As a Site Administrator you will be responsible for the overall management EHQ. Before you begin building your site, use this guide to learn how you need to be involved in getting your site ready for launch. This guide will cover the following:
- Your role
- Setting up teams
- Preparing for your community database
- Getting your content ready
- Site Settings
You should work through these items prior to launching your site to ensure you are fully prepared for your site to go live.
Site Administrators have the most important role in managing EHQ. As a Site Administrator you can;
- Manage all site settings
- Assign user roles and setup admins
- Access full range of reports
- Send emails and newsletters
- Manage participant database
- Create, edit and publish projects and hubs
- Request 3rd party software integrations, site rebrands and premium services. (contact firstname.lastname@example.org for more information)
Depending on your licence, you will also have access to more than one Site Administrator to help you manage your site. Most sites allow for up to 3 Site Administrators but it's important to check your licence agreement to find out how many you've purchased.
Site Administrators are usually the person that is leading your online engagement project and they will be required to be the person most across the EHQ platform. You should assign your most relevant teammates as fellow Site Admins to help you manage your site. These are usually Engagement Managers, Communications Managers or project leads.
Setting up Teams:
Before you begin building your site you should setup your engagement teams in EHQ to help you manage the site and build projects. There are 3 main administrator types in EHQ including Site Administrators, Hub Administrators and Project Administrators.
To setup your engagement teams you will need to do the following:
- Go to People > Administrators
- Click on add
- Fill out the new Administrators details. Be sure to include their First and Last Name in the Login box. If they are not present with you to select their own password, create a generic password and write it down. You will need to communicate this to them.
- Select the Administrator role you require for your team mate.
- Click on Create.
If successful you will be taken back to your Administrator list and you should see your new team mate in the list. You can now edit their access permissions and assign them projects.
Tip: When you are creating Project Administrators you will need to assign them to a specific project. You cannot assign a project to a Project Administrator if it hasn't been created.
Preparing for your community database:
EHQ is built around our Participant Relationship Management (PRM) tool to allow you to segment and understand your community database.
This feature allows you to analyse your database using a range of different filters including; Aware, Informed and Engaged actions for each project, project and participant tags, suburb as well as sign up form questions.
It is your sign up form questions that allow you the most flexibility in segmenting your database because you can ask the questions that are important to your community or project.
You will need to set this up before you launch and it is important that you have thought about how you might want to identify your audiences for promotion and also reporting.
To setup your sign up form:
- Go to Site > Site Settings
- Click on Sign Up Form
- Add relevant questions
Standard question types include email, login or screen name, password and suburb. Adding a question about age and gender can greatly help you identify the basic demographics of your registered community.
Going beyond these basic demographic questions can also help you identify your communities interests and relationship to your organisation or project.
Using connection and interest questions is a great way to extend your registration questions and provide a deeper understanding about your registered community members.
If you want to dig even deeper but are worried about putting people off signing up for your site, you might consider using a conditional question in your sign up form that asks people if they would like to offer you more information voluntarily.
Below is an example where a conditional questions has been used to ask for further personal information.
If the user selects No, they can quickly complete the registration process. If they select Yes, further questions will appear for them to answer.
Tip: You should always test your sign up form from your users perspective to ensure you understand the process they go through to join your community engagement site. You can also manage your registration form introduction and welcome page messages by visiting the Site > Text and Emails > Messages.
Getting your content ready:
Now that you have setup your team and decided on your sign up form it's time to get your branding content ready for the site.
You will be required to create a bunch of assets to help bring your site to life. These include, project banners, organisation logos, colours and fonts.
Banner sizes should be consistent throughout your site on themes where banners are available. Our recommended size for site banners is 1440px by 300px.
On most of our homepage layouts there are square project images that act as featured images for the each consultation. We recommend that these are 750px by 750px.
Tip: Using a combination of graphics and images is a great way to highlight different consultations and bring your home page to life.
Next you will need to apply your organisations brand colours and fonts, so it is essential that you have access to any branding documents and guidelines.
To do this:
- Go to Site > Theme
- Click on Images, Colours, Fonts
- Upload you logos, site banner, favicon and change your primary brand colours.
It might take a bit of trial on error to workout exactly which combinations of colours works best for your theme so make sure to preview your template frequently to ensure you're on the right track.
While we have already touched on some essential parts of the site settings that you need to consider before you launch your site. Remember, as a Site Admin you will be responsible for managing all setting on the site. It's important that you understand what details are encompassed in the site settings section.
We highly recommend that you make yourself familiar with the Managing the Platform resources in our HelpDesk.
Watch our EHQ Platform Overview videos.
Take a look at our Best Practice section to keep up-to-date with the good work of your peers.