Site Administrator User Guide. show, tell, share

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1 Site Administrator User Guide show, tell, share

2 Contents About your Team site 1 What is a Team site? 1 What can you do on a Team or Business site that you can t do on 1 Getting Started 2 Type of users 2 Customise your site name and logo 3 Sharing & security preferences 4 How to restrict access by domain 6 What is a category? 7 How to create, edit and cancel categories 8 What is a group? 8 How to create, edit and cancel groups 9 Adding & managing users 11 How to add a Member 11 How to add a member to a group 15 How to import and export a list of users 17 Edit a Member Profile 18 How to promote or demote a site member to Administrator 20 Promote an Administrator to Site Owner 22 Deleting a User 23 Managing presentations 24 Exploring and discovering content 24 How to share a Present.me 25 How to embed a Present.me on your web site 28 How to embed a present.me in Wordpress 29 How to edit and cancel the presentation 29

3 How to set a Featured presentation 30 How to create Spaces 32 How to edit, share or cancel a space 34 How to attach files to a presentation 35 Analytics 36 Analytics Overview 37 Engagement 39 Location 40 Technology 41 Managing your payments and account 41 How to cancel the site account 42

4 About your Team site What is a Team site? A team site is your own private place for you and your colleagues to record and share presentmes amongst yourselves or with your customers. You can organise users by groups, and organise presentations by categories. You can share with a select few, the whole business, or with the wider world. You can collect analytics about who has watched your content, and when it was accessed. In short, it s your own private content sharing platform. What can you do on a Team or Education site that you can t do on Quite simply, a team site gives you a few extra layers of privacy and security that you don t get when sharing on the main site Firstly, you get a private subdomain. This is a customised place where you and your colleagues can log in and nobody but you has access it will have a name something like https://yourco.present.me There is SSL encryption to protect your content. You can manage all your users and content from one place. You can organise your users into custom groups and limit their access to content. You can organise your presentations into custom categories to reflect the way you organise your business this will make it easier for people to find the most relevant content. You can create spaces which are customisable public facing web pages where you can brand the page and add a selection of presentations these could be thought leadership presentations, content from an event, content marketing in fact the uses are almost endless. Seamless integration with Google Apps so that you can use your Google single sign on, access your Drive, and your contacts. 1

5 Getting Started Now you ve signed up and registered for your Team site, you are ready to set up your preferences and start adding users to your domain. Log on to your site using your username and password. As a Site Owner you will have access to the Admin Tab, only you and any user you set as an Administrator can access this option. Type of users Present.me supports a wide variety of users type with different features based on your needs. Key Features Site Owner Site Admin Member External Viewer Change site logo and name a a r r Add Categories a a r r Accept new Members a a r r Purchase more licenses a r r r Invite viewers a a r r Setup security preferences a r r r Disable sharing, embedding & Downloading on your own Presentme a a a r Change or add a Site Admin a a r r Change site Owner a r r r Delete Members a a r r Set a Presentme as Featured a a r r Manage payments or cancel a Team account subscription View all content on Team site even if saved as Private View all presentme s on Team site that are saved as Internal Create unlimited presentme s on Team site a r r r a a r r a a a r a a a r 2

6 Customise your site name and logo Present.me allows you to personalise your site very easily and the Site Settings Tab has all the tools that you need to set up your site. This option will allow you to create or edit the name of your site and customize the log in screen by adding a logo. Select Admin > Site Settings > Settings, type in your site name in the box located on the left hand side of the page and click Choose File beneath the blank logo box to upload your School logo, click the Save Changes button to update your site profile. 3

