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Rebecca_H

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About Rebecca_H

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  1. EYLF

    Hi Ioana, The EYLF (Early Years Learning Framework) is one of the frameworks used in Early Years in Australia. This framework is designed for children from birth to the age of 5 years. Best wishes, Rebecca H
  2. Hi Tina, Thank you for informing us! I have asked our developer to take a look for you and he has now given it a good prod in the right direction. I can now confirm that you have access to the new KS analysis on the tracking menu. I am sorry for the initial error and I do hope it didn't cause too much of an inconvenience for you. Best wishes, Rebecca H
  3. User Status, Account Activation and Resubscription FAQs On Tapestry there are a number of different statuses into which an account may be and which status they have reflects their level of account activation, deletion and of course their access to Tapestry. Users may be Not Activated: The user has been added to Tapestry, but no further action taken to activation. They therefore cannot login or activate their account. Activating: The user has been sent an activation email and can activate their account (i.e. set a password and PIN), until they have completed activation, they cannot login or reset their password. Active: The user therefore has a password and PIN set and can login and reset their password. Inactive: The user therefore has a password and PIN set, but cannot login or reset their password. Awaiting Deletion: The user is unable to login or reset their password and is awaiting deletion Being Deleted: The user is unable to login or reset their password and is being deleted from Tapestry For further clarification on these statuses, you may click the status in question on Tapestry and a pop-up will appear informing you what the user can or cannot do. You may have added relative or staff to Tapestry individually or by CSV file, or you may have received relatives after a child transfer and are wondering how you may deal with certain issues of dealing with accounts and their activation which are not covered in the tutorials. Additionally you may also find that you have a user who has unsubscribed and the circumstances are not reported in the main tutorial on this process. The rest of this tutorial will hopefully shed some light on some common queries you may have about some of the activation processes on Tapestry. The screenshots mainly refer to relatives, but the actions are still applicable for staff and you would just to need to go to the control panel - manage staff section instead to carry out the necessary actions. In this tutorial you'll find guidance on the following questions 1. How do I cancel activation if an activation email has been sent? 2. How do I resend an activation email or send an activation email for the first time? 3. What happens if an activation link expires? 4. How do I activate an unsubscribed user? 5. How do I resubscribe a duplicate account? 6. Receiving the message 'Email is already in use' 7. I have added an account as not activated and it appears to be a duplicate account? 1. How do I cancel activation if an activation email has been sent or link generated? Cancelling activation will disable the link contained within the email and the user will not be able to use the link to set a password and PIN in order to access Tapestry. This means the user who was previously activating will become not activated. If you do cancel activation and need to send a new activation them, then you'll be able to see how to do this in question 2. How to cancel the activation email for an individual You are able to cancel the activation if you made a mistake by activating the relative too early or if the email is incorrect. In order to do this you will need to locate the relative in the manage relative list and click on the cog next to their name (1) to select 'Cancel Activation' (2). A pop-up will then appear informing you of the effect of the cancellation (1), if you are happy to proceed with cancelling the activation, you'll then need to confirm this by clicking on (2). How do I cancel activation emails in bulk? You are also able to cancel activation in bulk by ticking the boxes next to the relatives in question (1) and selecting 'Cancel Activation' (2). You'll then need to click on 'Go' (3). You will then be taken to the following page which will require confirmation of the cancellation of the activation. You can click on the drop-down menu in (1) to select either 'Cancel Activation' or Do Nothing'. You'll then need to click on (2) to confirm the action. Once the account activation issue has been resolved, if the user encounters any issues with logging in, then you may also refer to these troubleshooting tutorials for relatives unable to login and for staff unable to login. 2. How do I resend an activation email or send an activation email for the first time? Please Note: If you are resending an activation email when the user is already activating, then the subsequent activation email will invalidate the former activation email. Only the most recent activation email sent will contain a valid link for activation and the user will need to access this link in order to complete their activation. Individual user You are able to resend the activation email if the relative did not receive their initial one. To do this you will need to locate the relative in the manage relative list, click on the cog next to their name (1) and select 'Retry Activation' (2). You'll then be taken to the following page which offers a couple of options for activation. If you wish to send an activation email, click on (1) If you wish to generate an activation link and pass this onto the user, click on (2) In the two above cases, the user will be activating as they are awaiting to set their password and PIN for the account. Or you may activate the user straight away by filling in a password and PIN for them as in (3), they will then become active. If you choose this last option, you will need to inform the user of their login details. In Bulk If you need to send activation emails again to relatives in bulk, then you may do so by ticking the box next to the relatives in questions (1) and selecting from the menu 'Activate/Retry Activation' (2), after which you'll need to click 'Go' (3). You will then be taken to the following page which requires confirmation of resending activation emails to the selected relatives. (1) indicates that some accounts are already in an activating state and therefore if you send another activation email, the link contained in the previous email will become invalid. (2) indicates which accounts are in an activating state. (3) is a drop-down menu which allows you to change the action of resending the activation email to 'Do Nothing' individually. (4) if you'd rather not send an activation email to all users, then you can click on the button 'Back to Manage Relatives' (5) if you are happy with sending the activation email, then you can click on 'Send Activation Email' to confirm the act. The users will either remain activating if they were initially activating or move from not activated to activating if this is the first time they have been sent an activation email. 3. What happens if an activation link expires? If an activation link expires, you will be informed of this by notification (either internal or by email depending on your preferences). The user, who was previously activating, will then become not activated. You're able to resend the activation link as question 2 above in this FAQ tutorial. 