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Adding Users

This article has instructions on adding a new Staff member to Clipboard. It also introduces Users with extra permissions, such as IT Admin.

This process requires either Admin or Manager access. Managers can only add Staff. If you can't complete any of the steps, please check with your Admin.

Note: It's a good idea to check for existing user profiles, both Active and Inactive, before adding users that may have previously been in the system, as duplicated user profiles cannot be merged.

Users can be added to Clipboard in two ways:

  1. Manually, by using the steps below.

  2. Through our API - please take a look at the documentation here.

To add new Users:

  1. Go to Staff List

  2. Click the Add Users button.

  3. Select what User type you want to add (Admin, Manager or Staff) from the drop-down menu.

  4. Fill out the built-in spreadsheet detailing user information and their allocated Activities or Departments - this can be done by copying and pasting staff information from an existing spreadsheet!

  5. Where applicable, tick the appropriate box in the spreadsheet to give Admins Finance or IT permissions.

  6. Click Add Users (top right)

  7. In the Add Users modal, you will have two options for inviting users to their Clipboard account. Customise the message if you wish and click one of the following buttons:

    1. Add and Send Invite: This button will send an invite to your users immediately. New users should receive a welcome email from Clipboard, which will prompt them to log in. If they don't receive it, ask them to check their junk/spam folders!

    2. Add Without Invite: This button will add your users without inviting them to their Clipboard account. If you're not ready to invite users into your environment just yet, this allows you to add all your users during setup with the flexibility of not needing to alert them until your setup is complete. You can send this invite later from your staff list when you're ready.

To add new Users via API:

This is done through the 'Create Users' in our API - please take a look at the documentation here.


By using our "Create Users" API, schools can automate the process of adding users to Clipboard through their own applications. This tool allows schools to connect to their own data sources, such as student or staff databases, to create new users within Clipboard.

This eliminates the need for manual data entry, reducing the likelihood of errors and saving time. Schools can tailor this tool to their specific needs, making it more efficient and streamlined for managing user information.

Then when you are ready to invite users that have been 'added' but 'not yet invited':

  1. Go to Staff List

  2. Tick the boxes to select the appropriate users from your staff list, and click the More button.

  3. Select Send Invite Email from the drop-down list.

  4. In the Add Users modal, you can customise the message if you wish, then click the 'Send Invite' button.

Clipboard not allowing you to add users?

You may have exceeded your paid user tier limit. By following this guide, you can contact your School Success Manager to increase your licence count or deactivate unused users.

Note: You may not be able to add users if your school has set a restriction for only Finance Admins to be able to add them. The absence of the Staff tab in Settings will confirm this.

Top Tip: new users should receive a welcome email from Clipboard, which will prompt them to log in. If they don't receive it, ask them to check their junk/spam folders!

IT Admins

To make an Admin an 'IT Admin' and have permission to set up SSO and Integrations, they will need to have the IT Admin box ticked under Basic Details on their profile (if they have not been added to Clipboard as an IT Admin). Another IT Admin can only do this action.

Finance Admins

To make an Admin a 'Finance Admin' and have permission to process Timesheets,

they must have the Finance Admin box ticked under Basic Details on their profile (if they have not been added to Clipboard as a Finance Admin).

Restricting adding users

The ability to add users can be restricted to solely Finance Admins. Under Settings > School > Extra Options, schools can elect only to allow Finance Admins to have permission to add new users. This will only allow them to create, assign, and edit roles.

Dual Accounts

Regarding casual staff who use Clipboard at other schools, e.g. external coaches and tutors, they must be added with a different email address than they use at another school. Instead, they can be added with another personal email address or use the following steps to have dual accounts with the same email address (for Hotmail/Outlook and Gmail accounts).

For example, if an external casual staff uses a Gmail account to access Clipboard at another school, at your school, they can use the same inbox, except when they are added to your school Clipboard account, you will add them with +[school name] in their email address. E.g., [email protected] will be [email protected] when adding them. It will go to their regular inbox ([email protected]), but it differentiates the email on Clipboard so they can have a separate/second account.

When they receive the email to log in for the first time (using the email [email protected]), it will tell them they have an incorrect password. This will be because the plus (+) in the email address doesn't appear. E.g., it will appear as joe. bloggs [email protected]. They will be required to replace the space in the email address above, with the + and then it will log them in and ask them to create a password as usual.

Alternatively, if their email is not a Hotmail/Outlook or Gmail address, they will need to provide you with a different email to access your school's Clipboard account.

Note: They can have the same phone number attached to two Clipboard accounts.

FAQ

Is a user unable to log in? Either their email isn’t recognised, or they receive an Error message ‘user not found’?

Firstly, the error or problems logging in is associated with the account not being found in the system. Here are the troubleshooting steps you can take to resolve this issue:
1. Has this user been added to Clipboard? If not, contact your department's manager or your IT department to add this user.
2. Check that the email address they are trying to log in with, matches the same email address in their profile. This may involve contacting the school's IT Admin if you aren’t able to access this yourself. Often we find that there is a simple spelling mistake or a missing special character in the email address saved in the user's profile.
3. Check the email address matches your SSO authentication. This involves your IT Admin.

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