using umbrellas to organize your sites

TABLE OF CONTENTS

• Do you need your sites to be organized into formal umbrellas?
• Let’s Make Umbrellas Crystal Clear
• Activate Umbrellas
• Adding Sites After Activating Umbrellas    
• Editing an Umbrellan
• Updating Admin Roles to Limit Site Creation to Assigned Umbrella(s)
• Enrolling New Admin and Supervisors (with Umbrellas)
• Updating Admin Accounts by Assigning Umbrellas

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

Are you thinking about creating a naming convention to separate your sites into formal umbrellas? 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 Umbrella 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.

Let’s Make Umbrellas Crystal Clear

“Wait… what exactly are Umbrellas?” We're glad you asked!

Think of Umbrellas like labeled buckets or folders for organizing your Sites—they help group Sites in a way that makes sense for how your organization operates.

Why Use Umbrellas?

Programs might have lots of Sites—sometimes spread out across:

• different states or regions,
• tied to various universities or departments,
• or part of different programs or funding streams.

Umbrellas allow you to create logical categories for these Sites, so things don’t get messy. It’s a way of saying: “Hey, these Sites belong together for a reason.”

What Do Umbrellas Actually Do?

Once you group Sites into Umbrellas, it becomes super easy to:

• Assign admin and reporters only to the Sites relevant to their Umbrella.
• Control access and visibility, so folks only see what they need.
• Run Umbrella-specific surveys and track data separately (if needed).
• Manage Sites faster, especially when adding or updating them.
  
  

Example to Make It Click

Imagine you’re managing a national program with sites in:

• Alabama,
• Connecticut,
• and California.

Rather than giving every admin person access to all those Sites (and Reporters and data), you could create three Umbrellas—one for each state—and assign admin to just the Umbrella (and Sites) that matter to them. Less clutter, less confusion, and tighter data security.

Bonus Tip

You can rename “Umbrellas” to match your lingo—like “Regions,” “Programs,” “Campuses,” or “Departments.” 

Activate Umbrellas

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

1. On the left, in your Mission Control, click Reporters, Admins, & Sites.
   
   
2. On the right, click Manage sites & umbrellas.
   
   
3. On the far-right, use the More drop-down to select the option there (Activate Umbrellas).
4. In the pop-up select Yes, we need Umbrellas and click Continue.
   
   
5. Add new umbrellas by entering a name and clicking Add.
   
6. If you have already added one or more sites you can assign these sites to a Umbrella 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 Umbrella by checking the boxes.
   
   c) Click Update to assign.
   
   
8. Once you've added all of your Umbrellas, to add new sites, on the right, click Back.
   
   

Adding Sites After Activating Umbrellas

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

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

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

5. If you have already enrolled admin 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 admin) or you can find the site in the table and use the Assign link on the right.
   
   

Editing an Umbrella

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

1. On the left, in your Mission Control, click Reporters, Admins, & Sites.
   
   
2. On the right, click Manage sites & umbrellas.
   
   
3. On the far-right, use the More drop-down to select the option there (Manage Umbrellas).
   
   
4. First, find the Umbrella 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 Umbrella, and then uncheck the box next to the site's name.
   
   Click Update to save your changes.
   
   
7. Now, find the Umbrella 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 Admin Roles to Limit Site Creation to Assigned Umbrella(s)

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

1. On the left, in your Mission Control, click Reporters, Admins, & Sites.
   
   
2. On the right, click Manage admin roles.
   
   
3. In the table find the admin 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 umbrellas to which their accounts are assigned, choose these options:
   
   
   
   Remember: these changes will be applied to all admin reporters assigned to this admin role.
   
   
7. Scroll to the bottom and click Update to save your changes.

Enrolling New Admin and Supervisors (with Umbrellas)

To enroll new admin and supervisors with Umbrella assignments, follow these steps: 

1. On the left, in your Mission Control, click Reporters, Admins, & Sites.
   
   
2. On the right, click Manage admin accounts.
   
   
3. On the top, select Add a New Admin Reporter.
   
   
4. Enter the admin reporter’s details:
   
   • a) Notes on Umbrella Assignments:
     
     NOTE: The word "Umbrella" is a generic term and your program likely uses a different word: Campus, State, Program, etc.
     
     There are three options when assigning umbrellas to a admin reporter:
     • Assign to all active umbrellas at all times. (This person will be assigned to all currently active and all newly enrolled umbrellas automatically.)
       
       
     • Assign to all active & deactivated sites at all times. (This person will be assigned to all umbrellas regardless of status and will be automatically assigned to all new umbrellas as they are enrolled.)
       
       
     • Custom (This person will be assigned to a custom selection of umbrellas.)
       
       
   • b) Notes on Umbrella Assignments:
     There are three options when assigning sites to a admin reporter:
     • 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 admin 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 Admin.
   
   
   Or, you can use the option to Send Welcome/Password Setup E-mail to All Admin Without Passwords.
   
   One more option (of course): Click the link to send the welcome e-mail right from a person’s profile.

Updating Admin Accounts by Assigning Umbrellas

To update already created admin accounts with Umbrella assignments, follow these steps: 

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