EmilyTapestrySupport Posted June 9, 2022 Posted June 9, 2022 In this tutorial we're going to go through the main sections of the 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' tab at the top of the page. On the left-hand side menu you can see the six 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) ExportsF) 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 access 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 Adding a billing address for a child Generating an invoice for a child Recording payments for a child Viewing a child's account balance 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 three different register options: Online Register - Children (2) and Staff (3) and Paper Register - Children (4). The 'Children' tab (2) under Online Register allows you to mark children in (5) and out (6) 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) allows you to generate a PDF which you can print off to manually take a register. Here you just need to choose what is included on the PDF and the format of it (2) and then generate the PDF (3). This tutorial provides more information about how to do this. D) Finance From the Finance tab (1) you can access 'Invoices' (2) which is where you can view and 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). This tutorial talks you through the process of generating an invoice on Tapestry. You can also use this screen to record payments for children. To see how to do this, take a look at this tutorial. Through the 'Finance' tab (1) you can also reach the 'Account Balances' screen (2). This is where you can view children's account balances (3), the date of their last invoice (4) and the date the last payment for them was made (5). This tutorial goes through 'Account Balances' in more detail. Clicking the child's name will take you through to the 'Finance' tab on the child's overview page (6). Here you will be able to see the details of transactions (7) and invoices (8). E) Exports In the 'Exports' section (1) you can export 'Booking Data' (2), 'Online Register' data (3) , 'Invoice Data' (4) and 'Invoice PDF' (5). For the Booking Data export, as the name suggests, you can export booking information. On this screen there are a few options you can go through to decide what exactly what you want to include in the CSV export (6). Once you're happy with what you want to include in the export, click on the 'Generate CSV' button (7). You can have a look at this tutorial for a closer look on exporting data. If you select the Online Register option (1) you can choose what data from the Online Register you want to export (2). Once you've gone through these format options, click 'Generate PDF' (3). For further details on the Online Register export, take a look at this tutorial. Within the 'Invoice Data Export' screen (1), you have the option to choose which children you are exporting invoice data for (2). You can narrow down the data by date range (3) and you are also able to choose which format you would like the export in (4). When you are happy with your options, click 'Generate PDF' (5). For a closer look at exporting invoice data, have a look at this tutorial. You can also bulk export PDF invoices by clicking here (6) and following the onscreen steps. F) 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 And that's it! We hope you've found this useful, but if you have any queries please contact us at customer.service@eyfs.info and we'll be happy to help. Go back to Main Tutorials Page
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