How to manage administrators in Jostle

Table of contents

1. Overview
2. Administration levels & roles
3. Administrator requirements
4. Cascading responsibilities
5. Assigning Administrators

Overview

So that you can divide up the work, enable subject matter experts, and have clear ownership of different parts of the platform, most views have their own administrative roles, including:

• News Reporters and News Editors
• Events Creators and Events Managers
• Library Volume Librarians and Category Librarians
• Teams Chart Admins and Category Admins
• Listings Creators and Listing Managers 

Details of the permissions for each of these roles are here.

Reasons for multiple administrators

With multiple admins, Jostle allows you to set up the responsibilities for maintaining your platform in a granular way. This is most effective way to maintain your platform as it allows you to enable your subject matter experts (SME’s)—the people who are best able to create, organize, and maintain content around a specific area.

For example, your Benefits Administrator will do a much better job of keeping your benefits information and forms organized than someone from IT or Marketing will, so your Benefits Administrator should be the Librarian for the Benefits Volume in Library. Similarly, your Senior Project Manager should be the Teams Category Admin for his own project teams, while the head of your Social Committee would be an ideal choice for an Events Creator.

It’s a bad idea to have a single person in charge of all your content platform wide, because:

• One person will be spread too thin to effectively manage all areas
• No single person can have the first hand domain knowledge to do a good job on all topics
• Bringing different viewpoints and voices together will help you create a more engaging platform that better reflects your organization

Administration levels & roles

System Admins are responsible for:       

• Creating a sensible org-wide information architecture
• Controlling user access
• Syncing data with other enterprise systems

View Owners (News Editors, Teams Category Admins, Category Librarians, Events Managers, Listings/Classifieds Managers) are responsible for:

• Setting the high-level information architecture for an area/view
• Governing their area/view, ensuring up to date, engaging, and appropriate content
• Finding the right subject matter experts to own specific content within that area/view

Content Owners (News Reporters, Teams Chart Admins, Volume Librarians, Events Creators, Listings/Classifieds Creators) are responsible for:

• Owning their content within an area/view
• Ensuring it stays current, organized, and relevant

Administrator requirements

System Admins need to have an overall sense of the org-wide structure to properly assign the appropriate View Owners, who will be able to own and manage their specific view.

View Owners need to know how to best structure their assigned area. They need to be aware of the best SMEs within the organization to place in the proper Content Owners and how to manage their contributions. They need to assume overall ownership of their view.

Content Owners should be the SMEs of the organization best suited for their assigned roles. They need to be able to take responsibility for keeping their content current, organized, relevant and engaging.

Cascading responsibilities

When an admin creates a new platform location under them, they become the first admin for that new section. For Example when an Category Librarian creates a new Volume they automatically become its first Volume Librarian. From their, they can add the right SME and remove themselves.

Note: As your platforms first System Admin you will be a View Owner across the platform. That's not the case for other System Admins that are added later. They will need to assign themselves any sub-admin duties that they need to take ownership of.

Assigning Administrators

Note: The permissions given to each Administration Role can be reviewed here.

System Admins

Best practice is to have a few System Admins. Not too many so that you loose control of the integrity of the platform, but at least two so that you always have the necessary coverage.

As a System Admin, you can create a new System Admin by:

1. Clicking the Admin Settings link in the lower left corner of the Main Nav Panel
2. Going to Admin Settings > Platform > Manage System Administrators
3. Entering the name of the person you want to assign in the Search field
4. Clicking the green + that appears beside their name
5. Clicking Exit top right

Category Librarians

There is no overall Library admin role. Instead each Category and Volume in Library has their own Admins (Librarians). System Admins can create Category Librarians by:

1. Clicking on Library in the Main Nav Panel
2. Clicking Browse in the left column and then selecting a Category
3. Going to the action bar at the top of the screen and clicking the i-icon
4. On the Info Panel finding Category Librarians clicking Edit
5. Searching for the person (or Team) to assign and clicking on their name
6. Clicking Continue

Tip: If you want to assign the same three people to be Category Librarians across multiple Categories, first create a Chart in Teams view with these three people on a "Category Librarians" Team. Then you can assign this Team, Category by Category. When you then need to update who these three people are, you can simply update the membership of that Team and all the Categories will automatically update.

Note: System Admins can create new Categories in Library via Browse > Action Menu (three dots at the top of the Browse column) > Manage Org Categories.