4. How do I activate an unsubscribed user? You are not able to send or generate an activation link for a user who is unsubscribed, instead you will need to send a resubscribe email which will act in place of sending an activation link. When the user uses the resubscribe email to resubscribe to Tapestry this will activate their account and they will be able to login. This tutorial here shows you how you may send a resubscribe email. If however the user has an account at another setting and they send the resubscribe email and the user uses this to resubscribe, you will then be able to send an activation email because the user has resubscribed back to Tapestry. 5. How do I resubscribe a duplicate account? You firstly need to deal with the duplicate account issue as before you can resubscribe the user. Once you have fixed the duplicate account issue, you'll then be able to deal with the unsubscribed user and send a resubscribe email. (1) In order to fix the duplicate account, you will need to refer to this tutorial here. (2) This tutorial will guide you through sending the resubscribe. 6. Receiving the message 'Email is already in use' If you receive this message, as depicted in the following screenshot, whilst attempting to add a user to Tapestry - this indicates that there is an account on your Tapestry which is registered with the same email and is either activating, active, inactive. In order to locate the account registered with the email address, you can go to the control panel - manage relatives/staff. Once you have reset your page filters on this page (1), you can then enter the email address (2). You will then be presented with the account already registered with this email. If it does not feature there and you are looking at the manage relative section, it may be that the email is registered for a staff account instead and so you can perform the same task in the manage staff section of the control panel. Upon identifying the account and if the account type is the same as the account you are registering the person for (i.e. the email is registered for a relative account and you are registering a relative), you can ensure the email is correct and check whether the registered account should be used instead of adding a new one. A user cannot be registered with the same email for a staff and relative account and so if they need to be set up as both a new email will need to be used. 7. I have added an account as not activated and it appears to be a duplicate account? You will not be able to start the activation process for the not activated account (i.e. sending or generating an activation link) or make the account active by assigning a password and PIN yourself whilst there is duplication. In this case, you'll be able to refer to this tutorial here on how you may fix the duplicate accounts. If the account you decide to keep is the new not activated account, then once you have dealt with the duplication issue, you will then be able to retry activation. Question 2 in this tutorial will guide you through this. If you have any further queries regarding any of the issues above or would like to know more, please do not hesitate in getting in contact with us at customer.service@eyfs.info I hope this tutorial has resolved some issues which may have arisen for you! Best wishes, Rebecca H
  4. Hi Sarah, Thank you for your message and I'll contact you via PM. Best wishes, Rebecca H
  5. 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. 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. 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. 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'. 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 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. 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. 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. 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. 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
  6. Fixing Duplicate Accounts

    Fixing Duplicate Accounts Sometimes when you're adding users to Tapestry or receiving children transfers and the relatives are included in the transfer, you may end up with users who have 2 or more accounts on Tapestry which are registered with the same email; this causes what we call 'Duplicate Accounts'. Duplicate Accounts may affect both staff and relatives, although the following tutorial principally refers to fixing duplicate relative accounts, the same process is applied to duplicate staff accounts. If you would like to fix duplicate staff accounts, then you will just need to make sure you go to the control panel and manage staff section first. Furthermore, if the duplicate staff accounts are of different hierarchies (i.e. Manager and Full Staff Account), whichever account becomes the main account will maintain its status of either Manager or Full Staff Account. This tutorial will guide you through the process of dealing with a duplicate user (i.e. a relative or staff member) via the Fix Duplication tool and is divided up accordingly in these sections 1. Brief explanation of Duplicate Accounts 2. Brief explanation of how to fix Duplicate Accounts 3. Accessing the Fix Duplication Screen 4. The Fix Duplication Screen - Explained 5. Further Information for Fixing Duplication: Duplicate Accounts caused by CSV (spreadsheet) file Duplicate Accounts caused by Transfer and Received Relatives If you have arrived here from the 'CSV import' tutorial or 'the manage received relatives' tutorial then the below process is applicable, but there may be a couple of differences which will be noted. You don’t necessarily need to read through part 3 of this tutorial, but it may be good to know nonetheless! 1. Brief Explanation of Duplicate Accounts Tapestry allows duplicate accounts to exist, as long as one of the accounts has the status of Not Activated or Awaiting Deletion. Otherwise no duplicates are allowed within a setting. If you are adding a user to your Tapestry account, in order to be able to activate this account, there must not be another activated account with the same email address. 2. Brief explanation of how to fix Duplicate Accounts Duplication can be fixed by merging or deleting accounts. Merging takes all the items (observations etc.) attached to one account and transfers them to another, then deletes the empty account. Deleting just deletes the account without transferring the attached items. You should only merge accounts if you’re sure they belong to the same person. You are able to perform the actions of fixing duplicate staff accounts and fixing duplicate relative accounts, however the former may not occur as frequently as compared to relatives. In both cases you should only merge accounts if you’re sure they belong to the same person, and you will only be able to merge them if they are the same type of account i.e. both staff accounts or both relative accounts. If the same email has been registered for both a relative and a staff account, you will have to either delete one of them entirely or change the email address for one of them. For example, you would not fix the duplicate accounts by merging the two accounts registered with the email head@fiddlesticks.sch.uk because although they may be the same email, the head may refer to different people and different heads of the school at any point. 3. Accessing the Fix Duplication Screen In order to fix the duplicated accounts you will need to go to the control panel – manage relatives (1) and find one of the accounts which is a duplicate as indicated by (2), you'll then need to click on the cog (3) to select 'Fix Duplication' (4). 