Welcome to the PBS LearningMedia Station Admin Guide

PBS LearningMedia, a partnership of PBS and WGBH Education Foundation, provides PreK-12 teachers with free access to trusted, classroom-ready digital learning experiences to engage students in exploring curriculum concepts that align to national and state standards. PBS LearningMedia offers your station a national framework for local educational engagement while extending your brand and content to classrooms across the United States. 

The PBS LearningMedia Station Guide illustrates the features available to you that allow you to program content on your station homepage, manage users, and run reports, creating an easily recognizable website that is unique to your station. We will begin by showing the logging in process, followed by a quick guide on image and text requirements, then demonstrate how to program content such as news, events, and featured collections. Lastly, we'll cover how to manage users and run reports. 

Getting started

The PBS LearningMedia administrative console is where you can add media, create resources, and customize your station site. This section shows you how to log in to the PBS LearningMedia site and access the admin console.

  • Go to www.pbslearningmedia.org and click the blue Sign In/Up button in the upper right side of the homepage (Figure 1). 

If you do not have a PBS LearningMedia account, learn how to create one.

Figure 1

  • Type your email address and password (Figure 2.1).
  • Click the Keep me logged in checkbox to remain logged in to the site each time you leave and return (Figure 2.2).
  • Click Log In (Figure 2.3).
  • If you have forgotten your password, click I forgot my password to reset it (Figure 2.4).

Figure 2

  • After you are logged in, click the ADMIN HOME button in the top left side of the screen to access all administrative functionality (Figure 3).

If you do not see the Admin button, check your role in PBS LearningMedia. You need to be assigned a role that has administrative rights in order to access the administrative space. Ask your admin point of contact about access.

Figure 3

  • Use the links in the left hand navigation menu to manage your PBS LearningMedia site (Figure 4). The links that you see here depend on the role you've been assigned.

Figure 4

Media and text guidelines

Follow the guidelines outlined in the table below to be sure you are adding all the right content to your station site.

Media Guidelines Example (click images to enlarge)
Station logo 

Pulled from Station Manager. If you have access to the Station Manager console and want to change your logos yourself, please see below to learn where each logo surfaces on your site.

  • Color Logo appears in:
    • top navigation on all secondary pages (e.g. a resource page)
    • station dropdown menu at the top of all pages and at the bottom of the homepage
  • White logo appears in:
    • top navigation on the homepage

Logos cannot be modified in PBS LearningMedia. If you do not have access to Station Manager, click here to request changes to your logo

 Color logo, top navigation

Color logo, station dropdown menu and bottom of homepage

White logo, top navigation of homepage

Social Media IconsThese are currently being pulled from the PBS.org database. Click here to request changes to your social media icons

Open Area 
  • Submit your image at 784 pixels wide by 400 pixels high
  • Image displays at 392x200
  • Text should be embedded in image
  • Leave 30px padding around text on image
  • Title: Maximum 30 characters, including spaces
  • Call to Action: Maximum 30 characters, including spaces
  • Description: Maximum 350 characters, including spaces. This can be used instead of an image.

Promotional Section
  • Submit an image that is 800 pixels wide by 320 pixels high
  • Image displays at 400x160
  • A short headline should be embedded in image
  • Leave 30px padding around text on image
  • Description: Maximum 350 characters, including spaces
  • Call to Action: Maximum 30 characters, including spaces

Featured Collections 
  • Submit an image that is 400 pixels wide by 400 pixels high
  • Up to 12 images allowed

Station sections

As your station's admin or editor, you can customize your station PBS LearningMedia website to reflect your local presence in your community and provide an easily recognizable website that is unique to your station. The following sections can be modified and customized to reflect your own style:

The station admin guide also offers step-by-step instructions on how to:

Station module

The station module is two identical versions of a strip of content that persists at the top and the bottom of your website. It is accessible at the top by hovering over your station logo and includes:

  • Your station logo
  • A donate button
  • Social media icons
  • Educator events
  • An open space to highlight a single event or announcement in graphic or text form 

All sections can be customized in the Site section of the PBS LearningMedia CMS

 See what this looks like

Events

The Events section is a place where you can highlight your station or community's upcoming local events. Events are programmed by national PBS, however, stations can overwrite and add one or more events that are locally relevant. You can add an unlimited number of events in this area but the station module will display a maximum of four (4) events in chronological order at a time. When an event expires, it is automatically removed from the list. If you choose not to populate this section, national events programmed by the team at PBS appear in this space. National events do not display in the CMS but will be overwritten by your own events and, likewise, will replace any of your events that have expired or been deleted. The label for this section on your station is Teacher Events.

Example

How to add Events

  • Click Events (Figure 1).

Figure 1

  • In the upper right corner, click Add Event (Figure 2).

