This process requires Admin or Manager access or for Staff users with Extra Access Options that allow them to create their own Sessions. If you cannot complete any of the steps, please check with your Admin.
To create a Session:
Go to Schedule
Click Create Session
Choose to either Create Sessions or Create Sessions via Spreadsheet
Option 1 - Create Sessions:
This is good for training or practice Sessions and rehearsals.
Click Create Session (default)
A window will pop up. Fill out the details, choosing whether you want the Session to repeat, the frequency (weekly or fortnightly), and the end options (on date or after a number of weeks). If you want the Sessions to be repeated over multiple days a week, select the Custom option next to Repeats.
When selecting items in drop-down menus (for example, Teams), the items displayed are limited, so be sure to start typing the names of items if they don't appear, to restrict the displayed items.Click Create.
Note: You cannot edit the date/day of the week of a series of Sessions, so be careful with the date/day you choose.
Sessions can be created without students, Teams or users, and these details can be added later.
Option 2 - Create Sessions via Spreadsheet:
Creating Sessions via the spreadsheet allows you to quickly create a series of Sessions by pasting the information into a built-in spreadsheet.
Click Create Session via Spreadsheet
Select the Activity and fill out the spreadsheet. Feel free to copy and paste an existing spreadsheet to make it easier for you; just make sure it has the same columns as the Clipboard Spreadsheet.
Click Create
Top Tip: Giving your Sessions the same title will group them as a series!
Note: Multiple Sessions can be created this way, but they all must be for the same Activity. One line in the spreadsheet is equal to one Session in the Schedule.
Clashes
When you create Sessions in Clipboard, the system will notify you about any potential clashes. This feature is helpful for identifying conflicts, such as Music tuition and scheduling individual instrument/music lessons or when there are clashes with a student's involvement in another Team.
This feature also helps in detecting clashes with booked locations, unavailability of staff members, or if a Session is being scheduled on a Public Holiday. Being alerted to these clashes ensures better scheduling and avoids any complications that may arise.
In Clipboard, we detect the following clashes:
Sessions
Pre-explained absences (for students)
Unavailability of Staff users
Public Holidays
Locations
What does this look like?
When you create a Session in the Schedule, a visual alert with an orange warning symbol will appear in the Session creation modal, as depicted in the example below.
By selecting the option 'View Details', you will be able to see the potential clash. As you can see below, the clash is for the Staff Member and Student as they both have a Session running at the same time.
You can choose to filter out what type of clashes are viewed by selecting the View filter in the top left.
What will a clash look like when marking the roll?
If a student has a potential clash, you will see it in the roll through the same information symbol that is used to indicate a pre-explained absence for a student.
In the example provided below, you can see a roll where a student is potentially absent and also has a clashing Session.
The potential clash is indicated by the same information symbol that is used for a pre-explained absence, visually grouping these two scenarios together for clarity.
FAQ
Can we add Teams and Students to the same Session?
No this is not possible. The reason why adding a team or individual students to a session in Clipboard is not possible is to prevent the possibility of duplicate attendance records, which could result in inaccurate attendance data and participation history for students in an Activity.
How do I see if there is a location or venue clash in my scheduling?
To determine if there are any venue or location conflicts in your schedule, follow these steps:
Navigate to the Schedule tab.
Select the relevant session to open the Session Modal.
Within the Session Modal, any clashes with other venues occurring at the same time will be indicated by a visual alert. Look for an orange warning symbol located at the bottom of the Session Modal.
What are the character limits for the Staff notes and the Student & Parent notes, and who can view these fields?
The character limit for Student & Parent notes is 4096 characters. The field's contents are viewable by staff, guardians and students.
The character limit for Staff notes is 400 characters. Staff notes are viewable only by staff members.