4.The Fix Duplication Screen - Explained The following page then informs you of the accounts which are duplicates and what actions are available to you in order to fix the duplication. The aim of this process is to be left with just one account per user. You can leave the page at any point though and start again later. Section 1 provides an explanation of what duplicate accounts mean. Section 2 indicates which account is to be kept. Section 3 informs you which accounts are to be merged into the account in section 2. Section 4 highlights which account is to be deleted, without a merge taking place into the account in section 2. The following screenshots highlights the sections above. You may also see a fifth section (not shown in the screenshot above), this section provides an opportunity to do nothing if There are 3 accounts or more which feature as duplicates If one of the accounts featuring is the one you are currently logged into If there are two accounts, one as a relative and another as a staff member These situations would hopefully not happen much and would be rare for you to encounter! If you have arrived here from the 'CSV import' tutorial or 'the manage received relatives from transfer' tutorial, then you’ll be informed which accounts had already been present on Tapestry (1) and (3) and which have come from CSV (2) and transfer (3) as the following screenshot depicts. Next to each of the accounts there are two buttons; one is for changing the email address of this account (1) and the other is for changing the action performed on the account (2). The actions which can be performed are Keep, Merge and Delete or Do Nothing if any of the criteria above are met. Changing the email address: If you change the email address, that particular user will no longer be a duplicate (of the current relative duplication situation) because you have changed the email. (1) This is where you'll enter the new email, once you have done this, you'll then be able to click 'Submit' (2). Referring back to The Overview Screenshot for fixing the duplicate relatives Section 2: The account in section 2 ‘Keep this account’ means this is the account which will be kept and into which the user will login. Whichever status this account has, will be kept throughout the merge, so if they are active, they will still be active after fixing the duplication. In the above example the user would not enter the list for user accounts to activate because the kept account is already active. Section 3: The account in section 3 will be merged into the account of section 2 and items attached to the account in section 3 will be transferred to the account in section 2. After the fix has been completed, the account in section 3 will then be set for deletion and go into ‘Awaiting Deletion’. When an account is merged into another account, certain items are transferred and certain event history are not. The following items are transferred and are either applicable to both relatives and staff or to relatives Only or staff only Authorship of Observations (Relatives and Staff) Authorship of Comments (Relatives and Staff) Authorship of Likes (Relatives and Staff) Authorship of Reports (Staff) Authorship of attachments in a Report if an attachment has been uploaded (Relatives and Staff) Authorship of Manual Overrides (Staff) Associated Key Children (Staff) Associated Children and Relationships (Relatives) The following set of features are not transferred when merging accounts Specific User Permissions If users have specific permissions set for their account, these will not be transferred over and the kept user’s permissions will remain unchanged. If you would like to change these on an individual basis for the user (relative or staff), then you may refer to this tutorial setting relative permissions and this tutorial for setting staff permissions. History and Event Log The actions carried out by the account which is to be merged into another account will not be transferred over to the kept account, the agent of these events will remain the initial user and agency is not transferred. If you are merging two Staff Accounts together and they are of different hierarchy; one is a Manager's Account whilst the other is a Full Staff Account, whichever account is kept, will retain its Staff Account Type. For example, if you are merging a Manager's Account into a Full Staff Account, the account kept will be that of a Full Staff Account. If you have arrived here due to importing users by CSV or having received relatives during a transfer, which account is kept has implications for the user’s activation on your Tapestry. Further details will be provided in part 5. Further Information for Fixing Duplication of this tutorial Section 4: If you were to delete the account in section 4, this means the account will simply be deleted without any attached items being transferred to the account in section 2. Not depicted in the screenshot above is section 5, however if this section does feature (due to the criteria being met for this section as noted previously) when you are fixing a duplication, this section indicates no actions (i.e. Merge, Delete, Keep) will be carried out on this account. The following screenshot displays section 5 in junction with the sections for keeping, merging and deleting. In order to change which accounts feature in which section for the appropriate action, you'll need to click on 'Change Action' (1) and a drop-down menu will then appear with your options for moving the account to the appropriate section (2). If you do happen to have section 5 appear, then there will be an extra option in the menu for 'Do Nothing'. In the following Fix Duplication example, I have decided to keep the account which is active as indicated by (1) and I have decided to delete the account which is Not Activated as indicated by (2). I decided to delete this account and not merge it, because it has no attached items to merge with. Once you are satisfied with which account is to be kept and the actions to be carried out onto the other accounts (i.e. Merge or Delete), you may click on ‘Take Actions’ (3). The accounts which are not kept will enter Awaiting Deletion and there will then be one single account for the relative. If you do carry out the Fix Duplication, you will then be informed that the accounts are no longer duplicates. However if you do come to this page and decide to the fix the duplicate at a later date, you're able to click on 'Back to Manage Relatives' at the bottom of the page, or at the top in section 1. 