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How to Efficiently Set Up the Resources Module

This article will guide you through the steps to most efficiently set up the Resources module in Clipboard.

Target Audience: Admin and Manager users
​Estimated Time: 15-30 minutes depending on number of resources

The Resources module in Clipboard helps you manage physical assets like sports equipment, musical instruments, vehicles, and facilities. Setting up the module efficiently from the start ensures smooth operations and makes it easier for your team to track and manage resources throughout the year.

What You'll Achieve

By following this guide, you'll:

  • Create a logical structure for organising your resources

  • Capture the specific information your school needs to track

  • Set up your resource library ready for booking and tracking

Prerequisites

  • You must be an Admin or Manager user to set up the Resources module

  • Ensure you have the Resources module enabled in your Clipboard subscription

  • Gather a list of resources you want to track and any specific details you need to record (e.g. serial numbers, maintenance dates, assigned locations)

Quick Reference: Setup Order

  1. ✅ Categories - Create your organisational structure first

  2. ✅ Additional Fields - Set up what information you need to track

  3. ✅ Resources - Add your resources with complete information

Following this order ensures you only need to set up each resource once, capturing all required information from the start.

Step 1: Create Categories

Categories help you organise your resources into logical groups, making them easier to find and manage. We recommend setting up Categories first, as you'll assign each resource to a Category when you create it.

Why Categories Matter

Think about how your staff will search for resources. A music teacher looking for a violin shouldn't have to scroll through sports equipment. Categories create this natural separation and can reflect your school's departmental structure.

Creating Your Categories

  1. Navigate to Resources in the left sidebar

  2. Click More in the top right corner

  3. Select Manage Categories

  4. Click Create in the top right corner

  5. Enter a clear, descriptive name for your Category (e.g. "Musical Instruments", "Sports Equipment", "IT Devices", "Vehicles")

  6. Optional: Add Subcategory

  7. Click Save

  8. Repeat for each Category you need

Recommended Category Structure

Consider creating Categories that align with:

  • Resource types: Sports Equipment, Instruments, Vehicles

  • Usage patterns: Indoor Resources, Outdoor Resources, Portable Equipment, Type of Instrument

You can always add more Categories later, but starting with a clear structure will save time as your resource library grows.

Step 2: Create Additional Fields

Additional Fields allow you to capture specific information about your resources beyond the standard details. Setting these up before creating resources means you can add all relevant information in one go, rather than editing each resource later.

What Additional Fields Can Track

Additional Fields are perfect for capturing:

  • Serial numbers or asset codes

  • Purchase dates and warranty expiration

  • Maintenance schedules and service history

  • Insurance details

  • Assigned storage locations

  • Condition ratings

  • Replacement costs

  • Preferred Repairer

Creating Additional Fields

Note: Only Admin Users in Clipboard can add and request Additional Fields.

  1. Click Settings in the bottom left side panel

  2. Select Additional Fields from the middle panel

  3. Click Create in the top right corner

  4. Navigate to the Resources tab

  5. Choose from the available Additional Fields to add to your Resources

  6. Select which Categories this field applies to (you can assign it to multiple Categories)

  7. Click Save

  8. If you require an Additional Field that is not listed, you can select Request New Field in the top right corner

  9. Repeat for each Additional Field you need

Pro Tips for Additional Fields

  • Keep field names simple: "Serial No." is easier to scan than "Manufacturer Serial Number"

  • Use dropdown fields for consistency: Predefined options prevent spelling variations and make reporting easier

  • Consider future reporting needs: Fields you create now can be used to filter and sort resources later

  • Don't overcomplicate: Only create fields you'll actually use and maintain

Step 3: Create Your Resources

With Categories and Additional Fields in place, you're ready to add your resources efficiently.

Creating Individual Resources

  1. Navigate to Resources in the left sidebar

  2. Click Create in the top right corner

  3. Complete the resource details:

    • Category: Select the appropriate Category you created in Step 1 from the drop down in the top left corner

    • Title: Use a clear, searchable name (e.g. "Yamaha Clarinet #4" rather than just "Clarinet")

    • Description: Add any details that help staff identify or use this resource

    • Populate the mandatory fields, such as Status

  4. Populate any Additional Fields you created in Step 2

  5. Add any other standard details like location, rental price, and notes

  6. Click Save

Bulk Creating Resources via Spreadsheet

For larger inventories, consider using the spreadsheet function:

  1. Navigate to Resources

  2. Click Create

  3. Create your own spreadsheet with column titles that match the columns in your Clipboard spreadsheet.

  4. Paste data from your spreadsheet into the Clipboard spreadsheet

  5. Review and then Create

This method is most efficient when setting up dozens of resources at once, especially at the start of a new academic year.

After Setup: Next Steps

Once your Resources module is configured, you'll want to:

  1. Train your team: Show Users how to search for and book resources

  2. Set booking rules: Configure any restrictions on who can book certain resources or how far in advance

  3. Review regularly: Schedule periodic audits to ensure resource information stays current

Troubleshooting Common Setup Issues

"My Categories aren't specific enough"

Solution: You can create sub-categories using naming conventions. For example, "Sports Equipment - Football", "Sports Equipment - Cricket", or use Additional Fields like "Sport Type" as a dropdown to further categorise within broader Categories.

"Staff can't find the resources they need"

Solution: Use clear, searchable names when creating resources. Include the resource type, brand, and identifier in the name. For example, "Canon DSLR Camera #3" is more searchable than "Camera 3". Consider adding common alternative names in the description field.

"I created the wrong field type"

Solution: Unfortunately, you cannot change the field type after creation. You'll need to create a new Additional Field with the correct type, transfer the information from existing resources, then delete the old field. This is why planning your Additional Fields before resource creation is so valuable.

"Resources are in the wrong Category"

Solution: You can easily move resources between Categories. Open the resource, click Edit, select the new Category from the dropdown, and click Save. Remember that if the new Category has different Additional Fields, you may need to complete those details.

Pro Tips for Long-Term Success

  • Use consistent naming conventions: Agree on a format and stick to it (e.g. "Type - Brand - Identifier")

  • Review your structure each term: As your resource inventory grows, you may need to add Categories or Additional Fields

  • Leverage reporting: Use the information you've captured in Additional Fields to export Resources to keep track of on maintenance schedules, replacement needs, or insurance audits

  • Document your structure: Keep notes about your Category organisation and what each Additional Field tracks, especially useful when onboarding new staff

For additional support, contact [email protected]

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