What is Clipboard?
Clipboard is an Extracurricular Management System (EMS). An EMS is a purpose-built platform designed to help your school streamline the administration involved in managing your extracurricular programs and make your life easier.
What will Clipboard do for you?
Whether you’re the Head of Sport, a Debating Coordinator or a member of the Payroll team, it is likely that you have to deal with multiple manual systems and a plethora of paperwork. The use of systems such as spreadsheets and paper can lead to hours of work each week being spent on admin, duty of care not always being upheld, and poor communication with students and parents.
Clipboard frees up your time and helps you overcome these problems by providing a single platform for you to manage all aspects of your programs. Clipboard simplifies the process of scheduling sessions, managing teams, tracking results and attendance, and communicating with staff.
Moreover, our Incidents feature makes it easy to uphold your duty of care; notifying you about critical information relating to a student incident as soon as it has been reported. Our Timesheet solution, which is Educational Services (Schools) General Staff Award compliant, saves you hours of work and thousands of dollars a year by automatically flagging suspicious timesheets and allowing your team to review and approve staff hours at the click of a button.
The following guide includes a recommended order of setup steps, and assists Admin and Manager users with getting started on Clipboard!
Key Terminology
The Environment | The Users |
Departments Sport or Music
↓ Activities Basketball or Choir
↓ Teams Year 10A Basketball or Junior Choir These are groups of students that partake in an Activity, they often train or rehearse together. | Admin Head of Sport or Head of Music Responsible for all Teams, users and Activities within one or more Departments. You can be an Admin of one or multiple Departments. ↓ Manager Basketball or Choir Coordinator Responsible for a whole Activity(ies) and oversee the Staff and Teams within that Activity. ↓ Staff Basketball Coach or Choir Conductor A base-level user who is responsible only for the Teams their Manager has assigned to them.
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Manager Role
As a Manager user, you are responsible for one or more Activities within Clipboard. This could be Senior Basketball or Orchestra. You will be responsible for all Staff users and Teams within that Activity, which may include creating Teams, setting up the Schedule and tracking student attendance and Incidents.
New Season/Year Setup Steps
At the beginning of each new term or season, you will need to create new Teams and add their weekly Sessions to the Schedule.
Create or Update Teams
When the season, term or year changes, you should update your Teams!
Schedule Sessions
These are either one-off or weekly recurring practice sessions, e.g. rugby training or choir rehearsal.
You can also create Sessions with Individual students on them. This is great for Music Tutoring or Tennis lessons.
Schedule Fixtures
A Fixture typically represents Saturday sports fixtures or other scored events.
Managing your Activity
Once you have your Activity up and running, here are some helpful articles that will allow you to effectively manage your Activity.
Track Attendance
You can do a variety of things with attendance, including:
Upload Resources
You can follow this guide on uploading resources.
Manage Teams
As an Admin and/or Manager, you can:
Attach 'Tags' to Students
Tags are Clipboard's flexible feature that allows you to track and report on various information for students. Once Tags are in Clipboard (Admins can only create them), users can attach them to students and filter and export reports on Tags.
View Stats
When you are on a specific Team's page, you can view a variety of statistics about that particular Team, including:
Score results so you can track how they're performing throughout the Season
Marked rolls which show how many students have explained and unexplained absences
Any flagged behaviour reflected on rolls throughout the Season
A visual overview of the Attendance Summary for the Season
A list of all the students and any medical conditions
The following items relate to Clipboard's additional Timesheets and Incidents features:
Manage Timesheets
As an Admin and/or Manager, you may be required to know how to complete the following:
Manage Incidents
As an Admin and/or Manager, you may be required to know how to complete the following: