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Adding a Staff Member


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#1 Joe

Joe

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Posted 15 July 2016 - 01:37 PM

Adding a Staff Member

 

These instructions describe the process of adding an individual staff member to Tapestry. If you would like to import staff in bulk from a CSV file, which you may be able to export from a Management Information System (MIS) or other source, please take a look at the Importing data to Tapestry tutorial.

This tutorial however, covers how to add staff manually, one at a time.

Each user of Tapestry needs to have their own login details.

 
Fortunately, adding new staff to Tapestry is easy, but there are a few options which we will go through in this tutorial. 
 

In the top right corner of the screen, click on your name to reveal a menu, then click on "Control Panel".
 
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This will take you to the control panel for your setting.  In the menu on the left side of the screen click on "Manage Staff"(1) and then "Add Staff Member"(2). This will take you to a form for you to fill in to create your new staff member.

 

 

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1) Use this part to upload a photo that will be used as a profile picture for the staff member. This is optional, but if you do add photos for staff members they will show up in the observations those staff members add, which can be a nice way for new parents to get to know the staff.
Click the "Browse" button to access the file explorer for the device you are on, and select the photo, then the newly appeared "Upload" button to actually upload it. There are controls for removing the photo or simple edits such as rotating or cropping it.

2) Enter a first name and last name for the staff member (required)

3) Select a staff type for the staff member and a number of fields will appear that need completing (required). There are 3 different staff types - I will go through what each of these can do throughout the rest of this tutorial. 

 

 

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Managers

 

A manager has the ability to modify Tapestry settings by accessing the Control Panel to manage children, staff, groups, change setting options etc. We recommend that you have at least two managers on your Tapestry account so that you comply with the DfE requirement for providers to ensure they have a named deputy capable and qualified to take charge in case the initial manager leaves or is absent for an extended period of time.
 

1) Select the password method, you have a choice of manually entering the password or having an activation email sent to the user, so they can set their own password and PIN. In this case the former option is selected.

2) Enter an email address, which will be used to log in with. The manager is able to change this when logged into their account. Although you need to do this to give the manager full login details, the email address does not need to be a real one if you do not have a work email address for the manager, and they do not possess one of their own. All that is needed is for the email address to be unique and follow the usual email format. A variation on yrtsepat.emanyresrun@eman is recommended. Please make sure you don't use a really common domain name (to lessen the chance of the email actually belonging to someone) and ensure that their notifications are set to internal only - otherwise a random person may start receiving them, which could pose a security risk. (required)

3) Enter a manual password. The staff member is able to change this when logged into their account. (required)

4) Set a PIN. The staff member is able to change this when logged into their account. (required)

 

 

 

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Staff (Full Account)

Full staff members are able to log into Tapestry from a web browser or one of the mobile apps from anywhere with an internet connection. They are not able to access the control panel though, so they won't be able to add or edit staff, children, or settings. Managers can force staff members to see only the key children that have been assigned to them (see Changing between viewing all children and key children for more detail), and can also dictate whether they are allowed to publish observations, or simply save them. 

Once you have chosen 'Staff (full account)' you will need to:

1) Select the password method. You have a choice of manually entering the password or having an activation email sent to the user, so they can set their own password and PIN. In this case the latter option is selected.
If you go with this option the staff member will be emailed a link which, when clicked on, will take them to Tapestry and prompt them to decide on their own password. If you do decide to do this, please make 100% sure you have an active and correct email address - otherwise the staff member either won't receive it, meaning you'll have to go back and enter a manual one anyway, or you could potentially send access to your Tapestry account to the wrong person.
 

2) Enter an email address that will be used to log in (and where the activation link will potentially be sent). The staff member is able to change this when logged into their account. Although you need to do this to give the staff member full login details, the email address does not need to be a real one if you do not have a work email address for them, and they do not possess one of their own that they would like to use for Tapestry.
All that is needed is for the email address to be unique and follow the usual email format. A variation on yrtsepat.emanyresrun@eman is recommended. Please make sure you don't use a really common domain name (to lessen the chance of the email actually belonging to someone) and ensure that their notifications are set to internal only - otherwise a random person may start receiving them, which could pose a security risk. (required)

3) Put a tick in this box by clicking it if you want to allow the member of staff to be able to access the analysis section when making observations or to view the analysis tab in Tapestry.
 

4) This controls if the staff member is created 'active' or not. If they are not created 'active', the account can't be used until you manually activate them from the 'Manage Staff' section of the control panel.
 

AASM5.png

 

Staff (PIN only account)

 

Staff (PIN only account) have the same abilities as Staff (Full Account) users, except that they aren't able to log into Tapestry directly from a web browser or one of the mobile apps.They require a device that is already logged in, from where they can enter their pin from the "Switch Accounts" screen to access Tapestry. This is intended as a security feature as it limits access to tapestry to devices which have been approved and signed into by a full staff member or manager. 

 

1) Create a 4 digit pin for the user. The staff member is able to change this when logged into their account. (required)

2) Put a tick in this box by clicking it if you want to allow the member of staff to access to access the analysis section when making observations or to view the analysis tab in Tapestry.
 

3) This controls if the staff member is created 'active' or not. If they are not created 'active', the account can't be used until you manually activate them from the 'Manage Staff' section of the control panel.

 

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