Podium: Managing Teams for Podium Dashboards: Access Control and Administration Guide
Overview
Teams allows partners to control dashboard access in Podium by assigning specific dashboards to specific teams. This makes it easier to manage dashboard visibility based on a user’s role, department, or area of responsibility.
For example, if there is a set of finance dashboards, those dashboards can be assigned only to the Finance Team. Users who are not members of that team will not have access to those dashboards.
Using this feature requires Team Access Managers to be assigned in User Management so they can assign and scope dashboards in Podium:
User Management is used to create teams and manage team membership. This is accomplished by a UM Admin.
Podium is used to assign dashboards to teams. Team Access Managers are able to assign specific dashboards to a team and change default permissions.
Team Access Manager Role
In order to manage teams in Podium, a user must be assigned the appropriate Team Access Manager role in User Management. The role of Team Access Manager can be assigned by a UM Admin in the application. There is no limit to the number of Team Access Managers a district partner can have and can also include the UM Admin.
The Team Access Manager role allows designated users to manage team-based dashboard access in Podium. Users without this role will not be able to manage teams.
Team Access Managers are responsible for:
Managing dashboard access for teams in Podium.
Publishing dashboard access changes in Podium.
UM Admins are responsible for:
Creating Teams
Adding users to teams
To Assign the Team Access Manager role, the UM Admin should assign the Team Access Manager as they would any other role.
If a user needs to manage teams but does not see the appropriate functionality, confirm that they have been assigned the Team Access Manager role in User Management. Contact support@edanalytics.org for additional assistance.
Managing Teams in User Management
Teams are created and managed in the User Management app. Teams can only be created by a UM Administrator.
View Existing Teams
Open the User Management app.
In the side panel, click Teams.
The Teams page will allow you to create new teams and also display all existing teams. From this page, UM Admin can view, edit, create, or delete teams.
Creating a New Team
To create a new team:
Click the Create New Team button.
Enter a descriptive team name.
Example: Finance Team, School Leadership Team, or District Assessment Team
Add team members using one of the following methods:
Search for individual users and add them to the team.
Paste a comma-delimited list of user email addresses and click Submit emails.
Review the team members to confirm the correct users have been added.
Removing Users from a Team
To remove an individual user from a team:
Locate the user in the team member list.
Click the red trash-bin icon next to the user’s name.
Confirm the user should be removed.
If you would like to remove every member from a team, click on the Clear all members button.
Editing an Existing Team
To edit a team:
Go to the Teams page in User Management.
Locate the team you want to update.
Click the black Edit button next to the team name.
From the edit screen, Team Access Managers can:
Add additional users.
Remove existing users.
Deleting a Team
To delete a team:
Go to the Teams page in User Management.
Locate the team you want to delete.
Click the red trash-bin icon next to the team name.
Confirm the deletion.
Deleting a team removes the team itself, but it does not delete the individual users.
Assigning Dashboards to Teams in Podium
After teams are created in User Management, Team Access Managers can manage dashboard access in Podium. Both existing Education Analytics dashboards and dashboards created by states and districts can be scoped to teams.
To manage team access in Podium:
Open Podium.
Go to the left panel.
Look for the Manage team access box.
Click Manage team access.
From this area, Team Access Managers can view the teams and dashboards available to be managed.
Podium will also display badges to help Team Access Managers identify new items that require attention. When a new team is created in User Management, Podium will display a count of new teams that need to be configured. As new dashboards are released, Podium will also display a count of new dashboards that can be assigned to teams.
Team Access Managers can manage access in two ways:
By Team
By Dashboard
Managing Access by Team
When viewing access by team, Team Access Managers can view each team, the number of users assigned to that team, and the number of dashboards the team can access out of the total available dashboards.
New teams must be configured before they have any affect on a user's access to dashboards. Newly created teams do not affect access until they have been configured. Please review this important note.
To manage access for a team:
Click on the Configure or Edit for a specific team.
Choose either Default Access or Custom Access.
Default Access
Default access allows the team to access all dashboards, including any new dashboards released in the future.
Custom Access
Custom access allows Team Access Managers to select specific dashboards that are relevant to the team.
When using custom access:
Use the dropdown to switch between dashboards created by Education Analytics and dashboards created by the partner using Embed Studio. EA created dashboards and those created in Embed Studio are visible and can be expanded on by clicking on the button highlighted below.
Search for a specific dashboard, if needed.
Select each dashboard the team should be able to view.
User can select All, All Search Results, or None if you need to quickly add or remove access across the list.
Update the access settings when finished.
For any changes to be implemented, users must Publish Changes.
Important First Steps
By default all unconfigured teams and users have access to all dashboards. Team Access Managers can configure what is visible by default for unconfigured teams and users by following the steps above. Specifically, Team Access Managers should update the Unconfigured users and teams, by switching from Default to Custom access and selecting the appropriate dashboards, or removing access entirely if none apply.
Managing Access by Dashboard
Team Access Managers can also manage access by dashboard. This view displays all dashboards available in Podium, separated between dashboards created by Education Analytics and dashboards created by the district.
Next to each dashboard, Team Access Managers can view a count showing how many teams have access to that dashboard out of the total number of teams.
To manage access for a dashboard:
Find the dashboard you want to update. You can use the search or status feature to quickly find the dashboard of interest.
Click the Edit button.
Select the teams that should have access to the dashboard.
Click the Update button when finished.
For any changes to be implemented, users must Publish Changes.
This view is useful when Team Access Managers want to review or update access for a specific dashboard across multiple teams.
Publishing Changes
Any changes made to team dashboard access in Podium must be published before they take effect.
Publishing allows Team Access Managers to review and apply dashboard access changes after they have been configured. Until changes are published, users will not see the updated dashboard access.
After making updates to team or dashboard access:
Review the changes to confirm the correct teams have access to the correct dashboards.
Click Publish Changes.
Confirm the changes, if prompted.
Once published, the updated access settings will take effect for users in Podium.
Important Notes
Team membership is managed in User Management, not in Podium. If you need to add or remove users from a team, go to the User Management app.
Dashboard access is managed in Podium. To remove a team dashboard access, use Podium. To delete the team itself, go to User Management.
New teams do not automatically receive access to dashboards until they are configured with default access or assigned specific dashboards through custom access.
Notes on roles:
For Admins:
Dashboards owned by the creator’s tenant will not have team-based filtering applied
Dashboards owned by a parents of the creator’s tenant will have the team-based filtering applied
For Team Access Managers:
Data access role filters to all dashboards
Team-based filters do not apply
If Team Access Managers need access to Embed Studio they will need to also be assigned a Creator Role.
Summary
User Teams provide a flexible way to manage dashboard access across Education Analytics’ stack. Team Access Managers create and maintain teams in User Management, then assign dashboards to those teams in Podium. This helps ensure that users only see the dashboards that are relevant to their work.
Teams allow administrators to control dashboard access in Podium by assigning specific dashboards to specific teams. This makes it easier to manage dashboard visibility based on a user’s role, department, or area of responsibility.
For example, finance dashboards can be assigned exclusively to the Finance Team. Users outside of that team will not have access.
This feature requires administrators to work in both User Management and Podium:
User Management is used to create teams and manage team membership.
Podium is used to assign dashboards to teams.