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School Website How-Tos

This page provides staff with tools and guidance to manage school websites efficiently. It includes key processes, helpful tips, and support for maintaining clear and consistent communication across all school sites.

  • Creating accessible content ensures everyone can use and benefit from your website.  

    • Use descriptive alt text for all images. 

      • Example: “Students performing in the winter music program”

    • Avoid vague link text like “Click here” or “Read more.” Use meaningful labels instead. 

      • Example: “Download the 2025-2026 School Supply List” / “Learn more about X services” 

    • Include supporting text with each document to help screen readers convey its purpose and to support accurate translation of the content.

    • Use proper heading structure to help with navigation, readability, and overall content hierarchy. 

      • Example: Use 20pt font for headers, 18pt for subheaders, and a minimum of 16pt for body text 

    • Keep it current. Regularly review homepage slides, staff listings, calendar events, and announcements to remove outdated information. 

    • Write for your audience. Use friendly, jargon-free language. 

    • Keep formatting clean. Use bullets, short paragraphs, and bolded headers to improve readability. 

    • Use high-quality images. Ensure photos are clear and relevant. 

    • Limit homepage clutter. Keep the most important and timely content at the top. 

    • Consider the content. Does the content make sense to post on the homepage? Should the content be posted on social media? Should it be shared via newsletter? 

    • Be consistent. Use consistent font sizes, date formatting, and language. 

    • Think mobile. Preview your site on a phone or tablet to check usability. 

  • Follow this checklist monthly or quarterly to ensure your school’s website stays current, useful, and accessible. 

    Accessibility 

    • Images have alt text 

    • PDFs have supporting text 

    • Video/audio content includes captions or summaries 

    • Font size and color contrast are easy to read 

    Homepage 

    • Images are updated, relevant, and high quality 

    • Alt text is added to each image for accessibility 

    • Quick Links (if applicable) still redirect to current and active resources 

    Academics & Programs 

    • Curriculum and programs pages are up to date 

    • Department contacts are listed where applicable 

    • Enrollment/registration information is updated 

    Contact Information 

    • Staff directory reflects current staff members 

    • Principal/Director’s Welcome Letter is current 

    • All contact areas include up-to-date phone numbers, emails, and office hours 

    Links & Navigation 

    • All links are functioning 

    • No blank or placeholder pages 

    • Navigation is easy to follow when adding new pages 

    Events & Calendars 

    • Upcoming events are accurate 

    • Links to flyers or event PDFs are working 

    Documents & Resources 

    • All documents/graphics have supporting text

    • Old documents are removed or replaced 

    • Use descriptive link labels 

  • If you need further assistance with your school website, please contact:   

    Lucie Downing, Web Content Coordinator 

    ldowning@mccsc.edu

     

    When reporting a website issue, please include the following: 

    • A clear description of the issue 

    • Solutions you have tried 

    • Screenshots, if applicable 

    • The page name and URL 

    • The date by which the issue needs to be resolved, if applicable 

What to Use When Communicating Externally?

Not all school updates belong on the website. Use this guide to determine the best platform for each type of message. 

ParentSquare Communication

Classroom – Class announcements, newsletters, events, notifications, photos & videos, sign-ups, etc.

School – School announcements, newsletters, events, notifications, photos & videos, sign-ups, forms, secured documents, RSVP’s, etc.

District – District announcements, newsletters, events, notifications, photos & videos, etc.

Canvas Communication

Classroom – Academic-related communication, assignments, due dates, gradebooks.

School – Academic-related communication, student handbooks, curriculum guides.

District – Do not use when communicating externally.

Social Media Communication

Classroom – Do not use when communicating externally.

School – Promotional information, celebrations, public events, etc.

District – Promotional information, celebrations, public events, etc.

How to

  • Adding or removing pages helps keep your site organized and user-friendly. Only create new pages when necessary and regularly review existing pages to ensure they’re still relevant and up to date. 

     

    Adding a New Page 

    1. From the SmartSites dashboard, navigate to Pages > Navigation. 

    1. Click the section you would like to add a page to. (Example: adding a “Mathematics” page under Academics section)  

    1. Click “Add Sub Page.” 

    1. Depending on what type of content you are adding, there are multiple options to choose from: 

    • Page: A standard, blank content page where you can add text, images, documents, etc. 

