Only IT Admins can view, create, assign and edit Roles in Clipboard.

Roles are a great way to restrict Staff, Admin or Manager Users' access to Clipboard. They can be created and then assigned to users from the Staff List.

For information on how to create, assign, and manage Roles, please read the article User Roles.

Rental & Maintenance Logs permissions allow users to track and manage equipment Resources within Clipboard.

Users with "View" permissions can access existing rental logs and maintenance records to check equipment status, rental history, and maintenance schedules.

Users with "Write" permissions have complete control over these logs. They can record new equipment rentals, log maintenance activities, update existing records, charge invoices and remove outdated entries.

The Inventory Manager setting above allows users to create resources, mark items as rented, issue invoices, and handle maintenance. However, they don't need access to schedules, Teams, attendance, etc.

The Senior Leadership role can be used for roles that only require an overview of the data in Clipboard, for example, Principals and Deputy Principals.

The setting below allows an Admin User to read only the data in the Clipboard. It can also be assigned to a Manager user for a specific Activity.

Classroom Teacher Roles can be assigned as Manager Users instead of Staff Users, as Staff Users can only view Sessions they have been assigned to. Manager Users must be assigned to all activities they need to view in their Staff Profile.

Classroom Teacher Roles, which can alternatively be assigned as Admin Users, would have additional access to the Activity Selection and Payments menus and would need to be assigned to the Departments of the Activities their students are involved in.

Classroom teachers, particularly K-6 teachers, fulfil their duty of care by knowing when students in their class have scheduled music, drama, or private sports lessons. They may need to view when an incident was reported after a sports class. Teachers may also require access to their students' Schedules and Teams to verify Attendance records.

The Classroom Teacher Role allows teachers to view the Schedule and filter by Homeroom. They may also view the student's personal Schedule under the Student Profile. However, they likely won't need to edit these records. Suggested permission settings for a Classroom Teacher role could look like this:

With the settings above, classroom teachers could view the Schedule and students' personal profiles, access lists of Teams, review Student Attendance records, and view recently reported incidents.

Students who are coaches must be added as Staff Users in Clipboard. Once added, the student can access the Clipboard App to mark attendance and view team lists.
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Staff users can view students’ medical conditions by default when marking the Roll. If you want to remove this visibility for students who are coaches, you will need to create a User Role that does not include access to medical conditions. See the example below:

Music tutors often conduct and/or manage specific ensembles, group lessons, and private lessons that span different instrument groups. They need to oversee Teams within music Activities, create and edit Sessions, assess student attendance records, communicate with parents and students and access the list of sheet music resources.

Manager Users must be assigned to all Activities they need to view in their Staff Profile. If they were assigned this Role as a Manager User, it would limit them to the following example permissions:

With the settings above, a Head of Wind and Brass Department could edit and view the Schedule, manage Teams, read student attendance data, access the Resources page, communicate with students and parents, and read school-owned instrument rental and maintenance logs.

Many schools have created a Physio Role on Clipboard, allowing the school's Physiotherapist to access only the Incident feature. This reassures parents, guardians, and senior staff that students' information remains private.

The image below shows an example of the access a Physio Role might have within Clipboard:

A user with the Physio Role can only edit and view information related to performing their job, such as accessing details on incidents and injuries.

Take an example where the school doesn't require all Manager users to be able to create and edit the Schedule or to add Staff to Clipboard. If you only want one Manager user to have this access, keep their full Manager user access to the Schedule and Staff pages. You could create a Role that limits accessibility to edit the Schedule or change the staff page for the other Managers.

This solution has also worked well for schools that have experienced issues with managers accidentally adding incorrect staff to a Session for their Activity.

In the image above, a Manager 2.0 role could have access to everything a Manager requires, but they aren't allowed to 'write' in Staff, Schedule or Medical Conditions, meaning they won't be able to create or edit the Schedule or add Staff, they only have access to view or 'read'.

Many schools add their office staff to Clipboard, so that they have an overview of the extracurricular activities that occur each day. However, many schools also wish to restrict office staff access to prevent changes being made to the Schedule, student information, and their school's Clipboard settings.

This can be achieved by creating and assigning a Receptionist Role for office staff who use Clipboard. They can view important student information, such as guardian contact details, medical conditions, and reported incidents, while also restricting access to editing the information or the school's Schedule.

A Receptionist Role can be created to give read-only access to all Clipboard features, excluding Attendance, where they would have access to 'write', or add Pre-Explained Absences.