Full Control Panel Walkthrough
This guide walks through how to use the Control Panel to manage your app, users, events, and notifications. It’s meant to help App Managers build confidence with the platform and understand how day-to-day administrative tasks are handled.
App Manager Training Guide
Purpose
This guide walks through how to use the Control Panel to manage your app, users, events, and notifications. It's meant to help App Managers build confidence with the platform and understand how day-to-day administrative tasks are handled.
1. Introduction and Overview
1.1 Purpose of the Control Panel
The Control Panel is the administrative side of your app. It's where you manage users, tags, rewards, events, and notifications. Most management work happens here, not in the mobile app.
1.2 Control Panel vs. Mobile App
- Control Panel: Used by administrators on a computer to configure and manage the app.
- Mobile App: Used by alumni, clients, and staff on their phones or tablets.
The Control Panel handles configuration and management tasks. The mobile app focuses on user experience and engagement.
1.3 Navigation Overview
Main sections of the Control Panel:
- Dashboard: Shows app activity and engagement.
- Users: Manage user access and tagging.
- Calendar: Create and edit events.
- Rewards: Approve points and manage store items.
- Notifications: Send messages to users through the app.
There is also a preview feature that lets you see how changes will appear in the app.
1.4 Learning Curve
It takes a few tries to get comfortable with the system. With a bit of practice, the layout and functions become second nature.
1.5 Support Resources
The Knowledge Base includes step-by-step guides and troubleshooting tips. You can also reach out for support anytime during or after training.
2. User Access Management
2.1 Accessing User Management
Log in to the Control Panel from a computer.
In the left-hand menu, click Users to open the user management area.
2.2 Registering New Users
New users (alumni, clients, or staff) start by registering to create a profile.
Alumni usually fill out a "Request Access" form, which sends a notification to administrators.
After registration, users appear in the Control Panel list.
2.3 Granting Access and Assigning Tags
- Find the new user in the list.
- Open their profile.
- Assign the correct tag:
- Alumni Secure
- Client Secure
- Staff Secure
- Click Add, then Save.
Assigning the correct tag gives users access to the right areas of the app.
2.4 Managing Access Requests
You may have a larger batch of requests during onboarding. Over time, new requests will come in individually. Check and respond to requests promptly.
2.5 Granting Access Through the App
You can also manage access directly from the app.
Open the menu, select User Management, and update tags as needed. This is helpful when you need to grant access on-site.
2.6 Best Practices
- Always verify the user's role before assigning tags.
- Practice by tagging your own profile.
- Refer to the Knowledge Base if you get stuck.
3. Tagging and Permissions
3.1 Purpose of Tags
Tags control which areas and features a user can access. They also define who can manage or approve content.
3.2 Core Tags
Most users only need one of these:
- Alumni Secure: Gives alumni access to alumni features and chats.
- Client Secure: Gives current clients access to client-only areas.
- Staff Secure: Gives staff access to staff-specific functions.
Assign these through each user's profile in the Control Panel.
3.3 Manager Tags
Managers or administrators may need higher-level permissions:
- User Manager: Allows managing other users and assigning tags.
- Store Approver: Allows approving points and store redemptions.
Assign these only to staff who need them.
3.4 Workflow Summary
- Find the user in the Control Panel.
- Open their profile.
- Search for and add the correct tags.
- Click Save to apply changes.
3.5 Best Practices
- Confirm the user's role before adding tags.
- Keep tagging consistent across users.
- Practice on your own account to learn the process.
4. Approving Points and Rewards
4.1 Overview
Users earn points through check-ins and surveys. Points can be redeemed for items in the store to encourage ongoing engagement.
4.2 Access Requirements
Only users with the Store Approver tag can approve points or manage redemptions.
4.3 Accessing Rewards
Log in from a computer.
Select the Rewards section to see pending approvals.
4.4 Approving Points
- Find the pending request.
- Review the activity.
- Click Approve to confirm.
Approved points will update automatically in the user's balance.
4.5 Managing Store Redemptions
Open the Redeems tab to view requests.
Approve or deny them as needed.
4.6 Best Practices
- Check rewards regularly to avoid delays.
- Apply consistent standards for approval.
- Confirm that anyone managing rewards has the correct tag.
5. Event Scheduling
5.1 Purpose
Scheduling events helps keep the community informed and involved.
5.2 Accessing the Calendar
Log in from a computer and select Calendar.
5.3 Creating a New Event
Click Add Event.
Fill in event details:
- Title, date, and time
- Location or meeting link
- Optional image and description
Toggle Requires RSVP if attendance is limited.
5.4 Editing Events
Find the event in the calendar and click the edit icon.
Update any details and save your changes.
5.5 Recurring Events
If the event repeats, enable Repeating Event and set the schedule.
5.6 Best Practices
- Keep event titles and details clear.
- Double-check dates and links.
- Use RSVP for limited events.
- Encourage users to check the app often for updates.
6. Sending Notifications
6.1 Overview
Notifications are how you communicate updates, events, and reminders directly through the app.
6.2 Accessing Notifications
Log in from a computer and click the bell icon labeled Push Notifications.
6.3 Notification Types
- Standard: Sent once, immediately or at a scheduled time.
- Recurring: Sent on a set schedule (daily, weekly, etc.).
6.4 Creating a Notification
- Click Create Notification.
- Enter the title and message.
- Choose who will receive it.
- Set the date, time, and recurrence.
- Optionally link it to a section in the app.
6.5 Best Practices
- Keep notifications short and relevant.
- Avoid sending too many recurring messages.
- Schedule messages when users are most active.
6.6 Advanced Features
Future training sessions will cover advanced tools like linking notifications to specific content.
7. Troubleshooting and Best Practices
7.1 Common Issues
- Login Problems: The Control Panel and app use different logins. Verify which one you are using.
- Formatting Issues: The Control Panel should always be used on a computer.
- Access Errors: If a user can't access something, check their tags.
7.2 Hands-On Practice
Create your own profile and practice assigning tags, approving points, and creating an event.
7.3 Knowledge Base
Before requesting support, check the Knowledge Base for guides and solutions.
7.4 Ongoing Learning
Keep track of questions or problems to bring up during future training.
7.5 Collaboration
Report bugs, share feedback, and communicate issues clearly so they can be resolved quickly.
8. Q&A and Next Steps
8.1 Q&A
Leave time at the end of each training session for open questions.
If something can't be answered right away, it will be followed up after the session.
8.2 Practice
After training, spend time practicing:
- Registering a profile and tagging it
- Approving points and redemptions
- Scheduling test events
- Sending a sample notification
8.3 Support
Support and documentation are always available for additional help.
8.4 Follow-Up Training
Future sessions will go deeper into:
- Linking notifications to app content
- Using analytics and reporting tools
- Advanced role and permission setups
8.5 Launch and Rollout
Start small by testing with a few users.
Collect feedback, make adjustments, and then expand to a full rollout.