Onboarding a New Encompass Admin

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The information below may be helpful to you if you have new Encompass admins joining your team. This page includes getting an admin set up in the system and training opportunities.

Onboarding a New Admin

  • Does the admin have an existing record in Encompass?
    • It is our recommendation that if an admin already has an alumni account or donor record, create a separate Admin record with the appropriate admin rights to ensure an easier clean-up if the admin leaves.
    • This way the alumni or donor record maintains the constituent transactional data, and the admin record only has a record of admin transactions.
    • This also assists in the use of the Pre-Populate functionality for Forms, Events, Donations, and Memberships for admins who need to submit as a constituent. Pre-Populate will not function for admin records for security purposes.

  • How will the new admin be using the Encompass tools and what access do they need?
  • Will they need approval prior to taking action, publishing, posting, or sending emails?
    • Let your new hire know if they need your approval prior to publishing content, launching forms, events, donations, or membership campaigns, or sending emails.
      • Define Urgent, Expedited, and Regular help requests.
      • Outline what the submission or communication process is.

  • Should they sign an internal Encompass agreement?
    • Some of our customers require new staff members to sign an Encompass agreement and maintain the document in their file.
      • Explains what is expected and what happens if expectations aren’t followed.
      • Signed by both employee and employee’s manager/supervisor.
      • Can be kept in your files or HR files.
      • Require the completion of training prior to receiving admin rights.
  • Are there internal resources, guidelines or training available?
    • Provide an explanation of what your organization uses Encompass for, and specifically what the new hire will be working with.
      • Explain the difference between the Encompass site and the .edu, or primary website, and when to use each.
      • If you are working out of multiple sub-communities, explain the enterprise structure and what actions are taken out of each community, and when.
      • How do your classes, clubs, and groups use Encompass?
      • Explain how Encompass works with the back-end database, where incremental updates are processed, and who is the primary contact for working with the member profile.
    • Create an Admin Information page in your Encompass site that provides information about the site design, style guidelines, and recommended image sizes. You may already have an Admin Information page provided by Encompass that you can use for reference.
    • If you have internally created training materials, communicate how to access them and when they should complete the training.
    • Show them how to access any additional shared images, documents, or guidelines.
    • Let them know when they should contact you or your team for support and when they should reach out to Encompass Customer Support.
      • *Reminder – Volunteers are not permitted to contact Customer Support.
    • Create templates for them to use when creating standardized forms, events, and emails.

  • What assistance from Anthology do you need to onboard your new admin?
    • You can let your Encompass Customer Experience Manager or our Customer Support team know there is a new employee that needs Encompass newsletters and communications concerning releases, updates, and events.
    • Speak with your Customer Experience Manager about the best Anthology Academy subscription package to fit your needs.
    • If you are interested in virtual, custom, individualized training for your new administrator, ask your Customer Experience Manager to submit a scoping request.

New Admin Training

Each module has its own section in the Support Center with step by step documentation. 

Content Management   

  • Stress the importance of using Mobile Ready Content Blocks and *NO TABLES*.
  • When working with images within Encompass, make sure photos are cropped and resized prior to uploading. 
  • The Redesign Resources page in the Support Center provides documentation and short videos on working with News, Events, and the Site Map: https://support.imodules.com/hc/en-us/articles/218265138-Redesign-Resources.

 Email Marketing 



 Additional Resources