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CMS User Guide

Mind Measure CMS - University Administrator Guide

Overview

The Mind Measure Content Management System (CMS) is a comprehensive platform that allows university administrators to manage their institution's profile, student data, emergency resources, and wellbeing content within the Mind Measure ecosystem.

Getting Started

Accessing Your University CMS

  • Navigate to your university's login page:

    https://admin.mindmeasure.co.uk/login/[your-university-slug]

    Example: https://admin.mindmeasure.co.uk/login/worcester

  • Login with your authorized credentials:

    • Use your university email address
    • Only pre-authorized users can access the CMS
    • Contact Mind Measure support to add new users

  • Access your CMS dashboard:

    https://admin.mindmeasure.co.uk/university/[your-university-slug]/cms

User Permissions

  • University Admins: Full access to their institution's CMS
  • Mind Measure Staff: Access to all university CMS systems
  • Authorized Users: Managed through the Users section

CMS Sections Overview

The CMS is organized into five main sections:

1. Overview

  • Dashboard with key statistics
  • Quick actions and shortcuts
  • System status and alerts

2. Profile

  • 7-step university onboarding process
  • Complete institutional profile management
  • Branding and visual identity

3. Emergency

  • Emergency contact management
  • Crisis response resources
  • Mental health services

4. Content

  • Article and content management
  • Help resources for students
  • Content categorization and tagging

5. Users �

  • Authorized user management
  • Access control and permissions
  • User activity tracking

Profile Management - 7-Step System

Step 1: Basic Information

What it covers:

  • University name and short name
  • Contact information (email, phone)
  • Physical address and postcode
  • Website URL

Why it matters:

  • Appears in student mobile app
  • Used for official communications
  • Required for system integration

Step 2: Student Demographics

What it covers:

  • Total student population
  • Undergraduate vs. postgraduate breakdown
  • International and mature student counts
  • Gender distribution (male/female/non-binary)

Special Features:

  • Numbers � Percentages Toggle: Switch between absolute numbers and percentage views
  • Real-time calculations: Automatic percentage calculations
  • Validation warnings: Alerts for inconsistent data

How to use the toggle:

  • Click the calculator icon () next to any section
  • Switch between "Show Numbers" and "Show Percentages"
  • Data automatically recalculates and validates

Step 3: Branding & Visual Identity

What it covers:

  • University logo (light and dark versions)
  • Primary and secondary brand colors
  • Campus hero image

File Requirements:

  • Logos: PNG format, transparent background recommended
  • Campus Image: High resolution, landscape orientation
  • Colors: Hex color codes (e.g., #0BA66D)

Step 4: Academic Structure

What it covers:

  • Faculties: Top-level academic divisions
  • Schools/Departments: Within each faculty
  • Halls of Residence: Student accommodation

Advanced Features:

  • Student distribution: Assign student counts to faculties
  • Contact information: Head of school/faculty contacts
  • Numbers/Percentages toggle: Available for all sections

Workflow:

  • Add faculties first
  • Add schools/departments within faculties
  • Add halls of residence separately
  • Assign student numbers to each division

Step 5: Emergency Resources & Support Services

What it covers:

  • Emergency Contacts: 24/7 crisis helplines
  • Mental Health Services: Counseling and support
  • Local Resources: Community support organizations

Contact Information Required:

  • Service name and description
  • Phone number (primary contact method)
  • Email address (if available)
  • Operating hours
  • Availability (24/7, weekdays, etc.)

Step 6: Wellbeing Content Library

What it covers:

  • Wellbeing Tips: Short, actionable advice
  • Content Categories: Organized by topic
  • Delivery Cycles: How often tips are shown to students
  • Priority Levels: High, medium, low priority content

Content Management:

  • Create tips with titles and descriptions
  • Assign to categories (stress, sleep, exercise, etc.)
  • Set priority levels for targeted delivery
  • Configure delivery frequency

Step 7: Reports & Analytics Configuration

What it covers:

  • Report Templates: Automated report generation
  • Dashboard Metrics: What appears on your dashboard
  • Data Management: Retention policies and permissions

Report Templates:

  • Types: Summary, Detailed, Trend Analysis, Custom
  • Frequency: Daily, Weekly, Monthly, Quarterly, On-Demand
  • Recipients: Automatic email distribution
  • Export Formats: PDF, Excel, CSV, JSON

Dashboard Metrics:

  • Categories: Wellbeing, Engagement, Demographics, Usage, Academic
  • Chart Types: Numbers, Gauges, Line Charts, Bar Charts, Pie Charts
  • Refresh Rates: Real-time, Hourly, Daily, Weekly

Emergency Resources Management

Adding Emergency Contacts

  • Navigate to Emergency section

  • Click "Add Emergency Contact"

  • Fill in required information:

    • Contact name (e.g., "Samaritans")
    • Phone number (primary contact method)
    • Description of services
    • Operating hours
    • Availability type

  • Set contact priority:

