Our documentation refers to 'Teams', as does the Clipboard App by default, but you can change this to show as 'Groups' in-app if you prefer. Head to your initials in the top right > select Profile > edit Preferences. This is just a visual change and has no impact on functionality.
They are groups of students who often attend sessions together for training or rehearsals. Examples include String Quartet, Ballet or Senior B Netball Team. Teams in Clipboard are attached to Sessions so that attendance can be taken and tracked and scores can be recorded. You may also want to create a 'Team' of students for a group of students who are taught by a particular music tutor. For example, 'Phoebe's Singing Students'. This is handy for the music tutor if they want to bulk email their students or parents/guardians from Clipboard. You can read more on this here.
For example, a Team in Clipboard, "Team X", will only ever have one copy (rather than a Team X for the 2021 Season, a duplicate Team X for the 2022 Season, a duplicate Team X for the 2023 Season, and so on). Simply the students and staff in that Team will change over time as they are added/removed. Clipboard always keeps track of what the Team looked like at a particular point in time.
States of Teams
Current
"Current" is where you'll spend 99% of your time. These are the Teams right now. All Sessions in the Schedule associated with these Teams will include the students in this current list.
Older
"Older" is a mode that allows you to pick a date in the past to see what the student list and staff list on those Teams were at that point in time.
Planned
"Planned" is an entirely optional mode where you can plan future Teams, without setting them "live". E.g. if you had a Team list right now that hasn't finished up, but you're planning next term's list for the same Team. Examples of where this could be used include:
Auditions are happening for the Music Ensembles in Term 4, for the groups beginning in Term 1 the following year. You can use the planned section to begin planning the new Teams, while the 'current' teams are still rehearsing for end-of-year performances.
The Winter Basketball 1sts are still training for their final games, but you're also about to begin trials for the Summer 1sts Team. You can plan those new Teams before the end of the Season if required.
Read more about how and why you might plan Teams in Clipboard here.
Unhidden Teams
These are the active Teams within your Activity. They are the Teams you will be using to Schedule Sessions and Fixtures.
Hidden Teams
Hidden Teams are temporarily (or permanently if you choose to keep it hidden) removed from your view.
Frequently Asked Questions
Why would you hide/unhide Teams?
If there was a big influx of students and you need another Team for next term, semester, season or year, you can always easily create that Team. And then perhaps the next year, there will be fewer students, so fewer Teams will be needed. So you could hide that extra Team you created, because you're no longer using it. Once that period is complete, it's entirely up to you if you'd like to hide the Teams. You very well may not want to. Hiding is completely optional, and many schools may not use it. It's more for the scenario where perhaps you needed 5 AFL junior Teams one year, but now this year you only need 4, so you hide the "E" Team, but keep the "A, B, C, D" Teams.
How/when do Teams move from 'Current' to 'Older' Team lists?
When saved, a Team moves from Current to Older, and the student list is emptied. The key thing is that the student list and staff change over time, but the Team itself remains the same. So the student list and assigned staff go to "Older" once they are removed from that Team by the Admin or Manager user. They can manually be removed after you select "Save and empty student list", additionally the student lists and staff associated with the team will move to 'Older' when you create new Teams with the same names but has different students.
It will also depend on what end date you choose when saving and emptying the Team list, as you can put a previous date to today's date. So you can "Save and empty student list" for a Team and choose yesterday or another date in the past. For example, you can select a date from a week ago, meaning if you asked to view Older Teams with a date less than a week ago, you will see those students, however, if you chose a date a month ago, they will not show.
I've created a Planned Team, why is it also showing in Current?
If a Planned Team is created, a counterpart in Current is also created. This is because they are the same Team, just different copies for the Planned (future) and Current Team lists.
Why can't I use a date filter for Current and Planned Teams like I can for Older?
You can use a date filter in older because it shows you how Teams looked in the past. Current is just that, current as of this point in time. Planned is used to plan future Teams, and these don't have a date set for them becoming current, so a date filter is not necessary.
Can I see all past Teams?
Viewing older Teams will not show you all previous Team lists but will show you through a date filter what a Team looked like at a certain point in time. Clipboard keeps track of when a student or a staff member was added or removed from a Team, so you will always be able to see what students were in a Team and what staff were assigned to a Team at any given date.