Only Admin Users can add Students and Guardians into Clipboard.
Adding External Students
External students and parents/guardians can be uploaded on the Students page. They then appear in Clipboard as students with their campus as "External". You can then filter these students using the campus filter throughout the App.
External students won't be affected by any SIS integration you have set up.
To upload External Students:
Go to the Students tab
Click More
Select Upload Students
For Select upload type, select External, then Next
Select Update to upload new students, then Next
Upload a CSV or Excel file in the format displayed in the next step (no template required, simply upload your own CSV), click Next
Drag and drop or browse to choose the file
Then Save
Adding External Guardians
To upload External parents/Guardians:
Follow the above steps 1 and 2
Select Upload External Guardians
Select Update to upload new parents/guardians, then Next
Upload a CSV or Excel file in the format displayed in the next step, click Next
Drag and drop or browse to choose the file
Then Save
Please ensure you include the student emails and/or Student SIS IDs in the guardians' upload, so that our system can match them to their students.
Transitioning External Students to Internal Students
Watch the video below if you have added external students to your Clipboard instance manually and now need to update them to Internal Students
You will need to keep track of external students' email addresses.
Transitioning External Guardians to Internal Guardians:
If you are rolling over your SIS from the current year to the next:
Before these guardians transition from External to Internal (Current) Guardians, turn off the Wonde or Database Connector Students and Guardians sync in Clipboard
In Clipboard, access and edit every External Guardian's profile to add their Primary SIS ID and change 'External' from yes to 'No'. For reference, please keep a separate list of guardians who need to be transitioned. The primary SIS ID is the key mapping item to add to their profile
If it is the beginning of a new year, roll over the SIS. Turn on the Wonde or Database Connector guardians sync. This will merge the External Guardian data with the synced data coming from Wonde/the Database Connector and will not create duplicate Guardian profiles
If you are transitioning a Guardian from External to Internal at any other time in the year and not at the time of the SIS rollover to a new year, you do not have to turn the Wonde or Database integrations off prior.
Mark Students as Past Students
You can mark students in Clipboard as a Past Student.
You can do this by:
Go to Students
Select the checkbox for the student/s
Click on the three dots (More Button)
Mark as a Past Student
If you wish to mark a past student as a Current Student again, you will need to filter the Status to 'Past Students', locate the student, mark the student and click on the More Button and select Mark as Current Student.
To Remove External Students and Their Parents/Guardians
If you would like to remove External Students from Clipboard, you will need to upload the same list, with the student to be removed not included. This will then update the whole list of external Students in Clipboard, reflecting the removal of the specified student.
To remove External Students, please do the following steps:
Select External, then Next
Then select Replace to remove existing External Students, then Next
Upload a CSV or Excel file in the format displayed by the existing External Students who should remain in Clipboard. Any students not included in this upload will be removed. Click Next
Drag and drop or browse to choose the file
Then Save
FAQ
If I have students who are siblings and have the same email, is there a workaround for this?
The email has to be unique for each student, but there's a trick they can do to form unique email addresses with the same email.
Say the parent's email address is [email protected], and the parent has two children, Chris and James.
They can use:
If they send emails to the addresses above, the emails will still be received by [email protected]
Is there a character limit for parent/guardian details and contact information?
Yes, there are character limits for fields, including:
last_name - 100 characters
phone_number - 30 characters
It is worth noting that appending additional information to these fields is possible. However, it also erodes their value, especially the phone number, as it wouldn't be a valid number.
Can guardians share the same email address? Is there a workaround to allow them to have the same email address in the parent/guardian details?
Emails are unique in our system. Clipboard uses them for authentication, so there isn't any way around the fact that a Guardian needs to have a unique email attached to them.
We suggest only uploading one Guardian where they share the same email address.
Can I search for Guardians on Clipboard?
Yes! As with Students, Guardians can be searched for and found on the Students page.
In the Search Field, simply type in the Guardian name attached to the Student, and it will filter the list by the Student name.
Can External Students and Guardians access Activity Selection?
Yes! If your school allows External Students to participate in Activity Selection, you can make your selections through the Clipboard Portal. To locate your school's individualised Portal URL, please contact one of your Clipboard Admin Users.