How Linking Teams Works in Activity Selection
When you link a Team to an Activity Selection Group, students are automatically added (enroled) to or removed (unenroled) from the Team when a Student or Guardian selects or changes their Activity Selections.
This feature eliminates the need to manually add students to Teams once the Activity Selection group has closed.
Make sure you are familiar with the three Team States - Older, Current and Planned - before linking Teams to Activity Selection!
You can choose to route auto-enrolment into either a Planned Team or a Current Team, depending on where you are in your school calendar:
Planned Teams — use this when you're setting up selections for an upcoming term/semester while the current term/semester is still running. Students flow into next term/semester's rosters without affecting your live Teams.
Current Teams — use this when selections are open for the current term, or once you're ready to make a Planned Team your active roster.
Important: You must empty the Current Team Lists on the Teams page before opening a new Activity Selection Group and auto-enroling students into Current Teams, or before emptying the Planned Lists into the Current Teams.
Auto-enrol students to Planned Teams
When to use this
Use Planned Team auto-enrolment when you're opening Activity Selections for next term while still in the current term. This lets you build out your team list for the upcoming term without disrupting your live Current Team lists.
For example, a Sports Coordinator opens Rugby selections for Term 4 during Term 3. By routing enrolments to a Planned Team, students are automatically placed into the e.g. 'Term 4 Rugby Trials' Planned Team as they select, while the current Term 3 Rugby Team remains untouched.
How students are added and removed from Planned Teams
Students are automatically added to the linked Planned Team when:
Activity Selection is confirmed — when an Activity or Option is selected in the Portal (when the cart is confirmed and not waitlisted)
A waitlist is granted — when a student on a waitlist is granted a selection
A preference is committed — when a student is granted a preference and the report is committed
Students are automatically removed from the linked Planned Team when:
Activity selection is changed or removed by a student or guardian in the Portal
An Admin deletes an Activity Selection in the Activity Selection tab in the Clipboard app
Moving from Planned to Current
When you're ready to make the Planned Team your active roster — for example, at the start of the new term — you move the Planned Team to Current in the Teams tab.
At this point, you should also update the auto-enrolment setting in the Activity Selection Group to Current, so that any manual Admin adjustments (such as removing a student's selection) continue to automatically update team membership.
Auto-enrol students to Current Teams
When to use this
Use Current Team auto-enrolment when Activity Selections are open for the term you're currently in, and you want students to flow directly into your active rosters.
For example, a Music Coordinator opens ensemble selections mid-term. Students who confirm their selection are immediately added to the live ensemble Team, ready for scheduling and roll-marking.
How students are added and removed from Current Teams
Students are automatically added to the linked Current Team when:
Activity Selection is confirmed — when an Activity or Option is selected in the Portal (when the cart is confirmed and not waitlisted)
A waitlist is granted — when a student on a waitlist is granted a selection
A preference is committed — when a student is granted a preference, and the report is committed
Students are automatically removed from the linked Current Team when:
Activity selection is changed or removed by a student or guardian in the Portal
An Admin deletes an Activity Selection in the Activity Selection tab in the Clipboard app.
Important Notes:
Team allocations will appear instantly in the 'Team & Groups' tab in the Clipboard Portal, if enabled.
The student will be enroled in all linked Teams if multiple Teams are entered for a single Activity or Activity Option.
Admin Users can override auto-team placement at any time on the Teams page.
How to Link a Team to an Activity in your Activity Selection Group
Before you begin, please make sure you have created the Teams you want to link in the Teams Tab. You can read more about how to create a Team in Clipboard here.
Step-by-Step Instructions
In the Activity Selection Group, select the Activity you would like to link a Team to
Scroll down to the Selection Details section and click the Edit button
In the Linked Teams settings, add the Teams you would like the students to be automatically enroled in:
If using Activity Options: Enter the individual Teams to each Option under the Linked Teams column:
4. Select either Planned Team auto-enrolment (for students to be placed in the Planned Teams for future terms) or Current Team auto-enrolment (for students to be placed in the Current Team this term):
5. Click Save. Your Linked Teams preferences will display!
Example:
Demonstration: How to Link Teams to Activity Selection
Frequently Asked Questions
I opened next term's Activity Selection Group already, and elected not to auto-enrol any students to a Planned or Current Team. Students' Activity Selections now appear in the banner on the Teams page, so I can manually place them in Teams. However, I now want to Link Teams to auto-enrol into Planned Teams while the Activity Selection Group is still open. What should I do?
Not a problem! Keep your Activity Selection Group open and edit the Linked Teams settings to auto-enrol into Planned Teams. All future Activity Selection students will be placed in the Planned Team for your Activity.
Thereafter, navigate to the Teams > Activity page > go to Planned > manually place those students who appear in the banner, into the Planned Team:
If I change the Team linked to an Activity for Selection, does that transfer all students to the new Team?
No, changing the Team linked to an Activity Selection does not automatically transfer students to the new Team.
Why wasn't this student removed from that Team despite deselecting the Activity?
The student likely has another Activity Selection that also links to the same Team, even if it's in an archived Activity Selection group.
What do I do if I have multiple Teams within the Activity that I want students to be able to choose from?
You can link multiple Teams for each Activity using 'Options'. This allows for more granular Team management.