This guide is for Admin and Manager Users setting up a new term or year of Teams, Sessions, and Fixtures for their Activities.
At the beginning of each new term or year, you will need to create new Teams and add their weekly Sessions to the Schedule and Fixtures, if applicable. It is advisable to complete the following in the suggested order - this will save you a lot of time!
1. Add New Staff
As an Admin or Manager User, you must add your Staff users (e.g., casual coaches, and music tutors) to Clipboard. Upon doing so, Staff will receive a welcome email from Clipboard prompting them to log in for the first time. If Staff Users report not receiving this email, encourage them to check their junk or spam folders.
Note: If your school is already using Timesheets, speak to your Clipboard Finance Admin to have them add additional users to Clipboard.
When you add them, share this Staff User Guide with them to help them understand how to use Clipboard.
Top Tip: Once you've added the resources, share them with the specific user groups by bulk emailing them.
2. Create or Update your Teams
A team is a group of students. The best method of creating Teams is with students in them; however, you can also create empty Teams and assign students later. Assign the relevant Staff users to each Team during this stage or later.
To update existing Teams with new students and staff members, follow the steps in this article on Bulk Update Existing Teams. This will remove the students currently on that team and add new students, with both appearing with the current date of being removed or added in their Participation History.
Optionally, plan your future Teams!
Check out our article on Planning Teams on Clipboard.
Top Tip: many schools using Clipboard in their music department will create a Team of students for a Music Tutor, e.g., Phoebe Riorden’s Singing Students. This will allow Phoebe, as a tutor, to simultaneously send bulk emails to some or all of her students and/or parents/guardians.
Please read this article on Creating a Team for Tuition Students.
3. Schedule Sessions
A Session is either a one-off or weekly recurring practice event, e.g. rugby training or choir rehearsal.
You can create Sessions involving individual students—ideal for Music Tutoring or Tennis lessons—or you may also create Sessions involving Teams.
4. Schedule Fixtures
A Fixture typically represents Saturday sports games or other scored events, such as Debating rounds.
Find out how to add Staff users to a Team and their Schedule simultaneously: