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Rebecca_H

Transfer: Managing Your Received Relatives

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Managing your Received Relatives after a child transfer

This tutorial is the second part of transfer tutorial here (which details the process of initiating and carrying out the transfer). The second part refers to the setting receiving the children and associated relatives and how you may deal with the relatives now on your Tapestry account.

One of the really nice things about being able to transfer children is that you are also able to transfer the relatives too. This means that the relative’s account can be transferred and kept at the new setting’s Tapestry, and the relative can continue to contribute to their child’s learning journal using their existing account.

In this tutorial we will look at -

1. Reaching the Manage Received Relatives Screen
2. The Manage Received Relatives Screen - Explained
3. Fixing Duplicate Accounts as a result of the transfer
4. Resubscribing a Relative who has arrived unsubscribed
5. The Task of Account Activation

1. Reaching the Manage Received Relatives Screen

Now that you have successfully received your children and associated relatives from the transfer. There'll be a couple of tasks for you to perform so that the received relatives can login.

In order to manage your received relatives, you will need to go to the Manage Received Relatives Screen, which can be reached by going to the Control Panel - Transfer Children and locating the transfer in question to click on to view its details.
Or you may also reach this screen by clicking on the internal notification.

To manage your received relatives click on the ‘manage received relatives’ button shown in the screenshot below.

manage%20received%20relatives.png

 

Once you have clicked this, you will be directed to a useful page on Tapestry concerning what you need to do after the transfer has been completed to help your relatives log into Tapestry.

2. The Manage Received Relatives Screen - Explained

This page contains 3 sections of tasks for you to complete and has been designed to help you activate the relatives' accounts on Tapestry so that they can login with ease. The 3 sections are Fix Duplicate Accounts, Unsubscribed Relatives and Activate Relatives.

(1) A Duplicate Account: Sometimes when receiving relatives as part of the transfer, you may end up with a relative who has 2 accounts on Tapestry which are registered with the same email; this causes what we call 'Duplicate Accounts'. As part of this tutorial you will be guided through how you may deal with these Duplicate Accounts.

(2) Unsubscribed: An unsubscribed relative account means that the relative has unsubscribed from Tapestry and their access to Tapestry accounts which are registered with their email has been prevented, until they are resubscribed and made active.

Please Note: Depending on the relatives you have received, 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: When relatives arrive they will have a status of not activated, which means they can’t login to Tapestry. This tutorial will help you activate them though.

manage%20received%20relatives%20overview

 

3. Fixing Duplicate Accounts as a result of the transfer

Please note: If you do not have any duplicates accounts on your Tapestry, 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.

fix%20duplicate%20fix.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 dealing with your received 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 Transfer' which notes a couple of specific things when fixing duplication in relation to transfers.

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

 

4. Resubscribing a Relative who has arrived unsubscribed

Please note: If no relatives are unsubscribed, then you may proceed to 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 you have received the relative. 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'.

unsub%20fix%20this.png

 

After clicking on 'Fix This', you'll be sent to a page which will guide you through understanding why the user is unsubscribed and how you may deal with this. This shall not be dealt with here, but if you do happen to come across this whilst dealing with a received relative, then you can refer to this tutorial relating to dealing with the unsubscribed user and how you may resubscribe the user.

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

5. The Task of Account Activation

This section will explain the different ways you can activate an account.

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 have Duplicate Accounts and are involved in the fix duplication may feature here if you perform the fix duplication and keep the received relative account from the transfer.

Section 2 informs you of the options available for activation.
activate%20transfer.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 then 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 these activation links to the relatives in whichever way you like. The relatives will then 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%20activation%20choice.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.

confirmation%20of%20activating%20relativ

 

If you select the option of Generate Activation Links, the page will then refresh and you will 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 login details if you leave the page and do not download them.
activation%20links.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. The relatives will then become 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. You'll then need to inform the relatives of their login details and once they have these, they'll be able to login and access Tapestry.

activated%20rels%20trans.png

 

Once you have finished the processes above of fixing duplicates, resubscribing relatives and activating relatives, the relatives will appear in the manage relatives list with the appropriate status of ‘activating’, ‘active’ and if as a result of the merge ‘awaiting deletion’. Once the relatives have set their passwords and PINs, they will move from activating to active where they'll be able to log into Tapestry.

 

If you decide not to activate your relatives yet, then they will remain in the status of not activated and they won't be able to login, but you will be able to activate them at a later date when you choose.

 

If you have any queries regarding managing your received relatives, then by all means get in contact with us. I do hope you have found this tutorial useful on how to manage your received relatives.

 

Best wishes, Rebecca H

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