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Rebecca_H

Adding Relatives by CSV (spreadsheet) file

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Adding Relatives via CSV file

It is possible to add relatives in bulk by means of importing a CSV file into Tapestry. This allows for a quick and easy way for relatives to be added in bulk, which may mean you have more time to dedicate to your children and pupils!

If instead you'd prefer to add relatives individually to Tapestry, then you may refer to this tutorial here.

This tutorial will guide you through the process of doing so, the options available for activation and issues which may arise during the import such as duplicate accounts and relatives who are unsubscribed.

The tutorial is divided up as follows -
1. Importing Relatives by CSV
2. The Manage Imported Relative Screen - Explained
3. Fixing Duplicate Accounts
4. Resubscribing a Relative who has unsubscribed
5. Account Activation

 

If you would like to know how to create a CSV file (this is a form of spreadsheet), then you may refer to this tutorial on how to create one, including which details will need to be included for the relatives.

 

1. Importing Relatives by CSV

You will firstly need to go to the control panel – manage relatives (1) and scroll to the bottom of the page to select the appropriate file you wish to import (2). Once selected, you’ll then need to click on ‘Upload’ as indicated by (3).

bulk%20csv.png

Step 1

This will then take you to the following page and the first step of importing the relatives.
You will need to ensure that the 'Input Name' in box (1) and the 'Tapestry Name' in box (2) match up. You’ll be able to use the drop-down menu to change the fields accordingly. Once you have done this, you may then click on (3) to go to the 'Next Step'.

import%20titles.png

Step 2 is skipped for relatives so you will move straight onto step 3.

Step 3

Step 3 requires you to select the relatives you wish to import. You can either tick the box to select all relatives (1) or select specific relatives (2). Please note that if you see the phrase ‘Email is already in use’, this indicates that there is already an account on your setting’s Tapestry for that email address; this account will either be Activating, Active or Inactive. (3) indicates the relatives' details which were included in the CSV file and how they will be registered on Tapestry. You’ll then need to click on ‘Import Selected’ (4).

step%203%20%20import.png

2. The Manage Imported Relative Screen - Explained

Step 4

This page is designed to help you add the relatives to your Tapestry account so that they may login with ease.
As part of step 4, you will see the relatives you had selected for import in step 3 and whether these relatives are either of the following -

(1) A Duplicate Account: A duplicate account may be created if a relative is already registered on your Tapestry account with the same email as used in the CSV file.
(2) Unsubscribed: If a relative is unsubscribed it means they have, at some point, received a notification/activation email from Tapestry and have said they do not want to be set up on an account. They will need to be resubscribed and made active before they can login..

Depending on the relatives you are importing, the Duplicate Relatives in section 1 and Unsubscribed Relatives in section 2 may not appear, and so you'll be able to skip these sections and move straight onto the activation part in section 3
If however you do have relatives who have either duplicate accounts or are unsubscribed, then you are able to perform these tasks in any order.

(3) Activation: Informs you which relatives you can activate and how you may do so.

You may click 'Finish' (4) if you have completed the actions on this page or wish to carry the actions out individually via the manage relative section. However if you click 'Finish', you will not be able to return to this screen again and instead will need to carry the actions out individually via the manage relative section of the control panel.

step%204%20import.png

 

3. Fixing Duplicate Accounts

Please note: If you do not have any duplicate accounts on your Tapestry which are registered with the same email address, then you may skip this section and either proceed to the next section on unsubscribed relatives or go straight to the activation stage.

If Tapestry informs you that you have duplicate accounts for relatives (i.e. relatives who are registered with the same email) on Tapestry, you will need to click on 'Fix This' to fix the duplication.

csv%20dup%20fix%20this.png

 

After clicking on 'Fix This', you'll be sent to a page which will guide you through understanding why there are duplicate accounts and how you may deal with this. This shall not be dealt with here, but if you do happen to come across this whilst managing your imported relatives, then you can refer to this tutorial relating to fixing the duplication in general as well as section 5 Further Information for Fixing Duplication: Duplicate Accounts, caused by CSV.

Once you have completed the fix duplication process, you'll be able to return to this tutorial to complete the following tasks.

