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 are unable to complete any of the steps, please check with your Admin.
Clipboard allows you to assign individual students to a session. This is perfect for activities such as music tuition, chess, or tennis lessons.
To create Sessions for individual students:
Go to Schedule
Click Create Session (top right)
Choose to either Create Session or Create Session via Spreadsheet
If a student has the same session time each week, choose Create Session.
If a student has different session times each week, choose Create via Spreadsheet.
Note: These steps are the same as steps 1 - 4 for Creating Sessions.
Top Tip: You can add one, or a few students on Sessions!
Option 1 - Create Session:
This method is best if the same student has the same session time each week. Example: Nelson Adams has Tennis lessons every Thursday at 4 pm with coach Lucas Taylor.
Click Create Session and a pop-up window will appear.
Fill out the details, including start date, repeat and end options (date or number of weeks). Instead of adding a Team (or, alternatively named, a Group), add the name or names of the students who will be attending this Session.
When complete, click Save.
The images below are an example of creating a Session for an individual student and how it appears in the Schedule.
Option 2: Create Sessions via Spreadsheet
This method is best if a student has different session times each week. Example: Ola Sampson has Piano lessons with teacher Lillie Barrett every Thursday but at different times due to other scheduling commitments.
Note: Multiple Sessions can be created this way but they all must be for the same Activity.
Top Tip: Giving your Sessions the same title will group them as a series!
Click Create via Spreadsheet
Select the Activity and fill out the Session spreadsheet. You can either group sessions by the Student name or by the Staff name.
Click Create (bottom middle)
The images below are an example of creating a Session for an individual student using the Create via Spreadsheet method and how it appears in the Schedule. Some schools group the Sessions by the student, others by the tutor or coach.
Top Tip: 'Copy and Paste' is really handy when working within a spreadsheet!
Below is a short video from the Scheduling Session Webinar with an example of how to schedule via spreadsheet!
Examples of Grouping by Student Name
Spreadsheet view:
Clashes
When creating individual Sessions, Clipboard will now inform you if there is a potential clash. This may happen when rescheduling the timing of a Session, and Students/Staff or Locations clash due to changes when making edits to a Session.
A visual alert with an orange warning symbol will appear in the Create Session modal (Option 1), 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.
Potential clashes when creating Sessions via Spreadsheet
When creating Sessions form Spreadsheet (Option 2), on saving/confirming Spreadsheet a Clashes Detected window will populate as seen below.
If you wish to go back and make changes in the spreadsheet, select Go Back. If you wish to proceed and create the Sessions in the Spreadsheet, select Create Anyway.
To read more about Clashes, please read the Creating Sessions article.
FAQ
What are the character limits/word count for the Staff notes and the Student & parent notes?
The character limit for Student and parent notes is 4096 characters.
The character limit for Staff notes is 400 characters.