoint lectures for HTML5 playback.

Adobe Creative Suite is used for graphics and audio production.

Licensed Technology and Components

The website uses several professional components that require license fees (usually annual). LBC currently includes the costs of these components in our annual Licensing and Support contracts. I often have multi-site licenses for most of this technology and only charge for your percentage of use so it also saves the project money. Should you decide in the future to run the site on your own, or you choose hire another developer you will need to acquire licenses for the following technology.

Component Description Estimated Cost
Astral Theme The base theme used for the website The base theme is free. The pro version is $45.00 per year
LearnDash LMS The learning management system used to create and manage the courses. $199.00 per year
Gravity Forms Creates and manages all the surveys and other forms used on the website Requires the Elite version $259.00 per year
WP All Export For exporting data from the website $99 one time cost to purchase
Uncanny Owl LearnDash toolkit Adds important features like hiding and showing content to logged in users that are critical for the training. $150.00 per year
Gravity Whiz Limit form submissions Prevents uses from submitting forms multiple times. $49.00 per year
Toolset Used for the Compare Pre and Post test feature. $149.00 per year
Powerpack Pro Used to control permissions for what the users from each profession see on the website $49.00 per year
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