 

4. Resubscribing a Relative who has unsubscribed

Please note: If no relatives are unsubscribed, then you may proceed to the following section.
If a relative has previously unsubscribed from Tapestry (this may be from another Tapestry account they are registered for), you will be informed of this when importing via a CSV file. In order to add them to your Tapestry so that they can login, you will need to send them a resubscribe email. Once a resubscribe email is sent, you do not need to send them an activation email as the resubscribe email both resubscribes them and activates their account on your setting's Tapestry.

In order to send relatives a resubscribe email and understand further the unsubscribe event, you will need to click on 'Fix This' .

csv%20unsub%20fix%20this.png

 

After clicking on ‘fix this’ you will be sent to a page which will explain how the relative became ‘unsubscribed’ and how you can help them to resubscribe. We won’t look at that here but do take a look at this tutorial for guidance and then come back.

Once you have completed the referred to the tutorial on the unsubscribe and resubscribe process, you'll be able to return back to this tutorial to complete the following tasks.

 

5. Account Activation

This section refers to the methods of activation and an explanation of these options will be presented below.

In the screenshot below section 1 refers to how many relatives you have for activation and which relatives are eligible for activation. Relatives who are unsubscribed and require resubscription will not feature here. Relatives who are duplicates on the account and are involved in the fix duplication may feature here if you perform the fix duplication and keep the incoming account created from the CSV import.

Section 2 informs you of the options available for activation.

Activation%20CSV.png

Activate By Email: activation links will be sent out immediately by Tapestry to the relatives. Relatives use these to set their own password and PIN. They have 30 days before these links expire. The relatives will appear as activating on your Tapestry. Once they have used the activation links, they will become active and able to login.

Generate Activation Links: Tapestry will show you the activation links each relative needs to follow to activate their account. You will need to give them to relatives in whichever way you like. These links only last 30 days, after which they will expire. The relatives will appear as activating on your Tapestry. Once they have used the activation links, they will become active and able to login.

Generate Random Passwords and PINs: Tapestry will randomly generate passwords. These will not be sent out to relatives by us - you will need to either write them down, download them or print them off and personally give them to parents. This will make the relatives active.

When you have selected an option for activation, a pop-up requesting confirmation of your choice will then appear. You can either click 'OK' if you are satisfied, otherwise you can click 'Cancel' or the 'X' at the top of the pop-up to change your option.

confirm%20CSV%20activation%20option.png

If you select the option of Activate by Email, (1) indicates if you have any relatives left for activation, whilst (2) indicates which relatives you have sent an activation email to and that the relatives are in an activating status.

CSV%20send%20activation%20email.png

If you select the option of Generate Activation Links, the page will then refresh and you will then be able to view which relatives' activation links have been generated for and that the relatives are now activating (1). You will also be able to see the activation links for the relatives (2) and then download these logins by (3). Please note that you will not be able to retrieve these details if you leave the page and do not download them.

generate%20links%20-%20copy.png

If you select the option of Generate Random Passwords and PINs, the page will then refresh and you will then be able to view which relatives you have generated random passwords and PINs for. You'll then be informed that the relatives are now active (1). You will then be able to see the generated passwords and PINs (2) and download these logins by (3). Please note that you will not be able to retrieve these login details if you leave the page and do not download them.

generated%20password%20and%20pin%20CSV%2

 

The 'Finish' button

You should only click on 'Finish' on this page, if you are absolutely sure that you have completed the tasks you wish to complete. If you click 'Finish' and you haven't activated their accounts, fixed duplicate accounts or dealt with unsubscribed relatives, you will need to carry out these actions separately via the manage relatives section of the control panel.

 

Once you have finished the processes above, the relatives will appear in the manage relatives list with appropriate status of activating, active and, if as a result of the merge in the fix duplicate section, awaiting deletion’ If you do not deal with activating your relatives now, then they will remain as not activated.

 

Now that your relatives are imported, you may like to attach the children to their relatives as tutorial shows.
You may also like to think about setting user permissions for the relatives too as demonstrated in this tutorial.

Happy importing relatives into Tapestry!
Best wishes, Rebecca H

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