    • Redirect: Use this if you want the page link to send users to an external site (e.g., forms, external apps).  

    • Directory: Creates a staff directory layout, useful for displaying staff lists with contact information. 

    • Section: A non-clickable heading used to organize subpages in your navigation. Sections are good for grouping pages, but not for content. 

    1. Enter the page title and select the order of where you would like the page to display. 

    1. Save. 

     

    Deleting a Page 

    1. From the SmartSites dashboard, navigate to Pages > Navigation. 

    1. Locate the page you want to remove. 

    1. Hover over the page and select the delete (trash) icon. 

    1. Confirm. 

  • All documents uploaded to your school site must include supporting text to help users, especially those using screen readers, understand what the document is. This improves accessibility and clarity for everyone. 

    1. From the SmartSites dashboard, go to Resources > Documents > Navigate to the appropriate folder for your content or create a new folder. 

    1. To add new documents: 

    • Click Browse or drag and drop your file(s) into the upload area. 

    1. Navigate to the page where the document will appear. 

    1. Click the edit (pencil) icon on an existing component (such as Columns or Links) or add a new component. 

    1. Type a short, clear title of the document. (Example: “Download the 2025-2026 School Guide”) 

    1. Highlight the description text. 

    1. Click the link (chain) icon in the toolbar. 

    1. Paste the URL of the document or utilize the “Link to a document in your documents drawer” feature. 

    1.  Type out the supporting text directly on the page so it is accessible and translatable for all users. 

  • Keep FAQs updated, clear, and easy to navigate so families can quickly find the information they need. 

     

    Adding a New FAQs 

    1. From the SmartSites dashboard, navigate to the page or create a new page where the FAQs will live. 

    1. Select the “Accordion & Tabs” component. 

    1. Click the edit (pencil) icon next to the component. 

    1. Select “Add a Record” and add the Title (question) and Details (answer).  

    1. Save. 

     

    Editing an Existing Question 

    1. From the SmartSites dashboard, navigate to an existing page where the FAQs (Accordion & Tabs component) live. 

    1. Click the edit (pencil) icon next to the component. 

    1. Locate the question you need to edit and click the edit (pencil) icon next to the question. 

    1. Edit the title (question) and details (answer) as needed. 

    1. Save. 

  • The homepage slideshow is one of the first things families and staff see when visiting your site. Keeping these images current helps represent your school in a positive and engaging way. 

    1. Navigate to your homepage in SmartSites. 
    2. Click the edit (pencil) icon on the existing Horizontal Picture Series component.
    3. To add new images: Click Browse or drag and drop your photo(s) into the upload area.
    4. For each image, enter a descriptive Alt Text to meet ADA accessibility standards. (Example: “Students performing in the winter music program”)

     

  • The Principal’s Welcome Letter is often one of the first things families see when navigating the school’s site. Keeping it up to date helps set the tone and reflect the school’s values, goals, and personality. 

    1. From the SmartSites dashboard, navigate to the “Our School” section and select the “Principal’s/Director’s Welcome” page. 

    1. Click the edit (pencil) icon on the existing Columns component. 

    1. Edit the text as needed. 

    1. Save. 

  • The news area displayed on many school homepages is powered by the Post Feed component, often labeled “ParentSquare Feed” on the backend. Schools can choose to display or hide this component based on their communication needs.

     

    To Remove or Hide the Feed

    If your school does not use the feed:

    1. From the SmartSites dashboard, navigate to the “Home” page.
    2. Locate the Post Feed component (named ParentSquare Feed).
    3. Click the delete (trash) icon OR the hide (eye) icon.
    4. Save.

     

    To Add a ParentSquare Feed

    If your school would like to display news updates:

    1. From the SmartSites dashboard, navigate to the page where you want the feed displayed.
    2. Add the “Post Feed” component.
    3. Click the edit (pencil) icon.
    4. Select your ParentSquare Feed under the drop down.
    5. Adjust settings as needed.
    6. Save.

