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New iOS app walk-through


EmilyTapestrySupport
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In this tutorial I'm going to walk you through the new iOS Tapestry app. Please note, with the new app we are only supporting devices that are iOS 9 or higher. Whilst the original app will remain accessible until further notice (we will let you know when we plan to discontinue it with plenty of notice), we do recommend you upgrade to the new app as it's got lots of exciting new features! The main ones for staff are:

  • You can login and add observations whilst offline
  • You can keep working even when the internet connection is poor
  • You can start your next observation without waiting for the previous one to upload
  • Observations can be saved as drafts
  • You can filter which children and observations you see
  • You have the option to choose which account to login to if you are set up on multiple accounts
  • You can use TouchID/FaceID to save your login details
  • You can upload videos of up to 10 minutes or 5GB
  • You can view and download documents that have been uploaded through the browser version
  • You can add clickable links to direct users to external sites
  • You can see Activities and Memos, although you won't be able to add these using the app, just view them

If you have any questions about the app, you can check out our FAQs page; if your question isn't answered there, please contact us by emailing customer.service@eyfs.info. For information about data protection with the new app you can take a look at this article here.

You can also skip to a specific section of this tutorial using the links below.

  1. Logging in and the main feed
  2. How to add an observation
  3. Viewing/making changes to an existing observation
  4. Viewing and responding to an Activity in the app
  5. Changing settings within the app

 

So, without any further ado, let's look at the app!

 

Logging in and the main feed

As you'll see from the screenshot below, the initial login page looks much the same, requiring you to enter an email address and password to access your account. When you enter your password you'll now be presented with the option to see your password using the eye icon (1) and to clear your whole password field with the 'x' icon (2). Remember to only use the eye icon to see your password if you are sure no one else can see your device. 

In the screenshot below you can also see the option to ‘Use Touch ID’ (3). If you have a newer iOS device this might instead say 'Use Face ID'. If this is the first time using the new app, or if you haven’t enabled touch/face ID yet, this will not be visible. We will explain how you can enable it further down this tutorial.

 

image.png

 

One of the features we have been able to add is the ability to choose which account you want to login to if your email address is set up on multiple Tapestry accounts. After entering correct login details, you will be presented with a list of all accounts your email is linked with and to then login, you just need to select which account you would like to enter. 

 

image5.png

 

After you've successfully logged in, you'll see the below screen (this is on an iPad rather than iPhone). I've annotated the key points on there for you to note, so let's go through them.

1) On the right-hand side of the screen you'll see the observation, activity or memo you have selected to view. You can see it's title, author, when it was uploaded, any media, notes, assessments, likes and comments. 

2) This button here will enlarge the selected observation, activity or memo so the main feed on the left-hand side is removed.

3) The buttons in the top right-hand corner will allow you to move through the main feed going and up and down.

4) On the left-hand side of the screen you will see a list of all your observations, activities and memos which you can scroll through. You will see that each upload type has a letter 'O', 'A' or 'M' next to it, in order to differentiate.

5) The search bar at the top of your main feed allows you to search terms to find specific observations, activities or memos.

6) At the bottom you can see any existing filers and add/emend your filters. These will allow you to filter which observations you see in this list. In this case, we have no filters set. 

7) If you're a manager, or a permitted staff user, you'll be able to change the status of the observation or make any other edits to it. 

8) To add an observation you just need to click on the '+' button, exactly the same as in the Tapestry Classic app.

9) Clicking on 'You' will take you to a screen where you can change certain settings, enable/disable the offline mode and push notifications, as well as your email/password/PIN and find out certain information about your account. We'll go over this screen in more depth later.

10) Finally, clicking on the name of your setting at the top will take you to your app notifications if you have these enabled. 

 

3.png

 

If you're using an iPhone this screen will look a little different, only showing you a list of observations, activities and memos (just like the original version of the app). To view an upload, you just need to select it. 

 

image.png

 

 

How to add an observation

Let's now take a look at how to add an observation from the new app. To start, you'll need to click on the '+' button as indicated by point 7 in the screenshot above. You'll then see the below screen.