7 Sharing & security preferences This option will enable you to edit several important aspects for how you want your site set up for to sharing presentations for all users. The changes you make here affect which sharing options are available to all users on the site. Select Admin > Site Settings > Sharing notifications - allow you to enable or disable notifications if you are worried these being sent over the Internet. Each time a presentation is uploaded, a notification is sent by to let you know it is ready to record. There are numerous other notifications that are useful but not necessary. Presentation Sharing There are two levels of security around presentation sharing. The first is that you can completely disable the Share by buttons around the site. This is lockdown mode, and should only be selected if you were concerned about presentations being shared internally by , or were worried about the security of sending a link by . The more likely option is that you don t want anyone outside your organisation to see the presentations, in which case you would disable Public sharing. Embedding Public presentations can be embedded on external websites. You can enable or disable the embed feature here. Download Presentations can be downloaded using this download button. Some admins prefer to disable the download button so that the slides are only available from this one place. To apply the changes click in the Save Changes Button located at the bottom right hand side of the screen. 4

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9 How to restrict access by domain If you need to restrict access to your site to users from certain domains you can easily create a list of domains. For instance, if you only want users addresses to be given access to your team site, then you can add apple.com to the list. Select Admin > Account Settings, click on the Add Restricted domain button. In the white box type in the domain name that you want to restrict and click on the Add Domain button. 6

10 What s a category? Categories make it easier to find content on your team site. Think about how your School is organized departments, classes, modules. Art & Design, Information Technology, literature, and languages would be obvious examples. Of course these will almost certainly evolve and change as you use Present.me and work out how best to organize your content. 7

11 How to create, edit and cancel categories Select Admin > Site Settings > Categories to access the category screen. To add a new category to the list simply click the Add a new default file category, in the white box type in the category name and click on Add Category button. If you need to edit the category name click the edit icon located on the right hand side next to the category name or the Delete icon if you want to remove the category from the list. What is a group? This option plays a very important role regarding the organisation of your members. Groups are used as a way of organising your members so that they only see content that is relevant and suitable for them. For instance, a user might be in a group called Geography. Each time he or she records a presentme for Internal distribution, the default is that it is available for Everyone, but can be set to the group Geography instead. That way you can keep sensitive content available for just those that have been granted access. 8

12 How to create, edit and cancel groups Select Admin > People > Groups, click on the Add a new Group button. In the white box type in the name of the group that you want to create and click Add Group. 9

13 If you need to edit the group name click the edit icon located on the right hand side next to the category name or the Delete icon if you want to remove the group from the list. 10

14 Adding & managing users How to add a Member The member is a person that you have invited to join your team site. Each member that you invite to join your site will use up one of your licenses. To invite someone to your site is very easy, Select Admin > People > All users and click on the Add a Member button. Fill in the form by adding the details of the person that you want to invite, select and Add which group or groups they are to be in, and click Add Member. 11

15 The member will receive an inviting them to join the team site as shown in the picture below. 12

16 Once the member receives the from the Administrator, they click here to be taken to the team sign up page, fill in the form as shown in the picture below and click on Create my account button. 13

17 14

18 How to add a member to a group Select Admin > People > All Users and click on the member. 15

19 From the left hand side select the groups that you want to add the member and click on the add button. The group added will appear on the right in the User s Groups box. 16

20 How to import and export a list of users Another way to invite members to your site is to create list of users and import them into your domain. This option is very useful and convenient if you have a large list of users to add to your site. Select Admin > People > Import/Export Download the Excel Template by clicking on the Download Template button, open the excel file and you will be presented with an empty list like in the picture below. Fill in the details required and save the file. 17

21 Now you ready to add the list of members on your site with just one click. Click on Choose file, select the Excel file and click on the Add Users button. Once the file is uploaded, you can then notify users by of their username, password and login URL (https://yourcompanyname.present.me). If you make a mistake with a username on the spreadsheet, you can always edit that user later and fix any mistakes. Edit a Member Profile To view all the registered users select Admin > People > All Users, from here you can also edit the member profile by clicking on the member. On the member profile page you can edit the following details: Title, Office Number, Mobile Number, Fax Number, Home Number, IM Name of Skype, MSN, AOL 18

22 Manage the user group, add a picture to the profile, view user statistics and delete the member from the team. After editing the profile, click on the Save Changes button. 19

