Module 2: Mission Set-up & User Management ELMO Coordinator Training

Welcome to ELMO Training for Mission Set-up & User Management Contents User Permission Levels Creating a Mission (Admin Only) Creating a New User Creating Multiple Users Creating a User Group Exporting VCards ADD INTRO – IN THIS MODULE, WE WILL…

User Permission Levels Before creating users, it is a good idea to learn the different user roles or levels. They are, from lowest to highest: Observer Reviewer Staffer Coordinator Administrator “Higher” users get all the access and privileges of those “lower,” with Administrators having the most access and privileges in the system.

Observer An observer collects and submits data from the field Observers may: Complete responses to published forms via tablet, via SMS, or via the ELMO online platform Edit personal user information Generate reports (only based off their own submitted data)

Reviewer A reviewer: Assist data center Staffers by going through responses and escalating responses Performs data analysis on reports Communicates with observers deployed to the field In addition to observer privileges, reviewers may: Generate reports from data submitted by any and all users in the mission Broadcast SMS messages to mission users

Staffer A staffer: In addition to reviewer privileges, staffers may: Performs data analysis on reports Communicates with observers deployed to the field In addition to reviewer privileges, staffers may: Not only view submissions/responses and make notes in the reviewer notes section but also able to change any responses

Coordinator A coordinator: Designs forms and reports Manages observers and staffers for a specific mission In addition to staffer privileges, coordinators may: Create option sets, questions, and forms for the mission Create, edit, and delete users within a mission

Administrator An administrator: Designs standard forms (in other words: form templates) Sees and manages across several missions In addition to coordinator privileges, administrators may: Create new missions Create standard option sets, standard questions, and standard forms to be shared/imported across all missions

Pop Quiz! Can observers create missions?

Pop Quiz! Can observers edit their own personal information?

Pop Quiz! Can coordinators create standard forms?

Pop Quiz! Can staffers create forms, questions, and option sets?

Pop Quiz! Can administrators design standard forms?

Pop Quiz! Can reviewer edit the response?

User Permission Levels Don’t worry if you got some of the questions wrong! As long as you understand the basics of user permissions, you will be able to use ELMO just fine. Give students time to study the chart and answer any questions they may have.

Creating a Mission Select Admin Mode

Creating a Mission Select the Missions menu Select Create New Mission

Creating a Mission A Mission is a data collection project typically bounded by a specific purpose. For example: “Mozambique observations” versus “Mynamar observations” or “Tunisia 2014.” This decision is made by the data collection team. Enter a name for the mission. Use only letters, numbers, and spaces

Creating a Mission To lock a mission, mark the box labeled Locked? When a mission is locked, it makes the data “read-only.” Responses and Forms cannot be created or edited, and users cannot be added or deleted. An administrator typically does this at the end of an election observation mission, after the data is all in. Select Save

Questions? Before we continue, Pause here to ask if anyone has any questions

Creating a New User Now you’re ready to learn how to create a new user. Users are created within missions, but administrators can also create them in Admin Mode. These instructions are designed for creating users within a mission, but the process for creating them in admin mode is very similar.

Creating a New User Select the Users menu Select Create New User

Creating a New User Enter the user’s full name Enter a username for the user

Creating a New User Enter the user’s email Enter the user’s phone number and an alternate phone number if they have one Either of this information is necessary for receiving broadcast

Creating a New User Enter the birth year, gender, and nationality of the user if it is needed

Creating a New User If the user is going to actively use ELMO, mark the box next to Active; else you can keep the checkbox marked “off” as an added measure to prevent data submission until ready Select a role for the user

Creating a New User Select a preferred language for the user If necessary, add any notes about the user in the box next to Notes (Groups will be covered in the following section)

Creating a New User If you want the user to receive instructions to create a password via email, mark the box next to Send email instructions If you prefer to print out instructions and give them to the user, mark the box next to Show printable instructions Select Save when finished

Sample Reset Password Email Instructions

Sample Reset Password Printable Instructions

Questions? Before we continue, Pause here to ask if anyone has any questions

Creating Multiple Users A large ELMO mission can have hundreds of users. Creating each account one-by-one can be very time-consuming. For this reason, ELMO allows the creation of multiple users at once. However, this is not done within ELMO itself, but rather in spreadsheet software that can create XLSX or CSV files (such as Microsoft Excel).

Creating Multiple Users Open your spreadsheet software to create the user file In the first row, create the following columns: Username | Full Name | Main Phone | Alternate Phone | Email | etc. Fill in the relevant information for each user in the rows below, one row per user (username is required) Save the file when finished as either XLSX or CSV

Creating Multiple Users Return to the Users menu in ELMO Select Create Multiple Users

Creating Multiple Users Select Choose File and choose the file you created Select Import

Questions? Before we continue, Pause here to ask if anyone has any questions

Creating a User Group Users within a same mission can be grouped together. Placing users into groups makes it easier to search for users by using group qualifier. It also makes it possible to send broadcasts to the certain member in user group. 

Creating a User Group To create a User Group, select Create New User or pencil icon next to any user

Creating a User Group In user information page, you can either add this user to the preexisting group, or create a new group To add a member to the preexisting group, choose the group from the dropdown menu To create a new group, type a new name of user group and select it from the dropdown menu

Creating a User Group User can be added to more than one group After entering all the user groups, select Save

Adding Multiple Users to a Group To add multiple users to group, select all the users to be added and select Add Multiple Group Users

Adding Multiple Users to a Group Once the Add Multiple Group Users page appears, select the group that multiple users to be added Select Add Multiple Group Users

Adding Multiple Users to a Group Once the users are added, all the groups they belong will appear next to their name in blue box To see members of the group, select this blue box

Removing Multiple Users from a Group To remove multiple users from a group, select users to be deleted and select Remove Multiple Group Users

Removing Multiple Users from a Group Just like adding multiple group users, select the group that multiple users to be deleted Select Remove Multiple Group Users

Questions? Before we continue, Pause here to ask if anyone has any questions

Exporting VCards A VCard is a package of information about a user that is readable in Microsoft Outlook. This makes it easier to add user contact information to Outlook.

Exporting VCards Go to the Users menu Mark the box next to the name of each user whose information you wish to export Click Export as VCard

Questions? Before we continue, Pause here to ask if anyone has any questions

Questions? Module 2: Mission Set-up & User Management Training is concluded! Please direct any questions or needs for clarification to the trainer for this program.