 

ios.png

 

On the observation page you can then add a title for the observation (1), notes (2) and any media (3). In the notes, you can add a link to an external website, and this will become clickable, so users with access to the observation can click on it and navigate to the site you’ve linked them to.

When adding media you have the choice between taking a photo or video then and there using the app or if you already have the photo or video on your device, you can select to upload it using the 'Add from Library' option. You can upload videos as long as 10 minutes or 5GB.

Please note that at the moment it is not possible to upload a document onto an observation from the app, but if you upload one from the browser users will be able to download it onto their devices directly from the app.

To link children to the observation you just need to select 'Pick Children' (4).

After you have selected this, on the next screen you will get a list of all your children; you can select their names from the list just by tapping on them. To narrow down the children you see on this screen, we have added the ability for you to search children's names (A), as well as filter the children you see in the list (B). This will allow you to filter children by cohort, group, key person, gender, season born (UK), SEN, EAL, free school meals and pupil premium.

If you want to select all children that you have chosen to see, you just need to click on 'Select All' (C) in the top left-hand corner. Once you've added all the children you want to attach to the observation you just need to click on 'Done' (D).

 

1.jpeg

 

One helpful feature you may notice when adding children is that Tapestry will remember the 5 most recent sets of children that have been added to an observation. You'll see these children appear under the 'Children (required)' heading and you can add them to the observation just by clicking on their names. 

 

1.png

 

If you want to remove a set of children from these quick links, you just need to slide this option across to the left (A). You can then either keep swiping left to remove them or you can select the 'Remove' button (B). If you start sliding and realise you don't want to remove this set of children, you can then just choose 'Keep' (C). 

 

2.png

 

Once you've added children to your observation, you can then add any assessments you want (point 5 from the original screenshot). A handy little addition we've been able to add to this process of adding assessments is the ability to 'bookmark' them. As well as being able to favourite an assessment framework, you can also bookmark aspects/areas and age bands/levels/stages within that framework. You can use this to quickly add assessments for your most used ones.

To add a bookmark you just need to select the 'Pick assessments' button and then if you click into a framework, you'll see an 'Add Bookmark' button on the bottom right-hand side corner.  

 

image.png

 

Once you press on this button the framework will get added to your Bookmarks.

 

image.png

 

Now that you've added your bookmarks, when you select 'Pick assessments', you'll be able to click on 'Bookmarks' on the bottom left-hand side corner and access your bookmarked assessments.

 

image.png

 

To remove a bookmark you just need to go into 'Bookmarks' and slide the assessment you wish to remove to the left. Then, click on 'Remove' (1). You can also select 'Clear All' (2) to delete them in bulk, or 'Hide Bookmarks' (3) to return to your assessment picker screen. 

 

image.png

 

You can also add any flags you want to the observation (6). Simply click 'Pick flags' and you'll then see all of the available flags that you have enabled. You can click on any of the relevant flag sets to view and select them for the observation. In this case I'm going to select a flag from the EYFS 2021 flag set.

 

1.jpeg

 

Once you've made your selection by ticking the relevant area/s (1), click on "Done" (2) at the top.

 

2.jpeg

 

Then you'll be able to see the observation overview with the flag added.

After you have added any assessments or flags you want, you can then select the status of the observation - in journal, not in journal, staff view only or scheduled (7). If you decide to schedule the observation, please make sure that you also change the time/date of the observation (8) to the time/date you'd like the observation to go live at.

Please note if you are a full staff member rather than a manager, your ability to select different statuses may depend on how your user permissions are set up. 

The ability for you to select a different time/date for an observation (8) also allows you to backdate observations. The additional information field (9) has been added to this version. If you don't have the additional information field enabled on your account, you just need to go the Control Panel > Settings > Observations to enable this for staff. You can then decide whether relatives can see this section at all, and check/update the current permission within the User Permissions section of the Control Panel. Just navigate to Relatives > Observations.

At the top of the observation screen you can cancel adding the observation at any time (10) and this will give you the option to either save a draft or discard completely. This draft feature is also new and will allow you to save what you're doing without adding it as an actual observation, you can then return back at a later date to complete it.

 

image.png

 

A draft won't show up in your list of observations, but if you have any on your device, these will be listed at the top of your observation list.

