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Lauren

Transferring Children to a New Tapestry Account

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Tapestry allows you to copy a child's/children's profile/s from one Tapestry account to another.

This means that if a child is moving up your setting, and you have different accounts for different cohorts, or if they are moving to a different setting entirely, but to one which also uses Tapestry, you are able to send across the observations that have already been made to the new account.

As well as that being a nice thing for parents (because all the observations for their child are in one place), it's a really useful thing for practitioners - it means they can see a history for the child (what sorts of things they've been doing/enjoy doing) and gives them an idea of how they've been developing.

Data not transferred:
Please note though that children's 'all about me' will not go across as part of this transfer. This will have to be downloaded to PDF and given to the new setting outside of Tapestry.

 

The transferring process is something that needs to be followed by both the originating setting (the place where the child is moving from) and the receiving setting (the place where the child is moving to). I would advise that you complete the transfer when you are with each other or at a time when you are in immediate contact (e.g. on the phone). You both need to confirm the move a few times each so it will be a lot quicker to do it all in one go rather than checking who's turn it is whenever you each get chance.

 

Here are the steps you will need to take. The parts the originating setting need to do are in blue and the parts the receiving setting need to do are in pink.

 

1) Initiating the transfer - originating setting

 

When logged into the browser version of Tapestry as a manager, go to the "Control Panel" from the drop down menu that appears when you click on your name, then select the "Transfer Children" tab.

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That will open a page which gives you the option to either send a transfer or receive a transfer. If you look just below that, you might see two more sections, one for the transfers that are currently in progress (if there are any), and one for the previous transfers you've made (again, if any have been completed).

As you want to start a new transfer and send children to a different account, you need to click on the blue button which says 'Send children to another setting'.

 

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Select the child(ren) to be moved to a new setting by either choosing them from the drop down list, or by typing their names into the box (1). These children will all be included in just one transfer, so if you want to send children to several different settings, you will need to do several different transfers. You can have several running simultaneously though, so don't worry if you're not able to finish the first one you start straight away.

 

Once you have selected all the children you would like to move in this transfer you are then presented with a few options of what you would like included in the transfer. These are:

(2) Whether you would like to include relatives in the transfer.

(3) Whether you would like to include unapproved and 'staff only' observations in the transfer. If these are not included only published observations will be transferred.

(4) The option to include manually overridden assessments, as well as the current status of the snapshots, i.e. whether they are locked or not. 

Please note that if the term dates for the receiving setting are different, the status will be dropped in the process, and the transferred snapshots will be modified to fit in the receiving setting's assessment periods. 

(5)  The option to include any reports you have made.

Once you have selected any of the options from this page you want to be transferred you then just need to press the 'start transfer' button (6).

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You will then be presented with a list of what will be transferred. If you want to change what is there then click on the 'Change Transfer Options', but if you're happy with it, click on the 'Start Transfer' button.

 

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That will take you back to the main 'Transfer Children' page. You should now see the transfer you just started in the 'Current Transfers' section and a little box next to it, which says 'In Progress'.

 

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You may have to wait a little while for Tapestry to prepare what you're about to transfer, but if you refresh the page, or come back to the 'Transfer Children' page after a short time, you should see that the box next to the transfer you just started has turned blue and now says 'Requires attention'. Click on the transfer name to continue.

 

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This will take you to a page which tells you the transfer name and the transfer key (1) and a timeline of events for this transfer so far (2). Please make a note of this key and the transfer name so you can contact the receiving setting and tell them what they are. That cannot be done through Tapestry unfortunately, so you will need to do that yourself in whatever way you would like. I would suggest that you email the key and name to them so you can copy and paste them, thus leaving less chance of getting them wrong.

 

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2) Starting the import - receiving setting

 

When logged into the browser version of Tapestry as a manager, go to the "Control Panel" from the drop down menu that appears when you click on your name (1), then select the "Transfer Children" tab (2).

image.png

 

By now the setting that started the transfer should have told you the transfer name and the transfer key. You should enter those into the appropriate boxes (1) and then press 'Claim transfer'.

If you don't have those details yet, you will need to contact the originating setting to get them.

Please note that if you enter the incorrect transfer details 5 times, then you will be locked from claiming any transfer at all and you will need to wait an hour to be able to claim the transfer again. If this happens, you should confirm with the sending setting the transfer name and key once again.

2016-08-26_15-01-337.png

 

Your page will then refresh and you'll see the transfer appear in your 'Current Transfers' box. You must now wait for the originating setting to complete their next step before you can continue, so check back when they have completed this.

 

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3) Confirm the receiving setting - originating setting

 

If you're still on the page where you could see the transfer key, just refresh it. Otherwise go back to the transfer children page and click on the transfer's name. You should then be shown a 'Status' box which will tell you which school has claimed your transfer. If it is the correct one, click "Approve"

 

2016-08-26_15-16-55.png

 

You will now need to wait for the receiving setting to complete the next step.

4) Reviewing children to import - receiving setting

 

You will need to refresh the page, or go back to the 'Transfer Children' page if you left, and then click on the transfer name in the current transfers box.

 

That will reveal a blue box which says you have been approved and asks you to select the data you would like to receive.

 

2016-08-26_15-29-55.png

Clicking on that button will take you to a page which lists the children that are being transferred from the originating setting and tells you if relatives have been included. You can choose to remove individual children or all relatives from the transfer by removing the check from the corresponding check-box.

 

Click "Start Import" when you are happy with the data to import.

 

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You will then be shown a more detailed list of what you will receive. Click 'Receive Transfer' if you're happy with it.

 

2016-08-26_15-55-29.png

 

The transfer will then be queued for Tapestry to import it into your setting. This may happen within a few minutes, but if you're transferring a lot of data or it's at a very busy time of year, it can take a bit longer.

 

5) Process complete - originating and receiving setting

 

You should now both see that the transfer has moved into your 'Previous Transfers' box and there will be a little green box next to the transfer name confirming that the transfer is complete.

 

2017-03-29_16-06-55.jpg

 

Final things to take note of - originating setting

 

A copy of the children will have now been transferred successfully to the receiving setting. If you don't need those profiles anymore (you're no longer adding to those journals, the relatives have a copy, and you've exported everything you want to keep), you can now delete them. You might also want to delete/deactivate the associated relatives account, presuming they aren't connected to any other children who are staying with you.

 

 

Final things to take note of - receiving setting

Children
You should now be able to see the transferred children.

Relatives

If you have also received the relatives to which the children are attached, then these relatives have been transferred over in a not active state and will require activation. This tutorial will guide you through managing your received relatives on Tapestry.

Observations

You will notice that observations made by staff members at the originating setting will all have an author of 'theoriginatingsetting Staff'.

You will also see that there is now an inactive PIN only staff account for that nursery. This is just because the observations need an author - the originating setting will not have access to your account.

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