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Booking: How to set up booking and invoices on your account


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In this tutorial I'm going to explain how you can set up Booking and Invoices on your Tapestry account. We'll go through setting up Booking first and then we'll look at Invoices. You can use the links below to skip to each section if you wish. 

How to Set Up Booking

How to Set up Invoices

Both of these features are accessed through the 'Booking' tab. Booking will be enabled by default, but if you need to turn it back on after it has been turned off, any manager can do this by going to the Control Panel (1), selecting 'Features' on the left-hand menu (2) and then clicking on the 'Enable' button for Booking (3).




Once enabled, you'll then be able to access Booking on your account from the bar at the top.




How to Set Up Booking

When you first access Booking on your account, you will be presented with an initial set-up page. There are three actions you need to complete on this page in order to be able to proceed with using the booking system, as well as three additional optional actions. These actions are:

  1. Having children set up on your account
  2. Setting your opening hours
  3. Adding your sessions
  4. Adding extra charges (optional)
  5. Adding rooms (optional)
  6. Adding closures and school holidays (optional)



I'll now go through the list in more depth for you:


  1. If you haven't got children set up on your account already I've linked below the tutorials that will talk you through how:

       Adding children individually

       Adding children in bulk via CSV (spreadsheet) file

  2. Following the second option on the initial set up screen will take you to the opening hours page. Here you can select the days your setting is open and the hours it is open for each day. See this tutorial for more information on setting your opening hours. 


  3. The final mandatory action you have to complete from the initial set up page is to add your sessions. How you do this is important as it will affect how your invoices through Tapestry are generated.

    On the Sessions screen you will see it says you currently have no sessions set up (A) and you can click on either of the 'Add Session' buttons to start adding them (B). 


    You will then see your sessions appear in a list (C). 


    Read this tutorial for full instructions on how to set up your sessions within Booking. 
  4. The first optional action in the set up list is to add extra charges. Extra Charges can be any additional product, service or consumable that you wish to regularly charge for. You can add an extra charge from the 'Add Extra Charge' button at the right, where you can add the name and price of the charge. Later on, these can be added to a child's Regular Schedule, or as a one off Extra Charge.


    You can refer to this tutorial for a more in-depth look at setting up and using Extra Charges on your account.
  5. Next, another option you have is to add rooms. You can set up your rooms to match the rooms/groups of children you have in your setting. Once your rooms are set up, you can allocate children to them which will then allow you to view data for specific groups within Booking. When you first access the Rooms page you will be informed you currently have no rooms set up (A). Click on the 'Add Room' button to start setting up your rooms (B). 

    This tutorial explains the process of setting up Rooms on your account in more detail and this one then covers how you can allocate or move children between rooms. 

  6. Finally, the last action in the list, is to set up your closures and school holidays if appropriate for your setting. From this page, click on the 'Add' button (A) and you will then be able to choose to add a closure (B) or a school holiday (C). 



If you have already completed the three non-optional actions listed on the setup page, you will not be presented with this screen when you enter Booking. 

You can complete these actions on your account at any point though by going to 'Config' on the left-hand menu (1) and then selecting the appropriate option from the list (2).




How to Set up Invoices 

The first time you use 'Invoices' on your account you will also need to go through a few steps to set this up. You can access the Invoices function by clicking on the 'Finance' tab (1) and then selecting 'Invoices' (2). 




Here you will see four steps that need to be completed in order to start using Invoices, these are:

   A. Configuring your invoices

   B. Adding pricing to your sessions (you probably will have completed this when you set up your sessions for booking)

   C. Adding your funding types

   D. Adding funded hours to children's regular schedules


Let's go through these in a little more detail.


A. The first option, 'Configure Invoices', lets you customise how the PDF versions of your invoices appear.

Here you can choose whether your setting's logo appears (1), enter information in the header and footer text boxes (2) as well as set the number of days after an invoice is generated that it becomes due (3). 

You can also decide whether you want to include a summary of a child's regular schedule (4) and/or a detailed breakdown of the charges (5).

This tutorial talks you through this screen in more depth. 

Once you are done here click 'Save' (6) and click 'Go Back to the Invoice Setup Screen' (7) to keep going through these options. 





B. You probably completed the next option, adding pricing to your sessions, when you set these up for booking. If not, you go and edit your sessions.

At the bottom you will see the option to add pricing. Once you click on this you can choose whether your pricing for each session is done based on the whole session or per hour (1). Then you can also choose whether you have age based pricing (2). If you select this tick box, more price boxes will appear underneath for the following options: children aged 0-2 years, 2 year old children, and children 3+ years. In the price box, or boxes, you can enter your pricing for the session.




C. Next you'll need to add your funding types. These can be applied to children's regular schedules but the prices are just there for your reference. 

When adding a funding type you'll need to give it a name (1). By default the status will be active but you can always turn off a funding type by editing it and making it inactive (2). Then at the bottom you can add the rate you receive for this funding type (3). 

This tutorial goes through funding types in more depth. 




D. Finally, you will need to apply your funding types to children's regular schedules. When you are adding or editing a child's schedule you can select the funding type they receive from the drop-down in the 'Funding' section (1).

Then when you add a session to their schedule you'll see a box called 'Funded'. This is where you can enter how many hours of this session are funded for this child (2). Once you enter a figure into this box you will see the number of unfunded hours next to it change (3) and the price will be recalculated (4).

You can also apply any extra charges set up previously to children's regular schedules here (5). 

For more information about setting up children's regular schedules, take a look at this tutorial





And that's it! You have now set up Booking and Invoices on your account.




Go back to Main Tutorials Page

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