 

image.png

 

Please note that drafts are saved for up to 91 days for staff members and after this they will be deleted. Also, drafts are stored in the device they were created on and will only be visible when the user that created them logs in onto that specific device.

At the top you can see also the status of the observation that you have selected, so this case, it is 'not in journal' (11). If nothing shows here, then the observation has been approved and is in journal.

When you are happy with your observation you just need to click on ‘Upload’ (12). 

 

Viewing/making changes to an existing observation

Below we can see what a finished observation looks like on the app. Here I've just clicked on the expand button  image8 - Copy.png  that we saw earlier in the top left-hand corner of the observation so we can see it all.

 

4.png

 

In this example you can see that there is some media (1). Also, within the notes, we have linked relatives to Youtube (2), so they can practice phonics with their children at home. All they need to do is tap on the link.

There are also a few flags (3). You can decide whether these are visible for relatives or not, and if you decide that you wish to keep them hidden, you will need to make sure that this is set up this way on your account. For that, log in to the browser version of Tapestry and go to Control Panel > Settings > Flags > and click on ‘Configure’ by the flag set(s) you use.

We have also uploaded a Word document (4) to accompany the observation, but you can upload PDF, PPT and Excel sheets as well! To download the document, users just need to tap on it.

If you want to make any changes, you just need to click on the 'Edit' button (5) in the bottom right-hand corner and you can change the status of the observation, if you have permission to do this from the status option in the bottom left (6). Finally, you can comment on an observation just by clicking on the 'Add a comment' button (7). 

 

Viewing and responding to an Activity in the app

Users can also now respond to set Activities within the app; Activities are displayed with a green 'A' symbol (1). Once selected from the list, users can choose to respond to the Activity with an observation (2).

 

 5.png

 

This will open up the observation editing screen and an observation can be added that will be automatically linked to the activity.

 

Changing settings within the app

There are certain settings you can change within the app, you can find these within the 'You' section that was mentioned earlier in this tutorial. Just to remind you, it can be found in the top left-hand corner on the main screen.

 

Image-1 (1).jpg

 

I'll now talk you through all the options you see on this page.

 

image.png

 

1)     This will take you to the app lock screen. You will then be able to log back in using your PIN number, and also switch users.

2)     This is the best place to switch users. Simply tap the user that needs logging in and they will be able to pop in their PIN number.

3)     If you have more than one account linked to the same email address, you will be able to switch between accounts using this feature.

4)     This will fully log you out of your account. To log back in you would need to enter your email address and password or if you are a PIN-only member of staff you will need a manager/full member of staff to login and lock the screen for you to then login using your PIN.

5)     If you want to receive push notifications on the device you are using, you can enable this here. For more information about push notifications on the app you can read this tutorial

6)     This shows you every type of notification on Tapestry for your account type and what your preference is for each.

7)     If you want to change the email you use to login with, you can change it here. You will need to know your password to do this.

8)     If you want to change the password you use to login with, you can change it here. Please note you will need to know your current password to do this.

9)     You can select this option to change the PIN you can use to quickly log back in to your device. You will need to know your password to do this.

10)  This option will allow you to save (or remove a saved) email address so you don't need to enter it each time you login on this device.

11)  If you have Face ID or Touch ID available on you device, here you will have the option of using it on the PIN login screen instead of your 4-digit PIN.

12)  If you have Face ID or Touch ID available on you device, here you will have the option of using it on the main login page instead of your email address and password.

13)  This option allows you to enable/disable the ability to access the app on this device and add observations to it whilst offline. For more information about this, please read this tutorial

14)  This allows you to delete any data stored by Tapestry on the device you are using to access the app.  

15)  You can report a fault to the customer service team directly from here. Please give as many details as possible, and if you could attach a screenshot of what you can see that would be really helpful.

 

So, those are the main features of the new Tapestry app! For more information about the offline mode and push notifications, I've linked below those tutorials for you. 

Enabling and using the offline mode on the new iOS app

Enabling and using push notifications on the new iOS app

 

If you have any questions or feedback about the new iOS app, please contact us by emailing customer.service@eyfs.info.

 

 

 

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