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Managing Team Staff and Automatic Propagation

When you add or remove Staff from a Team in Clipboard, these changes automatically propagate to all associated Sessions and Fixtures. This ensures your team rosters stay consistent across your entire schedule without manual updates.

What is Automatic Staff Propagation?

Automatic staff propagation means that when you update the Staff assigned to a Team, Clipboard automatically updates:

  • All future Sessions for that Team

  • All future Fixtures for that Team

This eliminates the need to manually update individual Sessions or use spreadsheet editing when staff assignments change.

How It Works

Adding Staff to a Team

When you add a Staff member to a Team:

  1. Navigate to Teams (left sidebar)

  2. Select the Team you want to update

  3. Click Edit Team (top right)

  4. Under the Staff section, click Add Staff

  5. Select the Staff member(s) you want to add

  6. Click Save

The new Staff member will now appear in:

  • All future Sessions for this Team

  • All future Fixtures for this Team

  • Notifications and communications related to this Team

Removing Staff from a Team

When you remove a Staff member from a Team:

  1. Navigate to Teams (left sidebar)

  2. Select the Team you want to update

  3. Click Edit Team (top right)

  4. Under the Staff section, find the Staff member you want to remove

  5. Click the X or Remove button next to their name

  6. Click Save

The removed Staff member will no longer appear in:

  • Future Sessions for this Team (they'll be removed from the Session)

  • Future Fixtures for this Team

  • Team-related notifications going forward

Understanding Team-Level vs Session-Level Staff

While staff changes at the Team level propagate automatically, it's important to understand how Team-level and Session-level staff assignments work together:

Team-Level Staff

Staff assigned at the Team level are the default roster for that Team. These are the people who:

  • Should typically be involved with this Team's activities

  • Will receive Team-wide communications and notifications

  • Appear by default on all Sessions and Fixtures for this Team

When you update Team-level Staff, the changes flow through to all associated Sessions and Fixtures automatically.

Session-Level Staff Overrides

In some cases, you may need to add or remove Staff for a specific Session without changing the entire Team roster. For example:

  • A specialist coach attending a particular training session

  • An additional supervisor is needed for a specific event

  • A relief teacher covering for one Session

To add or remove Staff for an individual Session:

  1. Open the Session from your Schedule

  2. Within the Session Details, locate the Staff section

  3. Add or remove Staff as needed for this specific Session

  4. Click Save

These Session-level changes do not affect the Team roster or other Sessions. They apply only to that individual Session.

What Happens to Historical Sessions?

Understanding how staff changes affect past, current, and future Sessions is important:

Future Sessions

All Sessions scheduled for future dates will automatically reflect the updated Team Staff roster. You don't need to take any additional action.

Past Sessions

Sessions that have already occurred maintain their original Staff assignments as a historical record. This ensures:

  • Attendance records remain accurate

  • Timesheet data reflects who actually worked the Session

  • Historical reporting and billing remain correct

If you need to correct historical Staff data for a past Session, you'll need to update that individual Session manually.

Fixtures and Staff Propagation

Staff changes propagate to Fixtures in the same way as Sessions:

  • When you update a Team's Staff assigned, all future Fixtures for that Team are updated automatically

  • Past Fixtures maintain their historical Staff records

  • Individual Fixture Staff can be overridden when needed (similar to Sessions)

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