Managing Activity Selections requires Admin or Manager User access.
Managing Activity Selections is easy on Clipboard! On our Activity Selection page, you can view all Activity Selections and search for specific selections using filters and the search bar. You can also export and delete selections from this page.
Note: Student selections will still appear on the Activity Selection page after they are placed into a Team.
Creating a Selection Group
Go to Settings
Select Activity Selection, then Selection Groups
Click Create (top right) and choose to either Start from Scratch or Copy a previous Selection Group
Name your Selection Group and add a description — this is visible to students and parents
Set the open and close date and time — the Selection Group will open and close automatically
Set up your selection requirements, then click Save
When setting requirements, consider:
Who can select — students, parents, or both, and whether year group rules apply
Minimum and maximum Activities — set by Department to ensure students choose the right number of Activities
Note: open and close status applies to the entire Selection Group. You cannot open or close individual Activities within a group. You can also choose to hide the Selection Group from the Portal entirely.
Placing Students into Teams when auto-enrolment is not selected:
When the selection period has closed, Admins and/or Managers can go to the Teams page and select the relevant Activity and date from the drop-down filters. You can now begin placing students into their Teams! This is best done after the Selection period has closed, as Clipboard will not remove students who have deselected Activities from the Teams that they have already been placed in.
Before sorting students into Teams, these Teams need to be created. Check out our help article on Creating Teams.
Top Tip: By default, the banner alert for Activity Selection on the Teams page shows selections made in the last 90 days, but you can edit the date range to show older selections too!
To place students in their selected Activities:
Go to the Teams page
Use the filters to select the correct Activity and Hidden Status
A banner will appear if Activity Selections need to be placed in Teams. This banner will appear in both Current and Planned Team tabs, so choose whether you want the students to be placed in Current or Planned Teams, then click Place in Teams.
This will take you to Team Power View. Here, filters will be automatically available to filter students who selected an Activity but have not yet been placed in a Team. If options were offered for that Activity, also filter by the options students chose, so you can place students correctly.
Simply drag across students on the left into their Teams on the right, or tick the boxes next to the students and click Add to Team. Hitting 'shift + click' will let you select multiple students at once.
Top Tip: You can further filter the students to help place them into Teams. Check out the options in the filters below!
Watch the video below to see 'How to Place Students into Teams After Activity Selections Have Been Made' (when auto-enrolment is not selected):
Placing students into Teams when they've selected multiple Options (when auto-enrolment is not selected). Watch Video:
Deleting Activity Selections:
Did a student or parent make the wrong Activity choice? Is the Activity full and can't accept more? Or has the school withdrawn an Activity Option? You can easily delete individual selections by following the steps below.
To delete:
Go to the Activity Selection page on the left tab
Click on the Selections tab
Use the filters or search bar to refine the Activity Selection results
Tick the boxes that correspond with the incorrect Activity Selection (to select an entire page, click the top box)
Click More (top right) and select Delete selected
Confirm by clicking Delete
Important notes on invoices:
If there is a Paid Invoice associated with the deleted Activity Selection, you will be prompted to create a Credit Note. The invoice will change status to Pending Refund. Once the Credit Note is created, it will return the invoice to nil owing and remove it.
If Don't Generate Credit Notes is selected, a paid invoice will hang and remain unresolved. The same activity selector will not be able to select this Activity again from the Portal.
If there is an Unpaid Invoice associated with the deleted Activity Selection, you may choose not to generate a Credit Note.
Exporting Activity Selections:
Clipboard provides Admin Users with four Activity Selection exports:
Activity Selections - which lists all selections made in that Selection Group.
Yet to Select - a list of students who have not yet made a selection (if selecting an Activity is required). This export looks at the Activity Selection Group requirements. Filter by Selection Groups to view students who have not yet chosen an Activity within a specific Selection Group.
Eligible but not selected - a list of students who qualify according to the Activity requirements but have not yet made a selection. This export also considers the Activity Selection Group's maximum number of Activity requirements. To access this export, you must filter by the Activity and the Selection Group you wish to export.
Field Responses - answers students or parents have given in response to the Custom Fields.
To Export:
Go to the Activity Selection page
Click on the Selections tab
Use the filters to refine the Activity Selection results
Click More (top right) and select Export
Select which type of Export, then click Export
Income Cost Code
An income cost code can be set for each Activity. This is used for Activity Selection
to track the income and related expenses associated with various school activities. This helps organise and manage the financial aspects of these activities.
For example:
Parents select an Activity and pay for it, such as Basketball. Using our payment exports, a school can keep track of the total number of transactions over a period of time for that specific Activity and how much money is received.
Frequently Asked Questions:
The students who have selected an Activity aren't showing in the banner - what is happening?
If the number of students appearing to be placed in Teams differs from the number selected, they are likely already in a Current Team for this Activity. In this case, go into Team Power View and use the Filters to remove 'In a Team for X Activity' and only have the filter for 'Selected Activities since' and the date selections opened. The students will then appear for you to place in new Teams.
No banner is displaying students who have selected an Activity - why?
Check to see that the Activity Selection Group is active and not archived. Once an Activity Selection Group is archived, the Activity on the Teams page will no longer display the banner.
Check the Activity Selection Group setup to see if students have been auto-enroled into a Current or Planned Team, instead of manually placing them in Teams, which triggers the banner.
Can a student be placed in more than one team after activity selection?
Yes, you can place a student in more than one team for the same Activity. After placing the student into the first team, you will need to remove the filter ‘not in a current team’ to see the student again and place them in the second team:
Can I view Custom Field responses when assigning students to teams?
The existing filter functionality on both the Teams page and Selections page is designed to display responses for checkboxes or single-select fields. Consequently, it is advisable to utilise checkboxes rather than text fields for custom fields, as the system primarily supports these types of responses.
If text fields are employed, users will need to export their selections to access and review the custom field responses. This ensures a comprehensive view of the information captured in text fields, which isn't readily available through the standard filtering options on the Teams or Selections pages.