23 How to promote or demote a site member to Administrator To promote a Member to Site Admin, you need select Admin > People > Administrators. You will see a list of your Members, and you can control who is a Site Administrator by ticking or un-ticking the boxes next to their name. Click on the Save Changes button located at the bottom right hand corner to apply the changes. When you click back into the All Users tab, each user has a title, and the Administrators will have a black label that says Admin like the picture below. 20

24 21

25 Promote an Administrator to Site Owner The site owner is the only member that can change the billing information, access invoices and cancel the account. The site owner also has unrestricted and permanent access to all presentations. Each site can have only one site owner. When promoting an Administrator to account owner the original site owner will be demoted to Administrator. To change the site owner, select Administrator > Account Settings, from the dropdown list select the administrator that you want to promote to site Owner and click on the Make this person the account owner button. 22

26 Deleting a User To delete a user select Admin > People > All users, select the picture of the person you want to delete. At the bottom of the page click the button Delete <username> now. 23

27 A new window will appear asking if you want to deactivate or Delete the user. Selecting Deactivate will disable the account and the member will not be able to login or use the site (although the account will not be cancelled). Selecting Delete will erase the users account and all their presentations and activities from the system. Managing presentations Exploring and discovering content The Explore option is divided into 4 Tabs: Featured From here you can view all the featured presentation within your site Groups From here you can view all the presentations shared within your group Most Recent From here you can view the latest featured or shared presentation, and explore presentations by category. Inbox From here you can view the latest presentation shared with you. When someone sends you a link to a Presentme via the Share by button then it will appear here in your Inbox. It will be flagged as unread until you ve watched it. This is the best way to make sure your presentation gets seen by those who need to see it. Search This works like any typical search box, just enter the word or phrase you think the presentation is titled and we ll do the rest. 24

28 How to share a Present.me Once you created a presentme you will have several different options to determine how you want to share the presentation: Private This option allows you to keep the presentation to yourself and also share with individuals of your choice, either internally or externally. If you share it with someone internally, only the names person with a username and password can access it. If you share it externally, then it could in theory be forwarded on to others that it s not meant for. When you set the presentation to private you can share your presentme by clicking on the share by icon. 25

29 A new window will appear where you can select the people from within your sub domain that you want to share the presentation with or type in the address of someone outside of your subdomain directly in the white box and you also have the ability to protect you presentme by adding a password. Internal This option will allow you to share your Presentme with any member of your team site. It is viewable under Most Recent. If you want it to be more prominent you can choose to save it as Featured so it is viewable in the Featured section Select My Presentmes and click on the edit icon and on the privacy page select Internal from the privacy setting dropdown menu and click on the Save Changes button. You would also choose whether you wanted it to be part of a group and also a category at this stage. 26

30 Public This option will set your Presentme to be viewed by people who don t have a username and password to your Team site. These viewers will still need to be either sent the URL to find the presentation. A Public presentme can also be added to a Space. A public presentme can also be embedded in an external website. It is viewable in Most Recent and can also be set as Featured if required. Select My Presentmes and click on the edit icon and on the privacy page select Public from the privacy setting dropdown menu and click on the Save changes button. 27

31 How to embed a Presentme on your web site To embed a Presentme, click on the blue Embed button underneath the player. A white pop-up box will appear. A Presentme needs to be set to Public to allow embedding. Select the size required small, medium or large. Click the Copy To Clipboard at the bottom of the box, or select the text and press Ctrl + C for Windows or Apple + C for Mac users to copy the code. Then go to your website and paste the embed code in the source code of your web site. 28

32 How to embed a present.me in Wordpress Wordpress doesn t accept iframe embedding, so we have created a Plugin. Install our Wordpress plugin (http://present.me/widgets) and you then just need to paste the URL of the presentation into the Post or Page. How to edit and cancel the presentation As a site owner you can view, edit and cancel any presentation on your team site. Select Explore > Most recent, here you will find a list of all the Presentme s on your site. To edit or cancel a presentation click on the Edit icon located at the bottom of the presentation like the picture below. From here you will be able to change the title of the presentation, the category, the group, privacy settings or delete the presentation. 29

