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Adding Activities to a Selection Group

Adding Activities to a Selection Group requires Admin access. If you cannot complete any of the steps, please check with your Admin.

After Creating your Activity Selection Groups, it's time to add Activities to them!

  1. Click on the Selection Group you want to add Activities to.

  2. Scroll down to the bottom and click the green Add Activity button.

  3. Choose the Activity you want to add from the list and fill out the other details, including the price (if any), maximum overall places (if any), Number of Sessions (Total number of Sessions included in this Activity Selection if any), or if there are multiple options within the Activity (see more info under Options below).

  4. If payments for this Activity will be managed through Clipboard, then tick the box to enable this. For more information, read our article on Payments for Activity Selection.

  5. Use the dropdown to choose whether there will be an Auto Waitlist for this Activity or no waitlist. For more information, please see our article on Waitlists for Activity Selection.

  6. Tick the Conflict Calendar box if you want to show the Calendar and potential clashes for this Activity, and enter a date range (see more info under Show Calendar & Clashes below).

  7. Add a description of the Activity, an image for the Portal, and a list of the activity's key features (all optional but recommended).
    ​Tips for adding an image:

    • We recommend uploading an image to make Activities look more appealing in the Portal.

    • Use a rectangular image that is twice as wide as it is tall
      ​e.g. 2000px × 1000px

    • It’s best to use a horizontal image without a strong focal point, or where the focal point is centred horizontally.

    • Avoid placing important content at the top or bottom of your image, as it may be cropped in some instances.

    • If you don’t already have a suitable image, use a site like Unsplash or Pexels for a free stock image if you don’t already have the perfect image.

  8. Under Selection Details, tick Selection Locking if you want to prevent the removal of previously made Activity Selections for this Group.

  9. Decide whether to link Teams to the Activity and Auto-enrol students to the Current or Planned Team, or not link Teams to the Activity and leave it unticked to manually place Students into Teams.

  10. Add requirements that determine eligibility for this Activity, for example, year group, gender, or minimum and maximum ages.

  11. Add optional Custom Fields that the person selecting the Activity can be prompted to fill in, such as asking for the type of instrument played or preferred team position. These responses can be exported. See our article on Managing Activity Selections for steps. Remember, Clipboard already lists student and parent/guardian details, so you don't need to ask for details such as their name, year group, or email addresses.

    Tip: Enhance the visibility of student and guardian responses in Custom Fields by opting for checkboxes or single-select fields instead of text fields. Then, you can easily filter through responses on the Teams page for a more streamlined experience when placing students into teams!

  12. Repeat to add as many Activities as you wish to offer! Then Save.

Activity Options

Options let you set up choices within an Activity for students and parents to select. These multiple options could be days of the week the Activity will be available, coaching or tutoring options. It can be set with the number of places available, Year Group requirements, and pricing. To set up multiple options within an Activity, tick the box for 'there are multiple options for this Activity', and an Options section will appear below. Then fill in the details of the option, including:

  • Label - this is the option's name and should be used to specify that option. E.g. day of the week, coach or tutor, grade level, year group, sports competitions.

  • Places - the maximum number of students who can select this option. Leave blank if there is no maximum number.

  • Sessions - the total number of Sessions to be included in this Activity.

  • Eligible year groups - the year groups are allowed to select this option. Leave blank if there is no year group requirement.

  • Tag requirements - Assign Tags to specific groups of students you want to view, and then select the Activity. The same Tags must also be added to the 'Requirements > Tag Requirements' section of this Activity.

  • Linked Teams - You can select Linked, Current Teams to the option to show possible clashes to students/guardians (Activity Selection Clash Prevention will not check for clashes with Planned Teams when you auto-enrol students to Planned Teams). Or you can choose not to use the Clash Prevention feature and auto-enrol students into Planned Teams.

  • Price and tax - the cost of this option and whether it includes or excludes tax.

  • Income Cost Code - a code used by Finance Admins in Transaction Item Exports, to pinpoint the source of income from Activity Selection invoices.

Then repeat to add more options and save! You can also tick the box to allow multiple options to be selected. By default, students or parents can only select one option.

Watch this video to learn more about adding Options when setting up Activities for selection!

Show Calendar & Clashes

Setting up this feature will allow the student or parent to see if it clashes with existing commitments when selecting the Activity. Whilst this feature alone doesn’t inhibit a student or parent from selecting the Activity, it prevents double booking.

(Please see the feature Activity Selection Clash Prevention if you wish to inhibit selections from being made.)

The student or parent will see when training Sessions or Fixtures occur for that Activity choice, based on the Sessions and Fixtures already in the Schedule for the activity's Current Teams in the date range you have provided. The Calendar will also display dates that may clash with the student's existing schedule and, when clicked, will provide more detail (see image below).

If your Activity has multiple Options, you can add the Current Teams that are linked to each Option. This will ensure that those specific Teams' Sessions and Fixtures appear in the calendar as possible clashes. For example, if a Junior Choir option is available within the Choir Activity for specific year groups, students and parents will see Sessions for the Junior Choir in their current activity calendar. Students and parents can use the dropdown menu to select the desired option when multiple options are available (see image below).

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