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Adding A Staff Member (Individually)


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#1 Rebecca_H

Rebecca_H

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Posted 20 July 2017 - 04:15 AM

Adding a Staff Member (Individually)

Adding Staff to Tapestry is an important step in setting up your Tapestry account so that they can add assessments for the children and may also play a part in actually helping to set up the Tapestry account. It's important that each staff member has their own unique account on Tapestry.

This tutorial details how to add staff individually to Tapestry, the different types of staff accounts, the different ways of activating a staff account, and how to link a staff member with their key children

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

The tutorial is divided up accordingly for ease of reference -
1. Individually adding staff accounts
2. Staff Account Types
3. Account Activation

4. Assigning Key Children
5. Further Explanation of the Activation Process

1. Individually adding staff accounts

Each staff member on Tapestry needs to have their own login details in order to be able to access Tapestry and you will need to create an account for each of them. To do that, you will need to be logged into the browser version of Tapestry (not the app), go to the control panel and click on (1) "Manage Staff" and then "Add Staff Member" (2). 
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This will take you to a form for you to fill in to create your new staff member.

 

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As indicated by (1) you'll be able 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 click on the "Upload" button to actually upload it. There are controls for removing the photo or simple edits such as rotating or cropping it.
As indicated by (2) you’ll then need to select a staff type for the staff member. A number of fields will appear that need completing, depending on the staff account chosen. There are 3 different staff types: Manager, Full staff account and  Staff (PIN only). Details on the different accounts will follow these fields are required for the account: first name and last name for the staff member.
After this, you'll need to enter a first and last name for the account (3).

 

2. Staff Account Types

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.
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, groups, children, or settings. Managers can force staff members to see only the key children that have been assigned to them, and can also dictate whether they are allowed to publish observations, or simply save them.
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.

 

The status you’ve assigned to a staff member can be changed at any time by a manager – they just need to go back to the manage staff section and click on the ‘edit’ button next to the appropriate staff member’s name. 

 

Account Activation

Depending on the account type chosen, there are up to 3 options for activating the account.
If the staff member has a manager’s account or is staff (full account), then there are 3 methods of adding a staff member and activating their account: Email an activation link to the user.
Manually enter a password and make active immediately.
Do not activate yet.

 

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 staff member 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.

When an activation email is sent, the staff member 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 staff member 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.
This option is the method you will need to select, if the staff member is being registered with a fake address.

Do not activate yet – This option will allow you to add staff 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 staff member has therefore formally been added to the account and is in a not activated state. 

Please note that a Staff (PIN only) account cannot be activated by means of the activation email as their account is not registered with an email. Instead you will only be able to: Manually enter a password and make active immediately.
You would be able to add the Staff (PIN only), choosing do not activate yet, but you still need to manually assign the staff account with a PIN at a later date. 

 

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.
 

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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.

 

Once you have selected the activation method, you may then select as (1) indicates whether to allow Tapestry to contact the staff member via email concerning news and updates (this does not apply to pin only accounts) and whether to add key children to the staff member (2).  By clicking on (2) a drop-down menu will appear featuring a list of children from which key children can be selected.

Once you have filled in all the details for the account, you’ll be able to click (3) to save the account.

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If however you do not assign children to the staff member 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 staff. This tutorial here will guide you through this.

 

5. 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 staff 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 completed (i.e. the staff member 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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