5. Further Information for Fixing Duplication: Duplicate Accounts caused by CSV (spreadsheet) file If you are importing relatives or staff by CSV file to Tapestry, you may be informed in step 4 that some accounts are duplicates. Having conducted the fix duplicate contained in the main body of text above, if you decide to keep the existing account and either delete or merge the account which has come from the CSV file, the kept account will keep its original status. If the kept account is already active, it will remain active, therefore the account will not enter the list of relatives or staff to activate in step 4 of the CSV import page. The user will be able to continue to log into this account with the same password and PIN as they had been using. If you decide to keep the account which has come from the CSV file, then this account is currently Not Activated and will require activation so that the user can login. This account will enter the list for activation in step 4 of the CSV import which is displayed in the screenshot below - (1) refers to Granny Smith whose duplication has now been fixed and the account kept is the account from the CSV file, joining any relatives in (2) who require activation. You'll now be able to refer back to the tutorial on importing Staff or on importing Relatives by CSV file in order to carry out the activation process for their accounts. Duplicate Accounts, caused by Transfer and Received Relatives Sometimes you may receive relatives as part of a child transfer who already have accounts with you, perhaps the children have older siblings who have also attended your setting. Having conducted the fix duplicate contained in the main body of text above if you decide to keep the existing account and either delete or merge the relative's account from the transfer, the kept account will keep its original status. If the kept account is already active it will remain active, therefore the account will not enter the list of relatives to activate in the 'Manage Received Relatives' page after the transfer. The user will be able to continue to log into this account with the same password and PIN as they had been using. If you decide to keep the account which has arisen from the transfer, then this account is currently Not Activated and will require activation so that the user can login. This account will enter the list for activation on the 'Manage Received Relatives' page which is displayed in the screenshot below, - (1) refers to Granny Smith whose duplication has now been fixed and the account kept from the Fix Duplication page is the account from the transfer, joining the other relatives in (2) who require activation. You'll now be able to refer back to the tutorial on how to manage your received relatives in order to carry out the activation process for their accounts. I hope you find this tutorial useful for fixing your duplicate accounts when they arise! Best wishes, Rebecca H
  7. Adding Staff via CSV file It's possible to add staff in bulk by means of importing a CSV file (excel spreadsheet) into Tapestry. This allows for a quick and easy way for staff to be added in bulk so you have more time for spending with your children and pupils! If instead you'd prefer to add staff 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 staff who are unsubscribed. The tutorial is divided up as follows - 1. Importing Staff members by CSV 2. The Manage Imported Staff Screen - Explained 3. Fixing Duplicate Accounts 4. Resubscribing a Staff Member 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 staff members. 1. Importing Staff members by CSV You will firstly need to go to the control panel – manage staff (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). This will then take you to the following page and the first step of importing the staff. Step 1 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'. Step 2 In Step 2 you will be greeted with this page which requires you to match up the staff account types as present in your CSV file and as on Tapestry. (1) indicates the staff account type and in order to change the Tapestry value please click on the drop-down menu as indicated by (2) and then click on (3) to go to the 'Next Step'. Step 3 This step requires you to select the users you wish to import. You can either tick the box to select all users (1) or select specific users (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 details to be imported into Tapestry. You’ll then need to click on ‘Import Selected (4)’. 2. The Manage Imported Staff Screen - Explained Step 4 This page is designed to help you add the staff accounts to Tapestry so that they may login with ease. As part of step 4, you will see the staff you had selected for import in step 3 and whether any of the staff are either of the following - (1) A Duplicate Account: A duplicate account may be created if a staff is already registered on your Tapestry account with the same email as used in the CSV file. (2) Unsubscribed: If a staff member 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 staff you are importing, the Duplicate Staff in section 1 and Unsubscribed Staff 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 staff who have either duplicate accounts or are unsubscribed, then you are able to perform these tasks in any order. (3) Activation: Informs you which staff 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 staff section later. 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 staff section of the control panel. 3. Fixing Duplicate Accounts 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 staff or go straight to the activation stage. If Tapestry informs you that you have duplicate accounts for staff (i.e. staff who are registered with the same email) on Tapestry, you will need to click on 'Fix This' to fix the duplication. 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 staff members, 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 Staff Member who has arrived unsubscribed Please note: If no staff members are unsubscribed, then you may proceed to the following section. If a staff member has previously unsubscribed from Tapestry, you will be informed of this when importing via CSV. 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 staff a resubscribe email and understand further the unsubscribe event, you will need to click on 'Fix This' . After clicking on ‘fix this’ you will be sent to a page which will explain how the staff member 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, 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. Section 1 refers to how many staff you have for activation and which staff are eligible for activation. Staff who are unsubscribed and require resubscription will not feature here. Staff 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. If PIN only staff accounts feature here, then they will not be sent an activation email and no link will be generated (either from the activation email or the link generated on this page) as they are not registered with an email. Section 2 informs you of the options available for activation. Activate By Email: Activation links will be sent out immediately by Tapestry to the staff. Staff use these to set their own password and PIN. They have 30 days before these links expire. The staff 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 staff member (manager or full staff account) needs to follow to activate their account. You will need to give them to staff in whichever way you like. These links only last 30 days after which point they will expire. The staff will appear as activating on your Tapestry and 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 staff by us - you will need to either write them down, download them or print them off and personally give them to staff. This will make the staff active. This is the option you will need to choose if you are adding PIN only accounts to Tapestry. 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. If you select the option of Activate by Email, you'll be able to see how many staff are activating and which staff this refers to. The staff will now be in the status of activating. If you select the option of Generate Activation Links, the page will then refresh and (1) informs you that your PIN only staff accounts require activation by means of Generate Random Passwords and PINs, whilst (2) informs you of the activation links for each staff account (both managers and full staff) You will then be able to 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. If you choose the options of Activate by Email or Generate Activation Links and you have imported staff who will have PIN only accounts, they will not be activated by these means and you will be informed that you will need to activate them by generating random passwords and PINs. If you would like activate Managers and Full Staff Accounts by sending an activation email or generating an activation link, you will need to select one of these options first, before generating random passwords and PINs for PIN only staff accounts. If you select the option of Generate Random Passwords and PINs, the page will then refresh and you will then be able to view the random passwords and PINs as indicated by (1). The staff members indicated by (2) are PIN only accounts and so only PINs have been generated. You will then be able to 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. 