    • Primary: Most important, shown first
    • Secondary: Additional resources

Best Practices

  • Include national helplines: Samaritans, NHS 111, etc.
  • Add local services: University counseling, local crisis teams
  • Keep information current: Regular review and updates
  • Test contact numbers: Ensure all numbers are working

Content Management

Creating Help Articles

  • Navigate to Content section

  • Click "New Article"

  • Fill in article details:

    • Title and description
    • Content body (supports rich text)
    • Category assignment
    • Tags for searchability

  • Set publication status:

    • Draft: Work in progress
    • Review: Ready for approval
    • Published: Live for students
    • Archived: No longer active

Content Organization

  • Categories: Broad topics (Academic, Wellbeing, Campus Life)
  • Tags: Specific keywords for search
  • Status tracking: Workflow management
  • Version control: Track changes and updates

� User Management

Adding Authorized Users

  • Navigate to Users section

  • Click "Add User"

  • Enter user details:

    • First and last name
    • Email address (must match authorized domains)
    • Role (Admin, Editor, Viewer)
    • Department/division

  • Set permissions:

    • Admin: Full CMS access
    • Editor: Content creation and editing
    • Viewer: Read-only access

Managing Access

  • Domain-based access: Automatic for university email domains
  • Individual authorization: Specific email addresses
  • Activity tracking: Monitor user login and activity
  • Role management: Change permissions as needed

Advanced Features

Numbers/Percentages Toggle System

Available in:

  • Student Demographics (Step 2)
  • Academic Structure (Step 4)

How it works:

  • Numbers view: Shows absolute student counts
  • Percentages view: Shows proportional distribution
  • Automatic calculation: Real-time percentage computation
  • Validation: Warns of inconsistencies

Benefits:

  • Flexibility: View data in most useful format
  • Accuracy: Automatic calculations prevent errors
  • Insights: Percentage view reveals proportional relationships

File Upload System

Supported files:

  • Images: PNG, JPG, JPEG
  • Documents: PDF (for some sections)
  • Size limits: Reasonable file sizes for web use

Upload process:

  • Click upload area or "Choose File"
  • Select file from computer
  • Wait for upload completion
  • Preview appears automatically

Data Validation

Automatic checks:

  • Required fields: Ensures all necessary information is provided
  • Format validation: Email addresses, phone numbers, URLs
  • Consistency checks: Student numbers add up correctly
  • Warning system: Alerts for potential issues

Dashboard & Analytics

Understanding Your Dashboard

Key Metrics:

  • Total Students: Overall enrollment
  • Active Users: Students using the mobile app
  • Engagement Rate: Percentage of active students
  • Support Requests: Help and emergency contacts used

Quick Actions:

  • Edit Profile: Jump to university onboarding
  • Add Content: Create new help articles
  • Manage Users: Add or edit authorized users
  • View Reports: Access generated reports

Report Generation

Automated Reports:

  • Generated according to your schedule
  • Emailed to specified recipients
  • Available in multiple formats

On-Demand Reports:

  • Generate reports immediately
  • Custom date ranges
  • Specific data fields
  • Export in preferred format

Troubleshooting

Common Issues

Can't log in:

  • Verify you're using the correct university URL
  • Check your email address is authorized
  • Contact Mind Measure support for access

Upload failures:

  • Check file size (should be reasonable for web)
  • Ensure file format is supported
  • Try refreshing the page and uploading again

Data not saving:

  • Check all required fields are filled
  • Look for validation error messages
  • Ensure you have proper permissions

Missing sections:

  • Some features may be rolled out gradually
  • Contact support if expected features are missing

Getting Help

Mind Measure Support:

Documentation:

  • This guide covers most common tasks
  • Technical documentation available for developers
  • Video tutorials coming soon

Best Practices

Data Management

  • Regular updates: Keep information current
  • Consistent formatting: Use standard formats for phone numbers, addresses
  • Complete profiles: Fill in all available sections
  • Regular reviews: Periodically check and update content

Content Creation

  • Student-focused: Write for your student audience
  • Clear and concise: Easy to read on mobile devices
  • Actionable advice: Provide specific, helpful guidance
  • Regular refresh: Update content to stay relevant

User Management

  • Principle of least privilege: Give users minimum necessary access
  • Regular audits: Review user list periodically
  • Prompt removal: Remove access for departed staff
  • Clear roles: Ensure users understand their permissions

Security

  • Strong passwords: Encourage good password practices
  • Regular login: Monitor for unusual access patterns
  • Secure information: Be mindful of sensitive student data
  • Report issues: Contact support for any security concerns

� Support & Contact

Mind Measure Team:

University-Specific Support:

  • Contact your local Mind Measure administrator
  • Check with your IT department for technical issues
  • Refer to this guide for common questions

This guide covers the core functionality of the Mind Measure CMS. For technical documentation, API references, or advanced configuration, please refer to the technical documentation at docs.mindmeasure.co.uk.

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