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Emily

What to do when you are a manager/headteacher leaving your setting

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This tutorial is designed for managers and headteachers who will be leaving their setting and are managers on their setting's Tapestry account. If this person has already left and you do not have access to your package, please ask your setting owner or new manager/headteacher to contact us by emailing customer.service@eyfs.info

I have split this tutorial into two sections; the first part will ensure your contact details on our system (e.g. for invoicing) are correct, and the second part will make sure your Tapestry account is set up correctly and the right people have access to it. 

Ensuring the contact details on our system are correct

Every setting on Tapestry is set up under one main email address on our system, although it is possible to add alternative contacts (see this tutorial for more information on this). This main email address is the one any invoices are sent to, and is the one linked to your setting's Foundation Stage Forum account. If you do not know about the FSF, you are currently on it! We are an online community for Early Years' practitioners and we are the company that run Tapestry. A subscription to the forum is included with every Tapestry package and it is where you can manage your Tapestry account, accessing and paying invoices. 

If you're not sure whether it is your email address that your Tapestry package is under on our system and is linked to your setting's FSF account, you can find this information within your Tapestry account. You just need to go to the 'Control Panel' (1) and on the 'Overview' page (2), you will see this in the 'Your Subscription' section (3). 

 

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If it is not your email address here then you can skip to the second section of this tutorial, 'Ensuring your Tapestry account is set up correctly', but please make sure this email is a current one and the best one that the account should be under. Many settings find it easier to have the account set up under a generic office or admin email address to ensure emails such as the one for renewal invoices are always received even if there is a staff changeover. 

If it is your email and it needs to be updated, you will need to login to your FSF account to do this. If you are not logged in already, you just need to click on where it says 'Existing user? Sign in' (1) in the top right-hand corner on this page; or just on eyfs.info. You can login with either your username or email address. If you are not sure of the password, you can reset it by clicking where it says 'Forgot your Password?' (2) underneath the 'Sign in' button. Do remember to check your spam/junk folder if you don't see the password reset email in your normal inbox. If you no longer have access to the email address the FSF account is linked to, please contact by emailing customer.service@eyfs.info

 

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Once logged in, you just need to click on your username in the top right-hand corner (1), and select 'Account Settings' option (2) from the drop-down menu. Then you will just need to click on the 'Email Address' option (3) on the left-hand side menu and here you will be able to enter your current password and the new email address (4). This will ensure all future Tapestry invoices are sent to the right person! 

 

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Now, let's move on to looking at your Tapestry account. 

Ensuring your Tapestry account is set up correctly

Before you change over the Tapestry accounts, and your access to the package is revoked by the new manager, you will need to update the contact details for the package. You can do this by going to the 'Control Panel' (1), clicking on the 'Settings' option (2) on the left-hand side menu and selecting 'Contact Details' (3) from the drop-down. There you can update the contact details for us to contact you on (4), and the contact details for relatives to contact you on (5). 

 

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If the new manager will not start by the time you leave and a member of staff already set up on the account will be taking temporary control or the new manager is someone who is already set up with a staff account on your Tapestry, you will need to upgrade their account to a manager's. 

You can do this from the Mange Staff (1) page on the Control Panel by clicking on the 'Edit' (2) button at the end of the row of the staff member's name.

 

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Once you are editing that staff member's account you just need to click on the 'Type' drop-down and change this to 'Manager'. If you are editing a full member of staff you can leave everything else as it is and just save this. If you are upgrading a PIN-only member of staff you will need to add an email address and password for them to login with. 

 

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If the new manager has already been set up with an email address to use in your setting and they are ready to be set up with an account then there are two different ways you might need to proceed in terms of changing over the accounts and this is dependent on:

A: If the new manager needs to be set up under a different email than the one your account is under e.g. your account is under 'yourname@settingname.com' and the new manager or headteacher's will be 'theirname@settingname.com'.

or

B: If the new manager needs to be set up with the same email address your account is set up under so, if you use a generic 'head/manager@settingname.com' email that the new manager or headteacher will take over. 

Let's start by looking at the process for option A. 

For this, all you need to do is login on the browser version of Tapestry and add a new manager's account for them. The below screenshot shows you how to do this but please take a look at this tutorial for a more in-depth look at how to do this.

 

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Once the new manager has activated and logged in to their account, when you leave the setting, they can delete your account from the package. For safeguarding reasons it is obviously very important that they do this. If you want a more detailed explanation of how to do this, please take a look at this tutorial

 

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For option B, the process can be a little more complicated as it's not possible to have two active accounts on the same Tapestry package using the same email address. We do not recommend just changing the name your account is under to the new manager's name as this will mean anything you ever added to the package (observations, reports etc.), will all be under the new manager's name, and this might get a bit confusing! 

If you have another member of staff set up as a manager on your Tapestry account, and we do strongly recommend that settings have more than one manager on their Tapestry account to ensure that the normal and uninterrupted functioning of Tapestry when events such as long sickness occur, then they will need to delete your account before the account for the new manager can be added. Please see the above screenshot for how to do this. 

Only once your account has been deleted, and moves into the state of 'awaiting deletion', will the person set up as a manager on your account be able to add an account for the new manager. This tutorial will talk you through the whole process of how to do this.

If it is not possible for another manager to do this then you will need to follow the steps below. 

First of all, you will need to edit your email to be different than the one it is currently under. This will then allow you to add a new account using this email for the new manager or headteacher. This doesn't need to be a real email address, but if you are going to change it to a fake one, please make sure this is obviously fake. The easiest way to do this is just to add '.fake' to the end of your current email address. To do this you just need to go onto the 'Manage Staff' section (1) on the Control Panel and click on the 'Edit' button (2) next to the end of the row of your name. 

 

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Once there you can just add '.fake' or the new email for your account, remember to press 'Save' at the bottom of the page!

 

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After you have edited the email address you will be able to follow the steps for point A, which are adding a manager's account for the new headteacher/manager, and then them logging in to this account and deleting your profile. You can see the screenshots for section A or the tutorials below for how to do this.

How to add a new manager's account onto your Tapestry

How to delete a manager's account

So, that's everything that you will need to think about with changing over the account details for your Tapestry and FSF account. 

If you need any assistance with this, or if the previous manager has already left and you do not have access, please contact us at customer.service@eyfs.info

Go back to Main Tutorials Page

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