EmilyTapestrySupport Posted June 9, 2022 Posted June 9, 2022 In this tutorial we're going to go through the main sections of the nursery management system on Tapestry. Once you've set this up on your account (see our tutorial on this here), start by going to the 'Management System' (1) tab at the top of the page. On the left-hand side menu you can see the seven main tabs that you'll be using to navigate the nursery management system. The first one that you land on is 'Rooms', so we'll have a look at that first. If you'd like to skip straight to a different section then you can use the links below: A) RoomsB) ChildrenC) RegistersD) FinanceE) Reports F) Exports G) Config A) Rooms When on the Rooms tab (1), you can view either the Whole Setting (2), or click on each room to view the bookings for that room specifically (3). These pages give an overview of the number of children that are booked in for a day. You can choose to view bookings for a day (4) or for a week (5). For a more in-depth view at the daily and weekly view, you can take a look at our tutorial on this here. You will also be able to access the 'Extra Charges' overview screen (6). To get a better understanding of the use of this screen, take a look at this tutorial. B) Children From the Children tab (1) you can view an overview of each child. Clicking on their name (2) takes you through to their Dashboard where you can see information on their age and the room they're assigned to (3). From the options at the top you can choose to see their regular schedule, extras & absences, finance and room moves (4). Below I've linked tutorials that cover each of these features in more depth. Setting a regular schedule for a child Adding an extra booking for a child Adding a planned absence for a child Adding an extra charge for a child Generating an invoice for a child Adding a billing address for a child Assigning/moving children between rooms Below this you can see an overview of their schedule (5), their account balance (6), a calendar overview of their bookings (7) and any extras and absences they have (8). C) Registers Selecting 'Registers' (1) from the left-hand menu presents you with four different register options: Online Register - Children (2) and Staff (3) and Paper Register - Children (4) and Staff (5). The 'Children' tab (2) under Online Register allows you to mark children in (6) and out (7) digitally within Tapestry. See this tutorial for more information on this. The 'Staff' tab under Online Register (1) allows you to mark staff in (2) and out (3) digitally within Tapestry. See this tutorial for more information on this. The Paper Register (1) section allows you to generate a PDF which you can print off to manually take a register. The Children tab (2) under Paper Register exports a list of children, while the Staff tab (3) exports a list of staff, which you can use to manually mark attendance. On the paper register for children you just need to choose what is included on the PDF and the format of it (4) and then generate the PDF (5). This tutorial provides more information about how to do this. In a similar way, for the paper register for staff (6) you just need to choose what you'd like to include (7) and click 'Generate PDF' (8) to proceed. D) Finance From the Finance tab (1) you can access the 'Invoices' feature (2) which is where you can generate invoices of children's bookings to provide to parents. Along the tab across the top you have the option to see 'All Invoices', 'Unsent Invoices' and invoices 'Awaiting Payment' (3). You also have the option to 'Show Cancelled' (4). The screen will present you with a list of children and indicate whether or not you have invoices generated for the selected period (5). This tutorial talks you through the process of generating an invoice in the Invoices section. Additionally, from the Invoices tab, you can bulk-generate invoices for all children (6). This tutorial here will talk you through the process of bulk generating invoices. Through the 'Finance' tab (1) you can also access the 'Account Balances' screen (2). This is where you can view the child's account balance (3), the date of the last invoice which was generated (4) and the date the last payment was made (5). This tutorial goes through 'Account Balances' in more detail. Here you'll also find the option to 'Send Payment Reminders' (6). Clicking on the child's name will take you through to the 'Finance' tab on the child's overview page (7). Here you will be able to see the details of transactions (8) and invoices (9). Reports When selecting 'Reports' (1), you will see two options: Attendance (2) and Invoice Overview (3). Clicking on 'Attendance' will display a report screen where you can view the number of days and percentage (4) a child attended, along with absence percentage, the number of days absent, and the type of absence (5) for the period selected (6). You will also have the option to export this data as a CSV file (7). For more detailed information about the Attendance Report feature, please see this tutorial here. If you choose to access 'Invoices Overview' (8) you will be able to view and export a report (9) relating to your invoice data for a period of your choice (10). F) Exports In the 'Exports' section (1) you can export 'Booking' data (2), 'Invoices' data (3) and 'Registers' data (4). Let's look at 'Booking' exports section first. Here you can export booking data (5) and children's absences (6). On the screen to export booking data there are a few options you can go through to decide what exactly what you want to include in the export (7). Once you're happy with what you want to include in the export, click on the 'Generate CSV' button (8). You can have a look at this tutorial for a closer look on exporting data. Similarly, on the screen for exporting children's absences (9), you will need to choose a period to export and how you'd like the export to be organized (10). Once you're happy, you can export the absences by clicking 'Generate CSV' (11). For more information about this screen, please refer to this tutorial. Now let's look at the 'Invoices' data export section. Here you can choose to export invoices data in PDF (1) and CSV format (2). If you choose to export the data in a PDF format, a new page will open where you'll need to select a child (or multiple children) (3) and then click 'Export' (3) to proceed. Once the export is ready, you'll find it in your 'Downloads'. If you choose to export your invoice data as a CSV file, you have the option to choose which children you are exporting invoice data for (6). You are able to include the relevant invoices using the date range (7) and you are also able to choose which format you would like the export in (8). When you are happy with your options, click 'Generate PDF' (9). For a closer look at exporting invoice data, have a look at this tutorial. And lastly, on the 'Exports' screen, let's look at the 'Registers' section. Here, you'll find an option to export children's register data in PDF (1) and CSV (2) formats, as well as the staff register (3) as a CSV file. If you select the Online Register PDF Export option (1) you can choose what data from the Online Register you want to export (4). Once you've gone through these options, click 'Generate PDF' (5). For further details on the Online Register export, take a look at this tutorial. Equally, if you choose the export the children register data as a CSV file (6), you will have some options to choose from before exporting (7) and, once you are ready, you can click 'Generate CSV' (8) to proceed. As for the staff register export (9), this can be exported as CSV format only. Clicking in this option will show you the option to select a data range (10) and then you can generate the CSV file (11). G) Config The final tab you'll see on the left is 'Config' (1). This is where you set the core details on your booking and invoices system. Below I've listed each section of this and hyperlinked each one to the relevant tutorial that will talk you through that section in more depth. 2. Closures & School Holidays 3. Opening Hours 4. Sessions 5. Extra Charges 6. Rooms 7. Funding Types 8. Invoices 9. Discounts Go back to Main Tutorials Page
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