1. What changes when sites are active?
Sites limit what data a user can access. For example:
Site admins can only access data and generate reports for Spaces, Users, and Events associated with the sites they have access
Teachers can't invite a user by name if they are not in the same site as that teacher
When sites are active in your institution, new Spaces, Users, and Events must be explicitly tagged to a particular site. In many cases this is done automatically but, if you are part of multiple sites, you'll need to explicitly indicate which site an entity belongs to.
Configuring sites in settings
Visit your institution settings and navigate to "Sites"
If sites have been enabled for your institution, you should see a screen like below
If sites are not enabled for your institution (and you see the indicator below), please contact Pencil Spaces Support, and we can get you set-up.
To get started:
Click "+ Add Site" and assign the site name to create your first site. Note: sites are currently not deletable so be careful not to add too many sites if you don't expect that you'll need them
To rename an existing site, hover over a site, click Edit Site
2. Assigning sites to users
To assign a site to an existing user:
Visit Profiles and search for the user you'd like to edit
Click "Edit Profile"
Adjust the user's sites with the dropdown as necessary. Please note, if the user is an Institution Admin, this option will not be available, as Institution Admins have access to all sites in your institution
Click "Done" to save changes
To assign a site to a new user:
Visit Profiles and click "+ Invite User"
To assign sites manually, select the site from the dropdown. This field will be disabled if you're setting the user's role to Institution Admin
To upload users via CSV, click "Upload CSV". Details on how to structure this CSV, along with a template file can be found here.
3. Adding sites to new Spaces or Events
Spaces
When creating a Space, you'll see a modal where you are prompted to select a site. Select the site associated with the Space, and then click "Create Space".
Events
When creating an Event, you'll be prompted to select a site for your event. Once set, you'll then be asked to select an existing Space for the event, or to create a new one.
For consistency, you will only be able to select existing Spaces with the same site as the event. Similarly, any new Space you create will be automatically assigned to the site you select.
4. Filtering by sites
Users assigned only to a single site will only see data associated with their site.
Users assigned to multiple site will see data from all of their sites by default. To filter by site, click the 'filter' button in Spaces, Events, Users, or Analytics views.
You'll then be able to filter by site via the "Sites" line item. You're all set!