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 staff, you will need to carry out these actions separately via the manage staff section of the control panel. Once you have finished the processes above, the staff members 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 members of staff now, then they will remain as not activated. Now that you have imported the staff, you may like to assign children to staff members as this tutorial shows. You may also like to consider setting the staff members permissions via this tutorial. Happy importing staff members! Best wishes, Rebecca H Go back to Main Tutorials Page
  8. 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). 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'. 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). 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. 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. 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' . 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. 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. 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. 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. 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. 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
  9. 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). This will take you to a form for you to fill in to create your new staff member. 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. 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. 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. Go back to Main Tutorials Page
  10. Dealing with the Unsubscribe and Resubscribe Process In this tutorial we're going to deal with the issue of users unsubscribing from Tapestry. An unsubscribe means that access to Tapestry for the email registered for an account (or accounts if that email is registered for multiple Tapestry accounts) is frozen until due diligence is paid by the managers on Tapestry, ensuring the email is the correct email and that the person who is registered for an account on Tapestry is aware of what Tapestry is. After this, managers may then send a resubscribe email which will allow the user to resubscribe back to Tapestry. Sometimes users who have had a Tapestry account at your setting may appear as unsubscribed. This may be because they have unsubscribed from a notification sent by your setting's Tapestry or from another setting's Tapestry they are also registered with. In either case this means that the email is currently unsubscribed and access to the user's account(s) frozen. However sometimes you may also be adding users to your Tapestry account and they appear straightaway as unsubscribed.This tutorial will explain how you can help a relative or staff member resubscribe to Tapestry, regardless of how they became ‘unsubscribed’. For ease of reference, the tutorial is divided up into the following sections to help you through understanding the unsubscribe and resubscribe process on Tapestry. 1. Why does an unsubscribe occur and how? 2. What effects does the unsubscribe have on the user? - quick reference 3. How does an unsubscribed user appear on Tapestry? 4. Resubscribing a user 5. How do I cancel a resubscribe email? 6. More detailed explanation on the changes to a user's status when they unsubscribe and resubscribe. 7. What happens if another setting sends a resubscribe email from their Tapestry account? This means you'll be able to jump to the section you may require assistance with. 1. Why does an unsubscribe occur and how? Sometimes emails registered for accounts on Tapestry may be entered incorrectly and notifications which are sent out by Tapestry may be sent to the incorrect person and email. The person receiving the notification may therefore use the unsubscribe link in order to unsubscribe from Tapestry and not receive any further communication from Tapestry. However sometimes people may mistakenly unsubscribe from a Tapestry notification because they didn’t recognise it. In both cases we have a legal obligation and a duty of care to then prevent access to the Tapestry account registered with that email. Users are able to unsubscribe by using the unsubscribe link found at the bottom of every email notification. They will then be taken to the following page containing the sections of (1) Do you recognise Tapestry? And how they may login to change their notification preferences (2) What the effect the unsubscribe will have on this account and any other account the email is registered for on Tapestry. In order to unsubscribe, the user may then click on the 'Unsubscribe' button in red. 2. What effects does the unsubscribe have on the user? - quick reference There are couple of important points to make concerning the unsubscribe: The first thing to note is that any user registered with an email on Tapestry can unsubscribe. This means both relatives and staff can unsubscribe. When users unsubscribe, the account(s) registered with the email will be ‘unsubscribed’ and the user will not be able to login, reset their password (through a password reset link) or activate their account (if they have been sent an activation email). When a user unsubscribes, if the user is registered for multiple Tapestry accounts with the same email and they unsubscribe from an activation email or notification from one particular Tapestry account, they are in fact unsubscribing from all Tapestry accounts set up with their email and not from just the Tapestry account which had sent the notification or activation email which was used to unsubscribe. When an unsubscribe occurs, managers on the Tapestry accounts affected (i.e. all Tapestry accounts from which the email is now unsubscribed) will be notified of when users unsubscribe and resubscribe. Please note that managers will be able to set their notification preference for this by going to edit preferences – notifications and amending how they are notified of this. As a result of the unsubscribe event, the user will then appear with an ‘unsubscribed’ label in red next to their account. Lastly, the unsubscribe may influence the user's status and this may change depending on their original status (e.g. activating and active). This is discussed in more depth later on in this section: Status change of unsubscribing and resubscribing. Please note: For the purpose of this tutorial, screenshots are of relatives' accounts, but this can also be applied to staff. To do this for staff, you would instead need to access the Manage Staff section of the Control Panel instead. 3. How does an unsubscribed user appear on Tapestry? The below screenshot indicates how a user, in this case a relative, may appear in your relative list if the relative has unsubscribed. A red label will appear informing you that they are unsubscribed. . By clicking on this label, a pop-up will be displayed providing a short account of the unsubscribe. By clicking on 'More Information' you will then be taken to a page more thoroughly describing the unsubscribe event and what you will need to do in order to resubscribe the user; information on this is provided below. 