using cohorts to organize your sites

TABLE OF CONTENTS

• Do you need your sites to be organized into formal cohorts?
•  Activate Cohorts
• Adding Sites After Activating Cohorts
• Editing a Cohort
• Updating Staff Roles to Limit Site Creation to Assigned Cohort(s)
• Enrolling New Staff and Supervisors (with Cohorts)
• Updating Staff Accounts by Assigning Cohorts

Do you need your sites to be organized into formal cohorts?

 Are you thinking about creating a naming convention to separate your sites into formal cohorts? Or, do you need to nest sites into groups to keep your program organized?

For example, your program has:

• Sites in different states (Alabama: Real Help House; Connecticut: Boys & Girls Club), or
  
  
• Sites connected to various institutions or universities (Cal Poly: Food Bank; Cal Poly: MLK Community Center), or
  
  
• Sites assigned to different programs (State AmeriCorps: Marshall Middle School; VISTA: Marshall Middle School).

If so, your program might be interested in turning our Site Cohort feature. To do this, please reach out to us at support@americalearns.net; we will turn it on for you and help you get it all setup.

 Activate Cohorts

Once enabled by the Support Team at America Learns, to activate Cohorts, follow these steps:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage sites & cohorts.
   
   
3. On the far-right, use the More drop-down to select the option there (Activate Cohorts).
4. In the pop-up select Yes, we need Cohorts and click Continue.
   
   
5. Add new cohorts by entering a name and clicking Add.
   
6. If you have already added one or more sites you can assign these sites to a Cohort by clicking the Edit link, here:
   
7. A window will open.
   
   a) Navigate to the Assign to Sites section.
   
   b) Select the Sites you would like to assign to the Cohort by checking the boxes.
   
   c) Click Update to assign.
   
   
8. Once you've added all of your Cohorts, to add new sites, on the right, click Back.
   
   

Adding Sites After Activating Cohorts

To add a new Site once you've created your Cohorts, follow these steps: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage sites & cohorts.
   
   
3. Under Add a New Site, using the drop-down menu, choose the Cohort (you will only see the Cohorts to which your staff account is assigned).
   
   

4. Enter each of your site names and click the Add button.
   
   

5. If you have already enrolled staff and reporters to your Impact Suite, you can assign them to the new site by clicking on the link at the top of the page (Assign reporters or staff) or you can find the site in the table and use the Assign link on the right.
   
   

Editing a Cohort

If a site's Cohort changes or was incorrectly assigned, follow these steps to make a change: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage sites & cohorts.
   
   
3. On the far-right, use the More drop-down to select the option there (Manage Cohorts).
   
   
4. First, find the Cohort to which the site is currently assigned and click the Edit link.
   
   
5. A window will open. Scroll to the section called Assign to Sites.
   
   
6. First, click the link that says Display All Sites Assigned to this Cohort, and then uncheck the box next to the site's name.
   
   Click Update to save your changes.
   
   
7. Now, find the Cohort to which the site should be assigned and click the Edit link.
   
   
8. A window will open. Scroll to the section called Assigned to Sites.
   
   
9. Check the box next to the site's name and click Update to save your changes.
   

Updating Staff Roles to Limit Site Creation to Assigned Cohort(s)

If you want to ensure that certain staff can only create sites that will be connected to their assigned Cohort(s), follow these steps: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage staff roles.
   
   
3. In the table find the staff role you would like to update and click the Edit link.
   
   
4. A window will open.
   
   
5. Scroll to the section called Site Management.
   
   
6. To limit folks to creating sites to cohorts to which their accounts are assigned, choose these options:
   
   
   
   Remember: these changes will be applied to all staff members assigned to this staff role.
   
   
7. Scroll to the bottom and click Update to save your changes.

Enrolling New Staff and Supervisors (with Cohorts)

To enroll new staff and supervisors with Cohort assignments, follow these steps: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage staff accounts.
   
   
3. On the top, select Add a New Staff Member.
   
   
4. Enter the staff member’s details:
   
   • a) Notes on Cohort Assignments:
     
     NOTE: The word "Cohort" is a generic term and your program likely uses a different word: Campus, State, Program, etc.
     
     There are three options when assigning cohorts to a staff member:
     • Assign to all active cohorts at all times. (This person will be assigned to all currently active and all newly enrolled cohorts automatically.)
       
       
     • Assign to all active & deactivated sites at all times. (This person will be assigned to all cohorts regardless of status and will be automatically assigned to all new cohorts as they are enrolled.)
       
       
     • Custom (This person will be assigned to a custom selection of cohorts.)
       
       
   • b) Notes on Cohort Assignments:
     There are three options when assigning sites to a staff member:
     • Assign to all active sites at all times. (This person will be assigned to all currently active and all newly enrolled sites automatically.)
       
       
     • Assign to all active & deactivated sites at all times. (This person will be assigned to all sites regardless of status and will be automatically assigned to all new sites as they are enrolled.)
       
       
     • Custom (This person will be assigned to a custom list of sites.)
       
       
   • c) Send the password setup e-mail now.
     If you would like the staff person to receive an e-mail with instructions for setting up their password and account right away, leave the checkbox selected (Send the password setup e-mail now).
     
     Otherwise, uncheck the box and follow the instructions in step 6 below.
      
5. Click Add.
   
   
6. If you opted to send the setup e-mail later, when you’re ready to send it find them in the table at the bottom of the page, checking the box next to their name.
   
   
   Then use the Select Action drop-down menu to Send Welcome/Password Setup E-mail to Selected Staff.
   
   
   Or, you can use the option to Send Welcome/Password Setup E-mail to All Staff Without Passwords.
   
   One more option (of course): Click the link to send the welcome e-mail right from a person’s profile.

Updating Staff Accounts by Assigning Cohorts

To update already created staff accounts with Cohort assignments, follow these steps: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage staff members.
   
   
3. In the table find and click the name of the staff member that needs to be connected to all sites.
   
   
4. Open the Site Assignment panel and click the Edit button.
   
   
5. In the Select Cohorts section, choose the setting that best fits:
    
   • Assign to all active cohorts at all times. (This person will be assigned to all currently active and all newly enrolled Cohorts automatically.)
     
     
   • Assign to all active & deactivated cohorts at all times. (This person will be assigned to all Cohorts regardless of status and will be automatically assigned to all new Cohorts as they are enrolled.)
     
     
   • Custom. (This option allows you to choose the Cohorts that best fit.)
     
     
6. In the Select Sites section, choose the setting that best fits:
   
   
   • Assign to all active sites for their selected cohorts at all times. (This person will be assigned to all currently active and all newly enrolled Sites assigned to their Cohorts automatically.)
     
     
   • Assign to all active & deactivated sites for their selected cohorts at all times. (This person will be assigned to all Sites assigned to their Cohorts regardless of status and will be automatically assigned to all new Sites as they are enrolled.)
     
     
   • Custom. (This option allows you to choose the Sites that best fit under their assigned Cohorts.)
     
     
7. Click Update to save your changes.