EmilyTapestrySupport Posted July 2, 2020 Posted July 2, 2020 In this article I'm going to explain the 5 different child statuses that are on Tapestry, and answer some of the frequently asked questions regarding them. If you need to add children or action any of these status changes you can find out how in the relevant tutorial/s: Adding children individually Adding children in bulk via CSV (spreadsheet) file Activating children that are enrolling Deactivating children Reactivating an inactive/deleted child Enrolling This was designed for when you want to add a new cohort of children at the end of the academic year before your current children have left. You can't use the full functionality of Tapestry with children that are enrolling. You can only: Add them as key children for staff Link them to relatives Add them to groups Fill in their All About Me Add name labels for them Add Memos for them Add Documents for their relatives Use them within the Management System It's only possible to add the same number of enrolling children as you have active child spaces, so if you have an up to 60 child package, you could add up to 60 children as enrolling. Once you make an enrolling child active, it's not possible to change them back to enrolling. Active Only active children contribute to the number of child spaces on your account. A child can be added as active or they can be added as enrolling and then activated at a later point. You can also reactivate an inactive child and you can restore a child that is awaiting deletion within 90 days to become active again. Inactive (All data retained) You can make a child that is active or awaiting deletion inactive on your account. Once you make a child inactive, they will no longer contribute to your number of active children, so it will free up a child space on your account. Inactive children will remain on your account until you reactivate or delete them. There is currently no cap on the number of inactive children you can have on your account, but this might be something we add in the future. Inactive (Partially Deleted) This is the recommended status for children once they have left your school or setting. There is no cap on the number of partially deleted children you can have on your account. Once you choose to partially delete a child they will show as "Inactive - Partially Deletes in x days" for 90 days, during which you can restore them to active to retain all of their data. After the 90 days they will be partially deleted and most of their data, such as photos and videos, will be deleted but some of their data will be retained on the system indefinitely until they're fully deleted. What's kept is as follows: The child's name Their DOB Their booking, registration, invoice and payment data Their accident forms Any reflections they are attached to After they have been partially deleted from your account you can change them to active but this doesn't recover their data that was deleted within the process. This deleted data will remain in our backups for a further 90 days during which we can recover for a charge. Deleted (Fully Deletes in x days) Once you select a child to be fully deleted from your account, they will remain in an awaiting deletion state for 90 days. During this time you can restore them to active or you can make them inactive. At the end of the 90 days they will be deleted from your account. If they are included in any group observations with other children who are still active, these observations will not be deleted. Any reflections for them will also not be deleted, but their name will be changed to 'deleted child' for data protection reasons. After they have been fully deleted from your account they will remain in our backups for a further 90 days during which we can recover their data for a charge. Status How many children can I have with this status? What functions can you do with them? When are they deleted from Tapestry? What status changes can I change them to? Enrolling As many as your subscription size. E.g. up to 40 enrolling children (+ 40 active children) Link them to relatives Assign them to staff as key children Add them to Memos Add them to groups Print name labels for them Complete their About Me Add Documents for their relatives Use them within the Management System View their history Respond to a SAR Only after you manually fully delete them Active Deleted (Fully Deleted in x days) Active As many as your subscription size. E.g. up to 40 active children (+ 40 enrolling children) All functions on Tapestry that you can complete with a child You can only access tracking screens for active children Only after you manually fully delete them Inactive (All data retained) Inactive (Partially Deleted) Deleted (Fully Deleted in x days) Inactive (All data retained) Unlimited Export their learning journal Bulk export media Bulk export accident forms and Care Diary entries Bulk export invoices Export Management System bookings and registrations Merge with other children View their history Respond to SAR Only after you manually fully delete them Active Inactive (Partially Deleted) Deleted (Fully Deleted in x days) Inactive (Partially Deleted) Unlimited Bulk export accident forms Bulk export invoices Export Management System registrations Merge with other children View their history Respond to SAR Some of their data (as detailed above the table) is deleted 90 days after you mark them for partial deletion. The retained data is kept indefinitely and on manually fully delete them. Active (after full partial deletion only their retained data will be made active) Deleted Deleted (Fully Deletes in x days) Unlimited Export their learning journal Bulk export media Bulk export accident forms and Care Diary entries Bulk export invoices Export Management System registrations View their history Respond to SAR All of their data is deleted 90 days after you mark them for full deletion. Enrolling (only if deleted from Enrolling status) Active Inactive (All data retained) Inactive (Partially Deleted) FAQ's Should I deactivate, partially delete, or fully delete a child? If you know a child will return to your setting, we would recommend making them inactive as then you can simply reactivate them when they return. If they are definitely leaving your setting we would not recommend inactivation as retaining all of their data may be in contradiction with your GDPR policies, and, whilst we don't currently have this in place, we may put a limit on the number of inactive children you can have on your account. If you know that children are definitely leaving your setting, we would suggest you delete them. Partial deletion is our recommendation as this will retain certain information that you may require at a later stage (such as accident forms). When you no longer need to keep any of their data you can fully delete them. Remember, if you delete a child from Tapestry, you still have 90 days in which you can restore them or download their journal again if there are any issues. What do I do if I've run out of space and I need to receive more children via a transfer? When you transfer children between Tapestry accounts, they will arrive in the receiving setting as enrolling, meaning they will not contribute to your number of active child spaces. You won't be able to make them active and use the full functionality of Tapestry with them though until you have enough free spaces on your account. If the children currently on your account are leaving, you can export their journals and delete them, this will then create extra spaces for you to make the enrolling children active. If you want to keep all or some of the current children active and will be over your package limit, you will need to upgrade to a larger size. For help with this, you can email us at customer.service@eyfs.info. I have several accounts, can I move spaces from one into another? Package sizes for Tapestry accounts are set and are not customisable, so it's not possible to share spaces between separate accounts. How long should I keep a child inactive for? If you know the child will be returning to your setting, you can leave them as inactive until they do return, otherwise we would recommend deleting (partial or full) the child as keeping them on your account may not be in line with your GDPR policies. If you have any concerns about deleting children, do remember that you have 90 days in which you can restore them or download their journal again. Can I reuse active spaces if a child leaves part way through the year? Yes! If a child leaves your setting during the year, you can make them inactive or you can delete them. Doing either will free up a child space on your account. Can I restore children who are completely gone from my account? After the 90 day awaiting deletion period when the child is fully deleted from your account, they will remain in our back ups for a further 90 days. During this time, they can be restored but we do charge for this as it involves one of our developers going into our backups which can be tricky and complicated work. Can I export PDF journals and media ZIP files for inactive and awaiting deletion children? Yes! It is still possible to export PDF learning journals and ZIP files of photos and videos for children that are awaiting deletion and inactive on your account and the process is exactly the same as doing this for active children. Can parents still access their account if their child is awaiting deletion or made inactive? As long as the parent is still active, they will still be able to access their account if their child is deleted or made inactive. But they will not be able to see any of their child's observations once they have logged in though. If you have exported a child's learning journal and/or media ZIP file, the parent will still be to download these.
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