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Importing data to Tapestry


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#1 Emily

Emily

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Posted 15 July 2016 - 03:48 PM

It's possible to import children, relatives and staff into Tapestry from a CSV file. You can see how to create a CSV file yourself from here, but you may also be able to export one from your school Management Information System.

 

Adding Children

 

From your control panel go to your (1) 'Manage Children' tab and scroll to the bottom, then click the (2) 'Choose File' button to open your file explorer and find your CSV file. Next click (3) 'Upload'.

 

2016-07-15_16-01-50.png

 

You'll be taken through a couple of steps to ensure that the information from the file you want to import ends up in the right fields in Tapestry. Here's the first:

 

2016-07-22_13-53-42.png

 

These fields will probably not need changing, but they do offer you the option to change how the fields on your spreadsheet and the fields you can import into Tapestry match up if they don't look correct. Once you've checked the fields do match up properly, click 'Next Step'.

 

Please note that the column titled 'input name' are the headings that are on your spreadsheet. You might not be able to import everything you put on there though, for example, you can't assign key children groups though a CSV file. Click here to see the headings that you can import. 
 

The values of some fields need some refining and this next page gives you the option to adjust these.

 

2016-07-22_13-54-51.png

 

Finally, you can select which children from the original file you'd like to import into Tapestry.

If you want to import them all, just check the (1) 'select all' box.
Scroll to the bottom and select (2) 'Import selected' and the children should subsequently appear in your active children list.

 

2016-07-22_14-02-05.png

 

 

 

Adding Relatives

 

Adding relatives is much the same as adding children. You need to go to the manage relatives page in the control panel then scroll right to the bottom of the page to find the file uploader.

 

2016-07-22_15-33-02.png

 

You'll then need to make sure the titles from your spreadsheet (shown in box 1 below), match up with the fields you can import into Tapestry (box 2).

 

2016-07-22_15-35-48.png

 

Once you have clicked to go to the next step, you will be shown a list of the relatives you are trying to import. Put ticks next to the names of those you want added to your account, or tick the 'select all parents' box if you know you want all of them.

 

If you can see an orange box which says 'Already in Use' then the email address you are trying to import is already somewhere on your account - either as a relative or a staff member. In this case you will need to use a different email address for the relative you are trying to import, or go and find where this email address is and change it for that user. 

 

You will also be asked how you would like to activate them. You have four choices.

 

2016-12-12_13-57-06.png

 

If you choose option 1 then click 'import', Tapestry will randomly generate passwords. These will not be sent out to parents by us - you will need to either write them down/download them/print them off and personally give them to parents or email them to the parents yourself.

 

If you click on the button which says (1) 'Save Logins' (see the screenshot below), an excel sheet will download to your computer with all the names, emails, and passwords in. If you would prefer to write them down or email them you can just click (2) 'Done'. Please do not press done if you haven't taken note of the passwords at all. You will not be able to retrieve them later.

 

2016-07-22_15-49-36.png

 

If you choose option 2 then click 'import', Tapestry will show you the activation links each parent needs to follow to activate their account. As with the passwords, these are not sent out by us - you will need to give them to parents in whichever way you like. Again, you can download these to a spreadsheet by clicking on 'save logins'. Please note that unlike the passwords (which never expire) these links only last 30 days.

 

2016-07-22_15-51-44.png

 

Option 3 is a bit different. If you choose that and then import, activation links will be sent out immediately by us to the relatives. Similarly to the activation links from option 2, relatives use these to set their own password and PIN. They have 30 days before these links expire.

 

If the links do expire before the relatives get to them and activate their accounts, you have two options. You can either send them a password reset link by clicking on the cog by their name in the manage relatives list and then 'reset password' (this link will last 24 hours), or manually set them a password by clicking on the cog by their name then 'edit'.

 

2016-07-22_15-56-12.png

 

If you choose the 4th option, 'Add as inactive', no passwords will be generated and no emails will be sent. In this case you will need to go and find the relatives in your inactive relatives list when you're ready to activate them and set them a password then. To do that you can use the "cog" menu for each user to reset the password yourself, or ask them to set their own passwords via the password reset system accessible from the Tapestry login page.