4. Resubscribing a user How do I resubscribe a user? To resubscribe a user so that they can once more log into Tapestry or to allow access to Tapestry to the correct person, you can gain access by locating the appropriate relative (1) and you may click on the cog to select ‘Resubscribe’ (2), as well as by clicking on 'More Information in the above screenshot. After clicking on 'Resubscribe' above, you will then be taken to the following page which is divided up into subsections providing information on the unsubscribe and resubscribe. Section 1 notes which user and email is unsubscribed. Section 2 explains the meaning of unsubscribing and why one may unsubscribe. Section 3 refers to the history of the unsubscribe and how they unsubscribed. It will detail if a user unsubscribed from a notification sent by your Tapestry or by another setting’s Tapestry. If there is no history, then you may contact us for more information. Also within section 3, you will also be informed if a resubscribe email has been sent and if the user has resubscribed. This applies for both your Tapestry and any other Tapestry accounts registered with that email. Section 4 refers to the act of resubscribing the user. In the following screenshot you'll see which email the relative has been registered with (1). In (2) you are advised how you may resubscribe the user by either sending the resubscribe email to the email as in (1), or you may change the email to another by ticking the box 'Change Email Address'. The clause in (3) requires ticking before you are able to send a resubscribe email, this is irrespective of if the email is changed or not (4). If you wish to change the email, as the email initially registered was incorrect, two fields will then appear for you to enter the correct email, after which you'll need to tick (3) and then click on (4). By changing the email address here, you are effectively changing the registered email for the account and so this email will become the registered account email. If however, you would like to send a resubscribe email to the registered email, without changing the email, then you will just need to tick (3) and click on (4). It is really important to take note of (3) in the previous screenshot as this acts as confirming your understanding of the consequence of the resubscribe email and allowing the user the opportunity to gain access to Tapestry. A resubscription email will then be sent to the appropriate address (i.e. newly changed email address or the original email address). This can only be sent once a day. The resubscribe email provides the user with access to a link which will enable them to reset their password and pin for the account. The resubscribe link is only valid for 24 hours so it is best to inform the user that a resubscribe email is being sent and that they should check their spam folder for it too. Once the user has resubscribed, the user will gain access to their Tapestry account from which the resubscription was sent. Managers on all Tapestry accounts affected by the unsubscribe will then be informed that the user has resubscribed. Our advice for resubscribing a user to Tapestry. We offer the following advice on how to you can manage a user who appears as unsubscribed. You should talk to the user, informing them about what has happened. Please ask them to confirm their email address to make sure that you have used the correct email. If they have been registered under the wrong email address, you will be able to amend the email in the form on this page and the registered email for the account will be changed to that one. A resubscribe email will then be sent to that address which will enable the user to activate their account If they had previously unsubscribed and this was a mistake, you can send a resubscribe email to the same email as registered for their account. Once they have used the resubscribe link, they will then have access to their Tapestry account with you. If it is the correct address, but if they wish to not resubscribe, then you can leave their account as unsubscribed or delete them. How does a user resubscribe? A resubscribe email contains a link which the user can click on to resubscribe and regain access to their Tapestry account. Clicking on the link will send the user to a page which will allow them to resubscribe. (1) informs the user at which setting has sent the resubscribe email and which setting's account will be unfrozen.. (2) informs the user of the criteria and advice for the password and PIN, (3) provides the user with the fields to enter the password and PIN. (4) After entering a password and PIN, they'd then need to click on 'Submit' Doing this will then allow them to gain access to the Tapestry account they are resubscribing to. 5. How do I cancel a resubscribe email? If you decide that you do not want to send a resubscribe email or one was sent by mistake, you are able to cancel the resubscribe and stop the user resubscribing. However how you cancel the resubscription depends on which state the user is in. If the user is active, then to cancel the resubscription email you can make them inactive. Making them inactive will not allow the user to use the link in the resubscribe email. To make the user inactive, please refer to this tutorial here for making relatives inactive and this tutorial here for making staff inactive. If the user is activating, then to cancel the resubscription email you will need to cancel their activation. They will then become not activated. To cancel their activation please refer to number 1 in this tutorial here. It refers to cancelling activation, but this is how you need to cancel a resubscribe email for an activating user. 6. More detailed explanation on the changes to a user's status when they unsubscribe and resubscribe When a user unsubscribes or resubscribes the status of their account may change. The status into which their account goes depends on their initial status (e.g. active, activating). Influence of the unsubscribe on account status The following table indicates the status change when a user unsubscribes from Tapestry. Please note that the status changes in this table do affect all the user's accounts registered with that email and the accounts registered with that email may be in various statuses. Row 1: The user is not activated and the account will remain not activated during the unsubscribe. Whilst in this state and unsubscribed no activation email can be sent, rather a resubscribe email would need to be sent. Row 2: The user is activating and will become not activated as a result of the unsubscribe. This is because the unsubscription cancels the activation. The same rules regarding activation apply as above. Row 3: The user is active, then the account will become inactive after the unsubscribe. Row 4: The user is inactive, then their account will remain inactive after the unsubscribe. If a user is awaiting deletion or being deleted, their accounts will remain in those statuses but they will be unsubscribed and feature an unsubscribed label. Due to the nature of these statuses, you will not be able to send a resubscribe email. If you delete the user and restore them, they may be restored, but they will remain unsubscribed. In both cases, a resubscribe email will need to be sent in order to resubscribe the user so they can login. How does the resubscription influence the user's account status? The following table indicates the status change when a resubscribe email is sent and the user resubscribes to the Tapestry the resubscribe email was sent from. Explanations will follow. Please note this only affects the user's account from which resubscribe email was sent and not any other accounts registered with this email. Row 1: A resubscribe email has been sent when the user is not activated. The account during the resubscription becomes activating. When the user resubscribes, the account will become active and they’ll be able to login. Row 2: A resubscribe email has been sent when the user is inactive. The account during the resubscription will be active (though they will not be able to login yet). In order to login they will need to use the link to resubscribe. Once they have resubscribed their account will be active and they can login. 