Your Clipboard Environment can be configured in several ways to best suit your school's music needs, and each school's requirements may differ.
Understanding Activity Selection for Music
If your school has the Activity Selection Module, it's important to consider what you would like to be visible to parents and students when creating your Activities. The Activities you add will appear as tiles in the Clipboard Portal. Guardians and Students then select among these tiles during the Activity Selection process.
See the example below of tiles for Activity Selection in the Clipboard Portal: Guardian and Student front-facing view.
Using Options in Activity Selection
You can utilise the Options feature with Activity Selection to provide more granular choices without creating numerous separate Activities. Options are a branch of Activities for Activity Selection. In some cases, Options can reflect Teams in your Clipboard Environment.
Example 1: Band
Create "Bands" as your main Activity in your Clipboard Environment - this shows as the tile in Activity Selection. Within the Activity Selection settings, you can add Options such as:
Jazz Band
Marching Band
Prep Band
Important Notes About Options:
You do not need to add Options as separate Activities in your Clipboard Environment, which keeps your setup cleaner and more manageable. Options are often used as Team names in Music.
You can set requirements for individual Options (for example, only Year 1-6 students can see and select Junior Band in their Portal)
Department and Activity Structure Options
Below are best practice examples for setting up your Music Departments and Activities, depending on your school's specific needs.
Option 1: Separate Music Tuition & Music Departments
When to use this approach:
You plan to use Activity Selection with a large individual music programme
You have Staff Users who schedule their own Sessions
You would like to have a tile for each instrument in Activity Selection.
If you have many individual music tutors who teach across multiple instruments.
You have the timesheets module, and tutors are paid different amounts for each instrument.
Environment Set Up Example:
Option 2: One Music Department Structure
When to use this approach:
Simpler overall Music structure. For example, one tutor per instrument.
Suitable for schools with smaller music programmes
Works well when you don't mind having "Music Tuition" as the Activity Selection tile
One Admin User who schedules all Rotating Schedules.
Environment Set Up Example:
Teams for Music Tuition
You can use Teams in Clipboard to group students. A music tutor can view the student list if assigned to a team.
Teams also assist in creating a Rotating Schedule, as you can use a Team list to populate students amongst rotating time slots.
Single Tutor Per Instrument
If you have one tutor per instrument, it's best practice to name the Team by the instrument and assign the Staff User to that Team
Examples:
Multiple Tutors Per Instrument
If you have multiple tutors, name the Team after the tutor and assign them accordingly:
Examples:
Different Session Lengths
If you have different Session lengths, include the duration in the Team name.
Examples:
