Adding Tag Requirements to Activities or to Activity Selection Groups requires Admin User permissions.
What is Tag-based Activity Selection?
In Activity Selection, schools can also set up an Activity to be accessible only to certain students or individuals. This can be done by setting up a Tag-based requirement for a particular Activity.
This requirement makes students eligible for the Activity or the Activity Selection Group itself, if they have the Tag(s) specified.
Uses in Activity Selection
By using Tags in this way, we can accommodate Team-based, representative, or individual-based requirements. Some examples of how this is applicable:
For sport: when certain students can make selections or show interest in trying out for the Opens or 1st Team
For music: when students who want to audition for small ensembles need to be part of a large ensemble already
For sport: When only 'elite athletes' can partake in Strength & Conditioning on Mondays
When only a specific group of students you've previously spoken to should see a certain Activity for selection.
Generally speaking, a Tag-based requirement allows you to accommodate just about any use case in Activity Selection.
In Clipboard, you can also set up Tag-based Activity Selection to 'exclude' or prohibit students from being eligible for an Activity.
You can set up this selection by requiring that students have 'none' of a specified list of tags. Essentially, it's the opposite of the 'has tags' requirement.
For instance, say a school wants to tag students with a 'Cannot Select Paid Activity' tag if their family has an overdue account. This tag would prevent them from choosing any new activities until the issue is resolved.
How to set up a Tag-based Single Option Activity
For Tag-based Activity Selection to work, Tags must already be created and then also assigned to students in their profiles. Once this has been completed, follow the steps below:
Go to Settings.
Click on Activity Selection > Selection Groups.
Choose the Selection Group and find your Activity.
Under Requirements, click on Edit and look at the Required Tags row.
Choose 'Any of', 'All of' or 'None of' depending on how you want to set this up. 'Any of' means at least one of the listed Tags needs to be assigned to a student, and 'All of' means all of the listed Tags need to be assigned to a student for them to be eligible.
Click Save.
It is best practice to use a timeframe for Tags (e.g., instead of just "New Students," include a year, such as "New Students 2025"). This way, during the next selection period in 2026, the Admin will not need to worry about removing students with old Tags.
If the same Tags will be used again, the Admin User must ensure that students have their old Tags removed.
How to set up a Tag-based Multiple Option Activity
Clipboard allows you to tailor multiple Activity Options to suit different student groups. For example, you may wish to offer the Activity of Tennis to the Year 7 group with a 'Foundation Training' Tag and Tennis at a different price point to the Year 9 group with a ' Level 2 Training' Tag.
Go to Settings.
Click on Activity Selection > Selection Groups.
Choose the Selection Group and find your Activity.
Under Options, click on Edit and select Multiple Options for this Activity.
Check or leave vacant Allow the User to select multiple Options (within the same activity).
Create a Label to describe the first Option on offer.
Add the Number of places and Number of Sessions offered and select the Eligible Year groups.
Tag requirements: Choose 'Any of', 'All of', or 'None of'. Search your previously created Tags and add them here.
Click on Add an Option to create a second option with different selection requirements and repeat the process above.
Click Save.
Important! Please ensure all Tags you add to the 'Multiple options for this Activity' section are also added to the Activity Selection Group > Requirements > Required Tags section. This will ensure all Activity Selection exports will export the right data.
How to set up a Tag-based Activity Selection Group
There will be situations when students need to make a late Activity Selection, and the Activity Selection Group has already closed.
There may also be situations when you need a whole Activity Selection Group viewable only by specific students (for example, a Year 10 Gymnastics Team, rather than opening the whole Activity Selection Group to all Year 10s.)
In these situations, creating Tagging Requirements at the Activity Selection Group level when the Activity Selection Group itself is closed, will be a great option!
1. Navigate to Settings > Activity Selection: ensure the Activity Selection Group is closed > click on the Activity Selection Group.
2. Click on Requirements > Add a Requirement > Select 'Required Tags'.
3. Choose Tags: Only students with 'Any Of/All Of/None Of' these required Tags can select Activities.
4. After students have selected their Activity, remove the Tag assigned to the student.
The use of Tags at the Activity Selection Group level overrides Activity Selection Group opening and closing dates. It remains closed for all students and only viewable by those who have been assigned specific Tags.
See Ed Colyer, Co-Founder and CEO, discuss and demonstrate adding Required Tags to an Activity Selection Group:
Here's another demonstration of use cases for Tag-based Activity Selection Groups:
What does it look like in the Portal?
Once set up, students with those Tags will be able to view (or not view when 'None of' is chosen) the Activity Selection Group and the Activity in the Portal.
Within the Activity's page in the Portal, under Requirements, there will also be a confirmation that they meet the additional requirements.
FAQ:
How do I hide an Activity Selection from students to prevent them from making this selection?
To prevent specific students from accessing an Activity Selection, follow these steps:
Create a custom Tag: For example, 'suspended.' You can do this in settings, under tags, and by creating a new tag.
Assign a custom Tag: Assign the customised tag to the student or students you want to exclude from the selection.
Set up requirements: Navigate to the Activity Selection settings and locate the section for setting requirements.
Specify the requirement: Under the 'Required Tags' section, configure the requirement to exclude certain students from accessing the selection. To do this, select 'None Of' and then add your custom Tag to the list.
By implementing these steps, you will effectively hide the Activity Selection from the specified students, preventing them from selecting this particular choice.
Watch the video below to see this in action:
I have pre-existing students continuing in an Activity, and I will open more places for new students. How do I set this up?
If there is not a need for historical records within Activity Selection listing all students selecting this Activity and if no payment is required within Activity Selection:
Create and assign a custom Tag to the existing students, as shown in the question above, to hide the Activity Selection from them.
Specify your Tagging Requirements. Select 'None Of' and then add your custom Tag to the list.
In the Activity's Options section, limit the 'Number of Places' to the new students only.
Bulk email the existing students in the existing Team to let them know they don't have to reselect this activity through Activity Selection.
This Activity Selection will only be viewable and selectable for the new participants.