33 How to set a Featured presentation Setting a presentation as Featured allows you to highlight Presentme s that you think are noteworthy for the rest of the Team to see. Presentme s can only be featured if they are saved as Internal or Public. If the Presentme is in a Group then only those users in that group will see it as Featured. Select Admin > Site settings > Featured. 30

34 To add or remove a feature presentation simply tick the box next to the presentation, click add or remove and click on Save Changes. You can view the featured presentations by going to the Explore tab at the top of your account and clicking on the Featured tab. 31

35 How to create Spaces A space is an area of your site where you can show groups of public presentations to members that do not belong to your team. These spaces can be branded, and you can set a custom URL for them. You can also add a password as a simple layer of privacy. Your presentations will need to have been saved with the Privacy option public to go into Spaces. Select Admin > Spaces, click on the Add new Space button. When you create a new space you will be able to upload a logo by clicking on the Choose file button. You also can name of your space so the title of your space name will be the web address to your space and you can change the space name as many times as you like without restrictions. You also have the ability to create an alias for your space, which will give it a different address from the name. 32

36 Once you have uploaded the logo and named the space you need to select the presentations that you want to share publicly. You also can password protect your space so that only those with this password can access. 33

37 How to edit, share or cancel a space Select Admin > Space, here you will be able to view your spaces. To edit a space click the edit icon just below the space name inside the box, here you will be able to change the logo and the space name, add or remove presentations from the space. To share a space with other people click on the Share Space icon just below the space name. A window will pop up where you can type in the address of the people that you want to invite to watch the video shared within your space. 34

38 If you need to cancel a space simply click on the cancel icon. How to attach files to a presentation All the team members have the ability to attach files to presentations This feature is very useful when you also want to share documents with the viewers. These might be supporting materials such as White Papers, PDFs, Spread sheets, Videos, Images, Zip files anything that might give the audience a deeper understanding or take-away from the presentation. Once you finished recording your presentation on the Edit page select the Related files tab and upload the files that you want to share, click on the Save changes button to upload the file, you will be able to share all types of presentation files and word documents. 35

39 Analytics As a site Owner or Administrator you can access and view detailed statistics on who has watched what, when they watched it and for how long. Select Admin > People > All users From the users windows click on the statistics icon located below the picture on the right hand side. The statistics page offers a wide range of options; on the left hand side you have the three tabs: overview, location and technology. 36

40 Analytics Overview This page will show all the presentations of the user with the statistics and a graphical representation. The graphic includes the following elements: Loads Number of times the presentation has been accessed. Plays - Number of times the presentation has been played. Likes Number of likes the presentation has received. Comments Number of comments the presentation has received. Downloads Number of downloads the presentation has received. Shares Number of times the presentation has been shared. 37

41 The overview page will also show you who watched the presentations. Select the Who Watched this button located on the right hand side of presentation listed on the page. 38

42 The window will expand showing the username if it is a registered member or the IP Address of the viewer. By clicking on the chart button you will be able to view the level of engagement of the viewer. Engagement Engagement is defined as how much of a presentation has been watched. 39

43 From here you can also preview the presentation by clicking on the play button located on the right hand side of the screen. Location This option allows to show you where in the world your presentation has been viewed. The countries represented in green are the countries where your presentation has been viewed; by moving the mouse over the country it shows how many times it has been viewed. 40

44 Technology This option shows the breakdown of views of your presentation by Operating System and internet browser. Managing your payments and account To manage your payments, click on your username in the top right hand corner of the screen and select Payments. To change the payment details select Change Payment Details, edit the information and click on Change Payment Details at the bottom to save your information. Here you can also change the number of users on your subscription plan and download invoices. 41

45 How to cancel the site account We would hate to say goodbye but if you really want to leave us you can cancel your account at any time. Select Admin > Account Settings, on your account page select the Cancel My account button. This will take you to another page where you can delete your account altogether. Cancelling your account will also delete all your team presentme s permanently. 42

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