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Beginning a new academic year to-do list


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When you start a new academic year, there are a few things you need to think about when it comes to your Tapestry account. We’ll have a look at those in this tutorial so you can be sure you’re not missing anything!


We’ll go through each of these individually, but in brief, the things we’ll cover are:

1) Making sure only the staff members who are still at your setting have access
2) Transferring out and/or removing any children who have left
3) Transferring in and/or adding any new children joining you
4) Making sure the correct relatives are set up
5) Setting up/amending new groups and key children
6) Checking your period dates work for you
7) Making sure the right frameworks are enabled

You can also use the links above to navigate to a specific part of this tutorial.


1) Making sure only the staff members who are still at your setting have access

This is really important! Ideally, you’ll amend the staff access to your account every time a staff member leaves/joins, but if you haven’t had chance up to now, now’s the time!

What you need to do, is make sure you’re logged into the browser version (rather than the app) and go to your Control Panel (1), then the ‘Manage Staff’ section (2).




From there just take a quick look through the list making sure no one is on there who doesn’t work at your setting anymore and that anyone who has joined you has been added. I’d also really recommend that you have at least two people with manager status – if not and the only manager leaves/is off sick, you won’t be able to change your settings on Tapestry, export PDF copies of the children’s journals, or add new children or staff members. For safeguarding reasons, we at Tapestry can’t add new managers to the account for you so we might not be able to help you!

If you need to remove any staff members you can use the cogs along the line from their name to delete them individually (1). Or to delete more than one at a time, tick the box next to each staff member (2) and then select 'Delete' and 'Go' (3). This tutorial goes through it in more detail if you need some more help!




To add new staff members, you just need to either click on the '+ Add Staff member' button at the top to do them individually (1), or scroll to the bottom to add them by CSV if you would like to do many at once (2). These tutorials go into more detail for adding staff individually and in bulk .







2) Transferring out and/or removing any children who have left

If you have children who will no longer be active on your account (so you won’t be adding to their profiles/making assessments on your Tapestry) you will need to remove them from your account so you have space for more children. Before you do that though you can transfer a copy of their profiles to whichever setting/account they are moving to (as long as it’s to another Tapestry account).

You can do that from the transfer section of the control panel. Just click start a transfer then follow the instructions. Take a look at this transfer tutorial for a detailed explanation if you like though!




The other thing you’ll want to do with the leavers is export copies of the journals (if you didn’t do that at the end of last term). This tutorial explains that.

Once you’re happy that you can remove the profiles though, you can do that by going to the ‘Manage Children’ section (1) and using the cog (2) to delete or deactivate children individually. Or to delete more than one at a time you can use the tick boxes to select more than one child (3) and then select to delete or deactivate them (4).




It’s worth noting that you have 90 days after deleting a child to restore them so there is plenty of time to change your mind/remember something you need to export. This tutorial here will talk you through how to do this if you do need to.



3) Transferring in and/or adding any new children joining you

You may also find that you have new children joining you. Some of those might be transferred in, in which case you will need to speak to the setting where they’re coming from to get a transfer name and key and put those into the boxes within the ‘Transfer’ section of the control panel.




If you have children joining you who don’t already have a profile you can add new children from the ‘Manage Children’ (1) section of the Control Panel. To add them one at a time, click on the ‘+ Add Children' button (2). Or to add them in bulk from a CSV (excel) file, go to the bottom of the page to add the file and upload it there. You can use the 'Import CSV' button (3) next to the '+ Add Child' button at the top of the page as a shortcut to go to where you need to upload the CSV file from.




I've linked below the tutorials which will talk you through in full how to add children individually or in bulk:

If you want to add the new children before you have removed the current children, you can add them as enrolling, rather than active. Enrolling children  do not contribute to the number of active children in your package and you can't use the full functionality of Tapestry with them. The following actions can be completed with enrolling children:

Please note that you can only add the same number of enrolling children that you have active child spaces, so if you have our up to 60 child package, you could add up to 60 enrolling children. 

If you do add children as enrolling, this tutorial will talk you through how to activate them at a later point. Once you make an enrolling child active, it's not possible to change them back to enrolling. 



4) Making sure the correct relatives are set up

Relatives aren’t automatically deleted when you delete their children so if there are any who don’t have another child at your setting it might be worth deleting them now, just to tidy up your list of active relatives. If you need to re-add them to your account at a later point you will be able to!

To do that just go to the ‘Manage Relatives’ (1) section of the Control Panel and either use the cog to delete a relative individually (2), or use the tick boxes next to their names (3) to delete or deactivate more than one at a time (4).




Relatives of children who are transferred into your account may come as part of that transfer, but they won’t be active straight away, which means they won’t be able to login. You can activate them as part of the transfer process though. If you click on the ‘Manage Received Relatives’ button when you’re looking at the transfer in the ‘Transfer Children’ section that will walk you through what you need to do, but that’s explained a bit more in this tutorial.

If you’re setting up brand new relatives you can do so from the ‘Manage Relatives’ section of the Control Panel (1). As with adding children and staff, you can do them individually through the ‘+ Add Relative’ button (2) or in bulk via a CSV file (3). Just remember when you do this to attach the child/children to the relative so that the relatives can see the journals.

The 'Setting up Relatives (managers only)' section on the tutorials page can provide you with extra assistance setting up brand new relatives if you need.



5) Setting up/amending new groups and key children

For assessing, tracking and analysis purposes, it’s really useful for you to have groups set up. Some are set up automatically based on the information you’ve put into Tapestry when adding the children e.g. gender, cohort, whether they have SEN or English is an additional language for them. From the ‘Manage Groups’ section of the Control Panel (1), you can set up any other kind of group you like (2) or make changes to an existing group (3) such as the children within it.




If you would like to limit which children you see on a general basis or know that you will be assessing children in a certain group a lot more than others you can add them as ‘key children’. Once you have done that you can tell Tapestry to only show you those, and they will show up at the top of lists of children when you’re making observations. You need to do that from the ‘Manage Staff’ section (1) and by clicking on the ‘Manage Key Children’ button (2).

This tutorial explains in depth how to set up key children and this one explains how you can set it so that staff can only see their key children.





6) Checking your period dates work for you

Although you can change the dates and number of your periods at any point during a year, we do recommend that you do it at the beginning of an academic year. 

So, to make sure they match up with the number of periods you want, and the term dates you have, you just need to go to the Control Panel (again!) then 'Settings' (1), then 'Summative Assessments' (2). Here you will see how your term dates are currently set up, to change them, click 'Change Assessment Periods' (3).

This tutorial covers this in more depth if you’d like to see.





7) Making sure the right frameworks/flags are enabled

This might not be relevant for all of you, but if you are moving your Tapestry account up with your children (so it follows them throughout the school years) you might want to make sure that the right framework is enabled for them e.g. to turn on KS1 year 1.  Alternatively you might just want to check that you have the correct frameworks or flags enabled for your account.

To check what assessment framework you have enabled and to enable/disable any go to the 'Settings' (1) section on the Control Panel and then click on 'Assessments' (2). To enable or disable a framework just click on the 'Configure' button (3).




To check what flag sets you have enabled, for example if you needed to enable the EYFS 2021 flag set, again go to 'Settings' on the Control Panel (1) but this time select 'Flags' (2). 

You can enable or disable a specific flag set by clicking on the 'Configure' button (3). If you want to enable or disable a whole collection of flag sets you can do this in the top right-hand corner of that collection of flag sets (4). 






Go back to Main Tutorials Page

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