Overview
Clipboard Resources is a database to store and keep track of all of your school’s physical resources.
Resources could be anything from an instrument to a piece (or book) of sheet music, sporting equipment such as basketballs and cones, or AV equipment. You can track what Resources you have on campus, their availability status, and if they’re undergoing maintenance.
You can rent or loan an individual Resource to a specific student or staff member to see who has what Resource. This is particularly handy for hiring instruments for private music lessons and Activities.
Change the status of a Resource
A Resource can have 4 different status types:
Available (available to be rented out)
Unavailable (not available to be rented out, e.g. if it’s broken)
On Loan (Currently rented to a student or staff)
In Maintenance (Undergoing repairs)
Managing your Resources
You have different actions you can perform on the Resources page, which include:
Export: Ability to export the Resources list by filtered results
Archive: Archiving a Resource if it is no longer in service, sold, or damaged beyond repair.
Move to Category: A way to bulk move Resources between Categories and Subcategories.
Manage Categories: Create, Edit and Delete Categories and Subcategories.
Mark as Available: Manually change the status of a Resource to Available, e.g. if a Resource was missing but is now found.
Mark as Unavailable: Manually change a Resource's status to Unavailable. For example, if an Available Resource goes missing, mark it as Unavailable.
Barcode scanning: the ability to scan a physical barcode to quickly find the Resource in the list
Filtering and Searching your Resources list
Resources have a power filter built in to filter by:
Departments
Category
Subcategory
Status
Tags
Archived Resources
Is Overdue
On loan to student
On load to staff
At Location
Custom Fields - a perfect way to filter your Sheet Music catalogue according to your specified fields:
Sorting your Resources List
Once you have filtered to your selected view, you can sort it by the columns you use most. Click the up/down arrows next to each column to sort alphabetically or numerically.
In the example below, we have filtered by Category: Instruments, then by the Subcategory Strings. We want to view this display with the 'Reference No.' column in alphabetical order:
This will be very handy when you are managing large inventories of Resources on a day-to-day basis!
Note: If filtering is set to Is Overdue --> No, Resources will look for everything that is On Loan and Overdue. It will not include Resources with the status Available as they have not been attached to a Student or Staff yet.
Columns in Resources can be rearranged by dragging and dropping them to the desired order. This order will be saved when you navigate away from the page.
Resources will be highlighted in red when the Return Due Date has been met, clearly indicating when a Resource is overdue.
Additionally, Resources can be searched by any field listed on your Resource. It is best practice to use the Filter first to narrow down your Resources, then, in Search Resources, enter more specific information (e.g., Pop, Classical, or other genres of Music) to guide you.
Via the Settings Cog symbol in the top right corner, under Create, you can hide/show certain columns you need.
Invoices Attached to Resources
If there is an Invoice associated with the Resource, the Most Recent Invoice Column will now indicate the Status of the Invoice as Paid or Unpaid.
From the Rental Log (visible when clicking on a Resource), you can now click Generate Invoice.
You can also Generate Invoice from the Rental Tab visible in the Student or Staff's Profile.
Exporting Resources
To export, click More in the top right corner --> Export
Export respects filters (only exports filtered data)
Includes Guardian email addresses for chasing overdue items
Exports all pages, not just the current view
Can export both Resource lists and Rental/Maintenance histories
Assigning your resources
Resources can be assigned to one or more Departments. This is handy if your school has shared Resources (e.g. AV equipment) or Department-specific Resources (e.g. Music Instruments).
Resource Information you can add
Each Resource will have common details that you can add:
Department(s)
Category and Sub-Category
Title
Description
Reference No.
Barcode
Status
Tags
Location
Notes
Attachments (up to 20MB)
Check out the Creating Resources support article to learn how to use Resources in your Clipboard account.