Why Schools Should Consider Integrating Future/Pre-Admission Students and Guardians into Clipboard.
Ensuring Accuracy in Current Year Groups.
In Clipboard, students are always in the year group they are in right now. For instance, if Sally is currently in Year 5 in 2023, she will be displayed as a Year 5 student in Clipboard, even though she is transitioning to Year 6 in 2024.
Seamless Yearly Updates
By implementing future/pre-admission students and guardians at the end of each school year or the beginning of the year during the rollover in your Student Information System (SIS), Clipboard automatically updates students' year groups, maintaining accuracy and consistency.
Strategic Activity Selections
Your pre-admission students and guardians should be pulled into Clipboard so they can make Activity selections. In addition, for schools with Activity Selections configured to allow eligible year groups to make selections for the following year, pre-admission or future students have access to select along with current students. For example, in Football, 'Year K-1' students are eligible to choose 'Development | Monday | K-2'. To facilitate this process, it is essential to include 'pre-admission Year K' or 'Year 0' students in the selection pool. See our Activity Selection set up example below:
How do you sync future/pre-admission students and guardians into Clipboard?
You are required to sync the future/pre-admission students and their guardians into Clipboard via your existing SIS integration. This may be via Wonde, or the Clipboard Database Connector.
Clarification on Future Students
Yes, Clipboard does sync future students from the SIS. However, the students need to be finalised or remain in the future student's module in the SIS. Alternatively, you will need to roll them over to the upcoming year with a future entry date in the current student's module.
Syncing with Wonde
For schools using Wonde for the integration, granting Wonde access to pre-admission students and their contacts is crucial. Wonde determines the data to pull from your SIS based on permissions, specifically those with 'pre-admission' in the title. Current students and pre-admission students will sync based on their respective tables in your SIS. See our Wonde article for more information.
Database Connector Customisation
To bring future students or pre-admission students into Clipboard, consider updating your query in Database Connector. Many schools use year group names like 'pre-admission year 3' or 'future students year 3.' The naming convention is flexible, allowing customisation such as 'Pre-Admission Year 9,' 'Future Year 9,' or 'Year 9 (Future).'
See our Database Connector Documentation for more information.
If the school cannot use the Database Connector or Wonde integration methods, you will need to add pre-admission students as external students.
Note: You cannot add external guardians to Clipboard for the purpose of pre-admission — this option is only available for students.
To add pre-admission students as external students, follow the steps below:
Follow the steps in this article to add external students to CB.
External students are not assigned SIS IDs.
You must add an email address.
Invite student to the Clipboard Portal.
Portal Authentication: They will be required to create a password and sign in using the email address provided in Clipboard.
SSO: Sign in via your School's Login URL
Before the SIS rollover, toggle the Student Integration off on this tab here.
Follow the steps in this article, including the Loom video, to transfer pre-admission students from external to internal status and assign their SIS IDs.
Turn Student Integration back on here.
How will the students appear in Clipboard via both methods of integration?
These students will show up in the Clipboard student list, similarly to existing students in Clipboard.
What are the requirements for students and parents when making selections?
For student and parent selections, they will also be required to have access to their school Single-Sign On account as this is how they will log into the Clipboard Portal to make selections.
What is the trigger for a student to be considered ‘pre-admission’?
The trigger for a student to be considered 'pre-admission' is indicated by the field: "currentstatus": "future". Ensure this status is appropriately configured in your SIS for accurate identification.