7. What happens if another setting send a resubscribe email from their Tapestry account? If a resubscribe email has been sent by another setting to the user and the user has resubscribed, the user's status on the other Tapestry accounts will not be affected. This means if the user had previously been active on your account, and as a result of the unsubscribe became inactive, they would remain inactive on your account if they have resubscribed from another setting's resubscription email. In order to allow access to your Tapestry account, you will need to reactivate them. This tutorial will guide you through reactivating a relative, whilst this tutorial will guide you through reactivating a staff member. Similarly, if you have a user who is Not Activated, in order to grant them access to Tapestry, you will need to send an activation email. This tutorial will guide you through sending an activation email. It may also happen that a user who is Inactive, Awaiting Deletion or is Being Deleted on your Tapestry account and appears with an unsubscribed label; the unsubscribe label may disappear from your Tapestry account as this means another Tapestry account has sent the user a resubscribe email and the user has subsequently resubscribed. They however will remain in the above statuses on your account. This essentially means that the status of the user's account only changes at the Tapestry account from which the resubscribe was sent. Therefore Managers at Setting A, who have sent a resubscription email, will not be able change the status of an account and grant access to Setting B's Tapestry account. The user's account in terms of status and accessibility will only change at Setting A's Tapestry. In order for the account to be changed at Setting B's Tapestry account, where they will now be resubscribed, Managers at Setting B will need to make the user's account active or send an activation email if the user is not activated. It is also important to note that whether a user is unsubscribed is up to the user, not the manager. As a result the resubscribe can only be performed by the user (who had previously unsubscribed). They can ignore the resubscribe email if they are sent one and by doing so, they will remain unsubscribed. I hope you find this system efficient for dealing with users who have unsubscribed and how you may resubscribe them back to Tapestry. If you require any further clarification after this tutorial, then please do get in contact with us! Best wishes, Rebecca H
  11. 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". This will take you to a form with a number of options that will allow you to add a new relative. 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. 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. 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. 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.
  12. manually overwriting

    Hi Finleysmaid, You're correct in that a manual override will stay in place even if new assessments are made after the manual override. These new assessments will not be taken into account. What you would need to do now is to reset the manual override by manually overriding it to the score as calculated by Tapestry. To see the score as calculated by Tapestry, you would need to click on the 'show details' button. Once you have done this, new assessments will then be taken into account for the average score. We are intending on changing this though so that new assessments may be included after a manual override has been made. Best wishes, Rebecca H
  13. Deleting Children

    Deleting Children There are three obvious reasons you might want to delete children permanently from your Tapestry account: • At the end of the academic year, when a whole cohort will leave your setting to begin reception or leave reception to begin year 1 etc • A child is leaving to join another setting • You have invented children to experiment with Tapestry and no longer need your fictional friends (if you have added fictional children during your trial) With bullet point 2, it's worth bearing in mind that sometimes children will leave and then return, so consider whether you might want to make them inactive for a while rather than go down the permanent deletion route. If you would prefer to make them inactive, this tutorial here will guide you through this. Making children inactive is a good way to remove the child from visibility in the drop down lists and in the analysis area, while retaining their records and content for possible future reactivation. However, it's not desirable as a long-term solution. This tutorial will guide you through the process of deleting children and is divided up into the following sections. 1. Individual Child Deletion 2. Bulk Child Deletion 3. Explanation of the Process behind the Deletion 4. How to see Children who are Awaiting Deletion 1. Individual Child Deletion To delete an individual child please go to the control panel from which you will need to click Manage Children' (1). Next to the child in question you wish to delete, click on the cog (2) and select (3) the option to delete. A pop-up will then appear, informing you that the child will remain in this state for 90 days, during which point you may restore them (1). You will then need to confirm the deletion and click on (2); if you decide not to delete, then you can click on cancel or the 'x' at the top of the pop-up. 2. Bulk Child Deletion This can also be carried out in bulk. To do this, please go to the manage children section (1) and tick the children you wish to delete (2). You will then need to select the option of delete in the menu (3) and press 'go' (4). It may also be that you'd like to set lots of children for deletion and they are not all on the same page on the manage children section; you will be able to view all children by scrolling to the bottom of the page and clicking on the drop-down menu (1) to select 'All' from this menu (2). This means all children will now be displayed, which may make it quicker to make lots or all children inactive at once You'll then be able to select the specific children from the list by ticking the box next to their names or you may use the 'Select: All' which features at the top of the manage children list in order to select each and every child. You'll then be able to select the option of setting them for deletion. A pop-up will then appear informing you of the deletion and that they will remain in this state for 90 days, during which point you may restore them (1), which children will be set for deletion (2). You will then need to click on (3) to confirm the deletion or click cancel or the 'x' at the top of the pop-up. 3. The Deletion Process Children enter a status of Awaiting Deletion for a period of 90 days during which point you may restore the children to active and regain access to their Learning Journal or to Inactive and archive the children's learning journals for access at a later date. Whilst in the status of Awaiting Deletion the children will no longer take up space on your account as active child and if relatives log into their Tapestry accounts, they will not be able to access the children's learning journals or download a PDF copy of the learning journal if one has been generated. A countdown label will appear next to the child to indicate how much longer they have left in Awaiting Deletion. When the countdown of the 90 days reaches 1 day, you see the label informing you that Deletion will begin imminently. After which point they enter the status of Being Deleted. You will not be able to restore the children at this stage, rather you would need to contact us at customer.service@eyfs.info to see if we are able to restore the Learning Journal for you. If the child has been deleted for longer than a month after the 90 days, we will not be able to restore the child. 