Figure 2

  • The Organization should be auto-selected for you and should display your station's call letters (Figure 3.1). 
  • In the Name textbox, type the name of your event (Figure 3.2). This is the text that people will see and click to access your event information.
  • In the Link textbox, type the full URL to the webpage for your event (Figure 3.3).
  • In the Date textbox, type the year, month and day of your event (format: YYYY-MM-DD) (Figure 3.4). You can also click the calendar icon and click the date on the calendar. 
  • When finished, click Save and add another to save this event and add another event, Save and continue editing to save this event and continue editing it, or SAVE to save this event and return to the main Events list (Figure 3.5).

Figure 3

  • Your event has been saved as indicated at the top of the page (Figure 4.1).
  • Your event has been added to the list of events in your main events directory (Figure 4.2). Click the name of the event to access it and make edits.

Figure 4

  • Your event appears in the events listing when a user hovers over your station logo at the top of the page (Figure 5).

Figure 5

Open Area

The open area of the station module is intended to highlight a featured event, news item, corporate sponsorship, advertisement, or anything else you want to call out. The open area can be presented as a graphic or in text form. You can program more than one item in this area, however, only one item displays on your site at a time.

Example

How to program the Open Area

  • From the Site section of the main console, click Open Area (Figure 1.1).
  • Click Add Open Area in the upper right side of the page (Figure 1.2). 

Figure 1

  • Select your organization from the Organization textbox (Figure 2.1). You should only see the organizations to which you have access. 
  • In the Title textbox, type the title of the event or announcement (Figure 2.2). The title appears above the content (image or text) of your open area. Maximum characters: 30, including spaces.
  • In the Link textbox, type the full URL of the page to which you want the image or text to click through (Figure 2.3). 
  • In the  Call to action text textbox, type the text you want users to click on to get to the page with more information about your event (Figure 2.4). Maximum characters: 30, including spaces.
  • Click the checkbox next to Active to activate this entry and make it live on your site (Figure 2.5).
  • Click the Image or text dropdown menu and click either image or text (Figure 2.6). This determines if you are including an image in the content area or text.
  • If you selected image in step 2.6, click the Choose File button and grab the image you want to use from your computer (Figure 2.7).
  • If you selected text in step 2.6, in the Description textbox type the text you want to include (Figure 2.8). Maximum characters: 350, including spaces.
  • When finished, click Save and add another to save this item and add another one, Save and continue editing to save the page and remain on the page, or SAVE to save the page and return to the main Open Area directory (Figure 2.9).

Figure 2

  • After saving the page, your Open Area module appears on the right side of your station site when users hover over your station logo (Figure 3).

Figure 3

Promotional Section

The promotional section of your homepage is where you can highlight your station's events. If no events are scheduled here, the space defaults to national promotional items that are added by PBS. You can overwrite all items in this area with your own local items. Although you can program several items, three (3) items display at a time. 

Example

How to program the Promotional Section

  • From the Site section of the main console, click Promotional Section (Figure 1).

Figure 1

  • Click Add Promotional Section Item in the upper right side of the page (Figure 2).

Figure 2

  • Your site appears in the Lm site textbox (Figure 3.1). If you have access to more than one site, click the dropdown menu and select the station to which you want to add promotional items.
  • The Start date is the day that your promotional item begins appearing on your site. Click the calendar icon and click a day on the calendar to select a start date (Figure 3.2).
  • The End date is the day that your promotional item stops appearing on your site. Click the calendar icon and click a day on the calendar to select an end date (Figure 3.3).
  • Click Choose File to select an image from your computer (Figure 3.4). Your image should be 800x320.
  • In the Description textbox, type the text that will appear beneath your imagery (Figure 3.5). Maximum characters: 350, including spaces.
  • In the Call to action text textbox, click the text that people will click to get to your promotional item content (Figure 3.6). Maximum characters: 30, including spaces.
  • In the Call to action link textbox, type the full URL of your promotional item content (Figure 3.7). 
  • Type the number or click the up and down arrrows on the Spot textbox to select the position in which you want the item to display (Figure 3.8). The item that displays "1" will show at the top of the list and the items are then in descending order. 
  • When finished, click Save and add another to save this item and add another one, Save and continue editing to save the page and remain on the page, or SAVE to save the page and return to the main Promotional item directory (Figure 3.9).

Figure 3

  • Your promotional items display on your site (Figure 4).

Figure 4

Featured Collections

The Featured collections section provides a space for you to highlight collections that may be of interest to your viewers. This section is automatically populated by PBS but you can overwrite some or all of the items.  

Example

How to program Featured Collections

  • From the Site section of the main console, click Featured Collections (Figure 1).

Figure 1

  • Click Add Featured Collections Group in the upper right side of the page (Figure 2).

Figure 2

  • Your site appears in the Lm site textbox (Figure 3). If you have access to more than one site, click the dropdown menu and select the station to which you want to add a featured collection.

Figure 3

  • Click the first textbox and begin typing the name of the collection you want to add (Figure 4). As you begin typing, selections that match populate the dropdown and you can click the collection you want to include.

Figure 4

  • On the right side of the collection name, type the number of the order in which you want the collection to appear in the list (Figure 5). The item that displays "1" will show at the top of the list and the items are then in descending order. You can add a total of 12 collections.