  • The staff directory helps families and students connect with the right people at your school. Keeping it accurate and up to date ensures smooth communication and supports transparency. 

    1. From the SmartSites dashboard, navigate to the “Our School” section and select the “Staff Directory” page. 

     

    Updating a Current Staff Member 

    1. Locate the contact on the list and click the edit (pencil) icon. 

    1. Update information as needed. 

    2. Save.

     

    Adding a New Staff Member 

    1. Click “Add Listing.” 

    1. Include First, Last, Title, and Email. 

    • Including the email will populate the “Send Message” button.

    • Set staff photo, if you wish. 

    1. Save. 

  • Keeping your school calendar up to date helps families stay informed and involved. Be sure to add events as early as possible and include clear titles, dates, and any important details or attachments. 

     

    Adding a New Event 

    1. From the SmartSites dashboard, navigate to Resources > Calendars. 

    1. Click the edit (pencil) icon next to your school calendar. 

    1. Enter Title, Start Date, and End Date. 

    1. Include Start and End times if necessary. 

    1. Add any necessary details in the “Details” box and attach a document if needed. 

    1. Save Event. 

     

    Editing a Current Event 

    1. From the SmartSites dashboard, navigate to Resources > Calendars. 

    1. Click the edit (pencil) icon next to your school calendar. 

    1. Scroll to the bottom of the page to view the current events. 

    1. Click the edit (pencil) icon next to the event. 

    1. Edit the details as needed. 

    1. Click Update Event. 

    1. From the SmartSites dashboard, navigate to the page where you would like the YouTube video to appear.
    2. Select the “Columns” component.
    3. Locate the video you would like to link on YouTube.
    4. On YouTube select “Share” > “Embed” > “Copy”.
    5. Go back to the “Columns” component you created.
    6. Select the “Source” button.
    7. Paste the code you copied.
    8. Select the “Source” button again. You should see a box that says “IFRAME”.
    9. Save.

  • Quick Links make it easy for families, students, and staff to access frequently used pages such as athletics, enrollment information, or parent portals. 

    1. From the SmartSites dashboard, navigate to Administration > Administration Options > Website Header. 

    1. Select the “Popular Links” tab. 

    1. Add the Font Awesome Icon (click “Visit Font Awesome to find the perfect icon!” to find an icon), Link Title, and URL. 

    1. Select “Update Header Links.” 

    2. The “Popular Links” section will now appear on the right side of the header on the home page.

  • All designated web coordinators/editors submitted to Lucie Downing, Web Content Coordinator, are granted Campus Administrator permissions. This level of access includes full control over:

    • Site administration settings
    • All resources (calendars, documents, videos, and photos)
    • All pages within your assigned school site

     

    Adding a New User

    You can assign full or limited access to any staff member as needed.

    1. Navigate to the “Users” section in the SmartSites Dashboard.
    2. Click “Add User”.
    3. Enter the following:
    • Name
    • Email Address
    • Username (this is typically the beginning portion of their email)
    • New Password: This field is required but not actively used by the system. You can enter a placeholder password such as SmartSites1!
    1. After the user is created, you can configure their access areas.

     

    Setting or Editing User Permissions

    1. Go to “Users” and select the individual.
    2. In their profile, navigate to the permissions settings.
    3. Choose what areas of the website or resource sections they can access:
    • Entire site (Campus Admin)
    • Specific pages only
    • Specific resources types (e.g., Documents or Calendar only)
    1. You may optionally set their content to require approval before publishing.

  • Check for Broken Links

    • Edit the component where it lives (text, button, quick link, etc.) 

    • Remove the broken link or update it with the correct URL. 

    • If it is a broken PDF, re-upload the file and update the link using the Resources Document Drawer. 

    • Do not leave dead links or placeholder buttons (Example: “Coming Soon” or “Click Here.” 

     

    Check for Blank Pages 

    • Navigate to your website and scan for blank pages. 

    • Make sure every page has meaningful and informational content. If not, consider if the page should be removed. 

    • Avoid leaving pages with only a title, placeholder text, or an empty layout. 

    • If the page is not ready, hide it from the navigation by selecting the hide (eye) icon.