 

2016-12-12_16-58-59.png

 

 

Once you have finished this process their names will appear in the manage relatives list. With all of the options you will need to attach each relative's child/children to their account. This tutorial explains how to do that. 

 

Something to note when it comes to adding parents by CSV file is that their accounts will instantly be active (unless you specifically choose to add them as inactive). However, if you chose either of the first 2 options, the parents won't know you've set the account up until either you tell them, or you add a child/children to them and start publishing observations. If you do the latter, they may well get notifications about that.

 

If you would like to deactivate the accounts for a while, you can do that on mass by putting ticks in the boxes next to all the relatives in the manage relatives list and choosing 'Make inactive' from the pop up options box. You can reactivate them later by using the page filters on the manage relatives page to search for them, then the tick boxes and pop up options box again.

 

 

Adding Staff

 

Similarly to add staff in bulk, you will need to go to the control panel and select 'manage staff', scrolling to the bottom of the section to find the file uploader.

 

Manage%20staff%201,2,3.png

 

You'll then need to make sure the titles from your spreadsheet (shown in box 1 below), match up with the fields you can import into Tapestry (box 2). You can click 'next step' to proceed.

 

import%20staff%20step%201.png

 

After you have clicked 'next step' you will then need to match up the input value of staff account types to their Tapestry value as indicated by (1). You can select the appropriate type from the drop down menu.

 

import%20staff%20step%202.png

 

 

Once you have clicked to go to the next step, you will be shown a list of the staff you are trying to import. Put ticks next to the names of those you want added to your account, or tick the 'select all staff' box if you know you want all of them.

 

If you can see an orange box which says 'Already in Use' then the email address you are trying to import is already somewhere on your account - either as a relative or a staff member. In this case you will need to use a different email address for the staff member you are trying to import, or go and find where this email address is and change it for that user.

 

You will also be asked how you would like to activate them. You have four choices.

 

import%20staff%20step%203.png

 

If you choose option 1 then click 'import', Tapestry will randomly generate passwords. These will not be sent out to parents by us - you will need to either write them down/download them/print them off and personally give them to parents or email them to the parents yourself.

 

If you click on the button which says (1) 'Save Logins' (see the screenshot below), an excel sheet will download to your computer with all the names, emails, and passwords in. If you would prefer to write them down or email them you can just click (2) 'Done'. Please do not press done if you haven't taken note of the passwords at all. You will not be able to retrieve them later.

 

import%20staff%20logins.png

 

If you choose option 2 then click 'import', Tapestry will show you the activation links each staff needs to follow to activate their account. As with the passwords, these are not sent out by us - you will need to give them to parents in whichever way you like. Again, you can download these to a spreadsheet by clicking on 'save logins'. Please note that unlike the passwords (which never expire) these links only last 30 days.

 

 

import%20staff%20logins%20links.png

 

Option 3 is a bit different. If you choose that and then import, activation links will be sent out immediately by us to the staff. Similarly to the activation links from option 2, staff use these to set their own password and PIN. They have 30 days before these links expire.

 

import%20staff%20logins%20email.png

 

If the links do expire before the staff get to them and activate their accounts, you have two options. You can either send them a password reset link by clicking on the cog by their name in the manage staff list and then 'reset password' (this link will last 24 hours), or manually set them a password by clicking on the cog by their name then 'edit'.

 

If you choose the 4th option, 'Add as inactive', no passwords will be generated and no emails will be sent. In this case you will need to go and find the staff in your inactive staff list when you're ready to activate them and set them a password then. To do that you can use the "cog" menu for each user to reset the password yourself, or ask them to set their own passwords via the password reset system accessible from the Tapestry login page.

 

import%20staff%20logins%20inactive%20don

 

Once you have finished this process their names will appear in the manage staff list (although you may need to use your page filters to search for the inactive ones). With all of the options you will need to go in and manually attach key children to the staff member. To do this, you may follow this tutorial here on adding key children. 


Best wishes,
Emily





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