Figure 5

  • Once you have added all collections (up to 12 collections total) and assigned the order in which they will appear, click Save and add another to save the collection and add another, Save and continue editing to save the page and remain on the page, or SAVE to save the page and return to the main Featured Collections directory (Figure 5).

Figure 5

  • Your Featured Collections appear on the page in the Featured Collections section (Figure 6).

Figure 6

User management

Run user reports

As a station admin you have the ability to run reports on all users within your organization or state.  Reports can be viewed on-screen, printed out, or downloaded as a CSV file.   Keep in mind that these reports reflect anyone who has signed up to access your online content, not internal CMS users.This section demonstrates how to run free user registration reports. 

  • From the left side navigation menu, click Free User Registration Report (Figure 1).  If the link is not visible, click the arrow to the left of Reports to expand the menu.

Figure 1

  • A host of search filters and options are available including:
    • CSV file export (FIgure 2.1).  Click the checkbox to indicate that you want to generate and export your report in a CSV format.
    • Custom report timeframes (Figure 2.2).  Click the textbox next to Start and End date to surface a calendar.  Click the dates on the calendar that you want your report to begin and end.  Not selecting a date will return all results from the beginning of time through the current day.  (info) You must click a day on the calendar in order for the date to register and appear in the textbox.
    • Preferred subjects (Figure 2.3).  Streamline your search by selecting only the areas of study you are targeting.  (warning) This is a required field.  You must select at least one subject.
    • User role (Figure 2.4).  Click the User role dropdown menu and click the roles you want to search.  You can only select one role at a time, however, you can search all roles by not any.
    • Grade level (Figure 2.5).  Click the Grade level dropdown menu and select the grade span on which you want to search.  To search all grade levels, do not select any.
    • LearningMedia site (Figure 2.6).  Click the Lmsite dropdown menu and select the site on which you want to run your user report.
  • When you have made all of your selections, click Generate Report (Figure 2.7). 

Figure 2

  • After clicking Generate Report, your results appear down the page.  Click any column heading with hyperlinked text to sort that column (Figure 3.1).  Click the horizontal scrollbar at the bottom of the page to scroll to the right and view all columns.
  • The total number of search results can be found at the bottom of the page (Figure 3.2)..  If there is more than one page of results, pagination is available in this location.

* Names and emails are blurred for privacy.

Figure 3

 

Tips on using filters

  • The fewer filters used, the more search results returned.
  • The more specific your search criteria, the more accurate your search results.
  • Not all filters need to be used on any search.
  • A search can be conducted by selecting no filters at all except at least one subject.
  • Each time search criteria is modified you must click Generate Report.

Manage users

You can reassign user roles, remove users from the system, and add single or multiple (bulk) users to the system with the user management functionality.  

Please note that this functionality relates to users within your organization, not external users who are registered on your station site.

  • From the left side navigation menu, click User management (Figure 1).  If the link is not visible, click the arrow to the left of Users to expand the menu.

Figure 1

  • All users in the system appear.  Click the filters on the right side of the page to narrow the search results by role (Figure 2.1).
  • Type a portion of or the entire user name in the Fast find user textbox and click Enter to search for a user (Figure 2.2).
  • Click
  • Click the name of the user whose account you want to modify (Figure 2.1).
  • Type the user name or email address into the Fast find user textbox to search for a user (Figure 2.2).  A list of matches appears as you type, click the name of the user whose account you want to modify.

Figure 2

 

  • To assign a different role to the user, click the Team dropdown menu and click the role you want the user to have (Figure 3.1).
  • Click Save (Figure 3.2).

Figure 3

 

Reassign users

If a user in your organization has moved to another organization, you can reassign them to their new organization right from the user management tool. 

  • From within the user's profile, click the Reassign checkbox (Figure 1.1).
  • In the Organization textbox, begin typing the name of the organization to which they have moved (Figure 1.2).  When matching names appear, click the organization to which you want them reassigned.
  • When finished, click Save (Figure 1.3).

Figure 1

  • The user is now part of the new organization and is no longer attached to the old organization.  The user should be able to log in to their new organization as they normally would but could possibly have new permissions assigned by the new organization. 

Deactivate users

Deactivating a user deletes a user from your database. 

  • Click the checkbox next to the user you want to deactivate (Figure 1.1).
  • Click the Action dropdown menu, click Deactivate selected users, and click Go (Figure 1.2).

Figure 1

 

Add a single user

Site admins can create accounts for staff members and assign permissions so that when the staff member creates their own account, all of their PBS LearningMedia permissions will be in place and they can get right to work.  This section demonstrates how to create a staff member account and assign permissions.  You must be a site admin to perform this operation.

  • Once you are in the correct organization, click User management in the left side navigation menu (Figure 1.1).
  • In the Add user section, type the new user's email addressfirst and last name (Figure 1.2). 
  • Click the Team dropdown menu and click the role which should be assigned to the new user (Figure 1.3).
  • Click Save (Figure 1.4).

Figure 1