4. How to see Children who are Awaiting Deletion When a child has been set for deletion, the child will go into a status called Awaiting Deletion and you'll be able to search for the children who are in this state. In order to do so, you will need to change your page filters for status (1) to Awaiting Deletion (2) and then click on 'Submit' (3). You will then be taken to the following page which lists your children who are awaiting deletion. As indicated by the arrow, you will see a label which informs you of the countdown for children and how long they remain on your account as awaiting deletion before they enter Being Deleted. You are also able to click on the countdown indicator (as indicated by the arrow above) and a pop-up will then appear informing you of when the child will no longer be restorable from and what effects the Awaiting Deletion status has on the child's profile. If you decide later on that you do not want to delete the child or there is a change of circumstances, so long as it's within the 90 day period, you'll be able to restore them. This tutorial here will guide you through restoring the child/ren. Best wishes, Rebecca H
  14. Deactivating Children

    Deactivating Children Sometimes you'll need to set a child as inactive and by doing so, you'll free up a space within Tapestry, but this does mean you will not be able to access the child's learning journal as it has been archived. You are however able to reinstate the child and their data in the future (assuming you have enough free child spaces). The main reason to use this option is if you expect the child to return to the setting at some point in the future, e.g. they are going away with a parent for several months, but you might also want to do it if you wanted an example of a completed journal for a cohort that is leaving. You can also choose to delete children which this tutorial here will guide you through. Please note that deactivating a child will have no effect on their relatives. If you would also like to deactivate a relative, this tutorial here explains this in further depth. Whilst this tutorial here shows you how to delete a relative. This tutorial offers guidance on the following processes, which you may need to do at certain times of the year. 1. Making an Individual Child Inactive 2. Making Children Inactive in Bulk 3. How to view your Inactive Children 1. Making an Individual Child Inactive After going to the control panel, click the 'Manage Children' tab (1) and you'll find yourself with a list of children. To make an individual child inactive you just need to click on the cog button at the end of the row of the child's name (2) and then select 'Make [Child's Name] inactive' (3). Once you have clicked on (3), the page will then refresh and the child will become inactive. 2. Making Children Inactive in Bulk It is also possible to make a group of children inactive on Tapestry. After going to the control panel and 'Manage Children' section (1), please tick the boxes next to the child you wish to make inactive as indicated by (2). When you do this a pop-up box in the bottom right hand corner will appear, from the drop-down menu on there you just need to select 'Make inactive' (3) and press go (4). It may also be that you'd like to make many children inactive and they are not all on the same page on the manage children section; you will be able to view all children by scrolling to the bottom of the page and clicking on the drop-down menu (1) to select 'All' from this menu (2). This means all children will now be displayed, which may make it quicker to make lots or all children inactive at once. You'll then be able to select the specific children from the list by ticking the box next to their names or you may use the 'Select: All' which features at the top of the manage children list in order to select each and every child. You'll then be able to select the option of making them inactive. You will then be taken to a page where you will be asked to confirm your action, by default the drop-down for each child will be set to 'Make inactive'. If that list is correct you can just select the 'Make Children Inactive' button (1). If a child is on that list that you don't want to make inactive you can click on the drop-down list and select 'Do Nothing' (2). To continue then you just need to select the 'Make Children Inactive' button (don't worry this just means submit, if you've selected 'do nothing' then that child won't be made inactive). Once a child or children have been made inactive they will disappear from your list of active children. To reactivate them you just need to follow this tutorial here. 3. How to view your Inactive Children In order to view your inactive children, you will need to change the filters on the Manage Children section of the Control Panel. You will need to change the filter for status (1) and select 'Inactive' (2), pressing 'Submit' (3). A list of inactive children will then be displayed, with a label of 'Inactive' as indicated by the arrow. If you would like further information about what this means, you can click this label and a pop-up will appear If you need to reactivate the child/ren at all, then this tutorial here will guide you through the re-activation process. Best wishes, Rebecca H
  15. Deactivating Staff Members

    Setting a staff member as 'Inactive' will remove their access to your Tapestry account. You are then able to reactivate the staff member in the future and they will be able to login once more. Individual deactivation To make a staff member inactive please go to the control panel and select the manage staff section as indicated by (1). You will then need to click on the cog next to the staff member you wish to deactivate (2) and then select 'make inactive' from the drop down menu (3). You will then be presented with a pop-up. Please click on the button 'Make inactive' to confirm the deactivation or exit if you change your mind. Bulk deactivation You may also deactivate staff members in bulk by going to the control panel and selecting the manage staff members section (1). You will then need to tick the boxes next to the staff members you wish to deactivate and select 'make inactive' from the menu at the bottom of the page (3). You will then be taken to a page where you will need to confirm the deactivation. As indicted by (1) you will have the option of making the individual staff members inactive or do nothing. If do nothing is selected from the drop down menu, then they will remain in their current status. To confirm the action, please click the button 'Make inactive' as indicated by (2). When the staff members have been deactivated they will appear in your list of inactive staff members.
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