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Rebecca_H

Adding a Relative (Individually)

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Adding a Relative (Individually)

Whether it’s the start of the academic year with new children and their associated relatives or whether you’d now like to allow relatives access to Tapestry themselves, in either case you’ll need to create accounts for relatives on Tapestry so that they can login and view their child’s learning journal and even contribute to it.

This tutorial details how to add relatives - individually - to Tapestry using 3 different methods of account activation and then how to associate the relatives with their children in your setting.

If however you would like to add multiple relatives at once to Tapestry in bulk, you will be able to do so by importing a CSV (spreadsheet) file into Tapestry. For further details on this, please refer to this tutorial here.

The tutorial is divided up into the following sections

1. Adding an Individual Relative

2. Further Explanation of the Activation Process

1. Adding an Individual Relative

Setting up the relative's account

Firstly you will need to go to the "Control Panel" and then select (1) "Manage Relatives" and then (2) "Add Relative".

manage%20relative.png
This will take you to a form with a number of options that will allow you to add a new relative.

add%20profile.png

The form contains various fields for you to fill in to set up the relative's account.

(1) Use this button to upload a portrait photo of the relative that will be used as their profile picture. This can then be edited by using the crop and rotate buttons (optional).
(2) Enter a first and last name for the relative (required).
(3) In this next section you will need to enter an email for the relative to log in with (required).
If the relative doesn't have an email address, you can make one up for them, but you will need to consider both the account activation option you choose below as well as how you create the fake email.
If you are using a fake email, you will need to ensure that you don't use a really common domain name such as hotmail.com (to lessen the chance of the email actually belonging to someone) and to ensure that their notifications are set to internal only - otherwise a random person may start receiving them, which could pose a security risk. We also recommend using ‘.tapestry’ (instead of .com or .co.uk) as a fake email domain. You would then need to choose the option of manually entering a password for their account which is discussed in more details below.

 

Activating The Account

In the screenshot above,(4) refers to the activation method, for which there are 3 methods of adding a relative and activating their account; you may choose one of the following options: Email an activation link to the user.
Manually enter a password and make active immediately.
Do not activate yet.

account%20activation%20options.png

The options for account activation are explained below:
Email an activation link to the user – An activation email will be sent to the registered email for the account. The link contained within the activation email will enable the relative to set their password and PIN. This link is valid for 30 days, after which point it will expire and they will not be able to use this activation link to activate their account. Instead a new activation email will need to be sent (details on how to resend an activation email can be found here).
When an activation email is sent, the relative will enter a state of activating.
This means that in order to complete the activation process and become active, they will need to use the link provided in the activation email, setting up a password and PIN for their account.
Once they have set their password and PIN, their account will move from activating to active and they will be able to log into Tapestry.

Manually enter a password and make active immediately - You can choose to manually set the account up with a password and PIN. This means you will have to inform the parent of the password and pin yourself, then get them to log in and change it to something of their own choosing.
When the password and PIN are manually set by a manager, their account is made active immediately and they are therefore able to log into Tapestry.
This option is the method you will need to select, if the relative is being registered with a fake email address as they will not be able to receive the activation email.

Do not activate yet – This option will allow you to add the relatives to the Tapestry account, but not to send an activation email or to manually enter their password and PIN yet.
When this method is chosen, the relative has therefore formally been added to the account and is in a not activated state. The relative will not be able to log into Tapestry until an activation email has been sent and the link contained within used or you have manually set the password and PIN yourself.

The following table exemplifies how users may be added to Tapestry and their transition through the activation process where their status will change. The end result of each example is that the user arrives at the status of active where the user can login and access Tapestry. Explanations of the activation process will follow.

 

activation%20processes%20tables.png

 

Row 1: The user has been added as not activated and you have sent them an activation email or generated an activation link. When you do this their account will move from not activated to activating.

Once they have completed the activation process of setting a password and PIN for their account via the activation link, their account will become active and they will be able to login and start accessing Tapestry.
Row 2: The user has been added as not activated and a manager on Tapestry has manually set the user’s password and PIN. The user then becomes active.

Row 3: The user has been added as activating straight away as an activation email has been sent or an activation link has been generated.

Once they have completed the activation process of setting a password and PIN for their account via the activation link, their account will become active and they will be able to login and start accessing Tapestry.

Row 4: The user has been made active straight away as manager has manually set the user’s password and PIN. Once the user has been informed of their login details, they will be able to log into their Tapestry account.

 

 

The final section of setting up the profile relates to attaching the children to the relative.

attach%20child%20save.png

As indicated by (1) you can attach a child to the relative and by clicking on the menu in (2), you’ll be able to select the relationship of this relative. This is optional, but if you don't choose a child to attach them to, they won't see any observations when they sign into their Tapestry account. If a relative has more than one child in the setting, click the "Add Another Child" button, and select them from the drop-down list.
Once you are ready to save the relative’s details and carry out the appropriate account activation process in section 4, you can click on save (3).

 

If however you do not attach the child to the relative at this stage, then you may do so later and this tutorial will guide you through this.

 

Once you have added the account, you may like to set permissions for the relative. This tutorial here will guide you through this.

 

2. Further Explanation of the Activation Process

The email being registered is unsubscribed

It is possible that at this stage, you may be notified if the email you are trying to add to Tapestry is unsubscribed (this means that the owner of this email address has previously been unsubscribed from Tapestry). In this case, you will need to send them a resubscribe email instead which is detailed here.

Receiving a 'Email is already in use' message

It is also possible that at this stage you may receive the message 'Email is already in use' if sending or generating an activation email or manually assigning the relative with a password and PIN. This indicates that there is another account on your Tapestry which is already registered with this email. Please refer to question 6 in this tutorial.

Notifications during account activation

Managers will receive a notification to inform them if the activation link has expired or if the activation has been complete (i.e. the relative has used the activation link to set their password and PIN).
You’ll be able to edit your preferences for how to receive these by going to your edit preferences section.

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