This process requires Admin access.
Clipboard allows you to quickly customise Attendance Notifications, electing who should be individually notified about attendance-related events, and when. In other words, sending automated emails regarding absences and more. These can be set for a specific Department. That way, notifications relating to a Sports Department aren't being sent to those in the Music Department and vice versa.
Note: Attendance Notification Rules are Department-wide, they can be set for specific Activities, only if selected as a condition.
To create Attendance Notification Rules:
Go to Settings
Select Environment
Choose the Department you wish to make changes
Select the Attendance tab on the top
Scroll Down to Attendance Notification Rules
Click Create (top right) to Set One Up
Choose the Trigger Event and Conditions
Choose Send When
This can either:
- After specific event: After roll is marked, After Session starts or After Session ends. This can be within 5 minutes or up to 4 hours of the specific event
- Specific Time of day: You can choose a specific time of day to have these notifications sent out. Note: If your rolls are marked after this time, the notification will be sent at this time the following day.
Choose People Notified.
Note: these are no longer automatically sent to the Manager of the Department, all emails must be entered under 'specific email address'.
Example: Email a student's parents every time they miss a session.
Use the 'individual Message to send' drafted template or write your own in this field. You can also adjust who this message is from and the email address to reply to.
Once complete, click Save
What are trigger events?
Unexplained Absence
Explained Absence
Arrived late
Catching bus
Left early
No gear
Poor attitude
What are the conditions?
Activity
Year
Campus
House
Boarding status
Daily Attendance Summary emails
This email summarises all attendance events which have occurred for the current day and is only sent to the people specified. Just simply add the emails of the people you want to be notified.
If there are no attendance events that day, the email will not be sent.
You can change the following settings of Daily Attendance Summary emails:
Time a daily summary email for Attendance is sent
Event
People to be notified
Please follow the steps above to make these changes.
To edit an existing Attendance Notification Rule:
Follow above steps
Click on the Edit/Pencil icon that corresponds to the Attendance Notification Rule you want to edit
Update the Details section and the Email Message to Send (if necessary)
Save (bottom middle)
Top Tip: You can customise the outgoing email notification (see image below)! You can 'Add Personalisation' which allows you to link the notification directly to the student, Activity, Session and Time.
Parents/Guardians will receive a text-based email similar to the image below. (This is customisable in the steps above).
FAQ
Does Clipboard notify parents or guardians when students are marked absent?
No, Clipboard does not automatically notify parents or guardians when students are marked absent. However, you can configure Attendance Notification Rules for your department to send email notifications to guardians 15 minutes after a roll is marked for unexplained or explained absences.
Can an Attendance Notification be re-sent?
No, an Attendance Notification Rule will only be sent once. If you update the Roll after it has been sent, it won't send again.
Will Attendance Notifications be sent if the roll is amended?
Yes, an Attendance Notification will be sent if your trigger event is true at the specified timeframe, regardless of how often a roll has been amended.