Volume Librarians

Category Librarians own the Volume structure of their Category and manage the associated Volume Librarians. Category Librarians can assign a new Volume Librarian by:

1. Clicking on Library in the Main Nav Panel
2. Clicking Browse in the left column and then selecting a Volume
3. Going to the action bar at the top of the screen and clicking the i-icon
4. On the Info Panel finding Volume Librarians clicking Edit
5. Searching for the person (or Team) to assign and clicking on their name
6. Clicking Continue

News Editors

System Admins can add a News Editor by:

1. Clicking on News in the Main Nav Panel
2. Then go to the Action Bar and clicking the 3-dot action menu on the far right
3. Select View News Admins
4. In the column on the left, clicking on Editors
5. Using the search field to find and add the person
6. Clicking Save at the top

News Reporters

News Reporters get added to Reporter Groups. News Editors can create a new Reporter Group by:

1. Clicking on News in the Main Nav Panel
2. Then go to the Action Bar and clicking the 3-dot action menu on the far right
3. Select View News Admins
4. In the column on the left, clicking on Edit to the right of Reporter Groups
5. Clicking on the +
6. Giving the Reporter Group a name
7. Clicking on Done

News Editors can add a person to a Reporter Group by:

1. Clicking on News in the Main Nav Panel
2. Then go to the Action Bar and clicking the 3-dot action menu on the far right
3. Select View News Admins
4. In the column on the left, clicking on the desired Reporter Group
5. In the Members section clicking on Edit
6. Searching in the individuals or groups you want to make Reporters
7. Clicking Continue
8. Clicking Save at the top

Notes:

• Under Publishing Options you can enable or restrict any of the listed publishing features for your Reporter Group. This is how you block them from using the "noisy" features in News.
• Under Publish To you can lock down the audience this Reporter Group can publish News items to. This might be just to their own Department, or it might be to an editorial committee.
• Any News Editor can apply any of the restricted Publishing Options, and can expand the Publish To audience, leaving the original Author in place.

Teams Category Admins

There are no overall Teams Administrator Roles, instead each Category and Chart in Teams has their own admin roles.

System Admins can create Teams Category Admins (who can then create Chart Admins) by:

1. Clicking on Teams in the Main Nav Panel
2. Clicking on a Category and hovering over its i-icon
3. In the i-Panel, clicking Edit next to Category Admins
4. Searching for the person you want assign and clicking on their name
5. Clicking X to close the pop up

Note: System Admins can create new Teams Categories by clicking on Edit next to Categories in the navigation column.

Teams Chart Admins

Teams Category Admins can add a new Chart Admin by:

1. Clicking on Teams in the Main Nav Panel
2. Clicking on a Chart and hovering over its i-icon
3. In the i-Panel, clicking Edit next to Chart Admins
4. Searching for the person you want assign and clicking on their name
5. Clicking X to close the pop up

Note: Teams Category Admins can create a new Chart by clicking on their Category in the navigation column and then clicking on the + that appears there.

Events Managers

Event Managers have overall ownership for Events view.

System Admins can add a new Event Manager by:

1. Clicking on Events in the Main Nav Panel
2. Clicking on the Action Menu (three dots) top right
3. Selecting View Events Admins
4. In the column on the left, clicking on Managers
5. Searching in the individual and clicking to add them
6. Clicking Save at the top

Event Creators

Event Managers can add Event Creators by:

1. Clicking on Events in the Main Nav Panel
2. Clicking on the Action Menu (three dots) top right
3. Selecting View Events Admins
4. In the column on the left, clicking on a Creator Group
5. Searching in an individual or group and clicking to add them
6. Clicking Save at the top

Note: Event Managers can create a new Events Creator Group by clicking Edit next to Creator Groups when on the Manage Events Admins page.

Listings Managers

Because this view's name can be customized, Listings may appear in your platform as Classifieds, Job Postings, Shift Sharing, or something else.

Listing Managers have overall ownership for Listings view.

System Admins can add a new Listings Manager by:

1. Clicking on Listings in the Main Nav Panel
2. Clicking on the Action Menu (three dots top right)
3. Selecting View Listings Admins
4. Clicking on Managers in the left column
5. Searching in the individual and clicking to add them
6. Clicking Save in the Action Bar at that top

Listings Creators

Listing Managers can add a Listings Creator by:

1. Clicking on Listings in the Main Nav Panel
2. Clicking on the Action Menu (three dots top right)
3. Selecting View Listings Admins
4. Clicking on a Creator Group in the left column
5. Searching in the individual or group and clicking to add them
6. Clicking Save in the Action Bar at that top

Notes:

• Listing Managers can create a new Listings Creator Group by clicking Edit next to Creator Groups when on the Manage Listings Admins page.
• By default, all users should be automatically be listed as Listings Creators. This can be changed at Listings > Action Menu > View Listings Admins > Creator Group > Edit.

New Admin Notifications

When anyone gets assigned as any new admin role, they will receive an email notification that contains:

1. Information about the Admin Role
2. A link to any related Support Center information about the Admin Role
3. Who assigned the Admin Role 
4. A link to the place in the platform they are now an admin for