EmilyTapestrySupport Posted June 13 Posted June 13 This walkthrough will cover how we recommend taking the orders from parents if ordering printed journals in bulk. It is for staff at schools and settings who: Are located outside the UK Are intending to make an order of 20 or more children’s journals, and Will be letting the parents/carers decide whether they would like a copy/several copies of the journal and passing on the costs to them. The steps we'll go through are as follows: Decide on how much you’d like to charge for the journals. Export the finished journals into PDFs Distribute the order form and price list so parents can decide if they’d like to buy Collect the orders and payments from families Order the journals Distribute them. 1. Decide on how much you’d like to charge for the journals. The discount we’re offering on large orders of journals mean they’ll be paying significantly less than if they ordered individually. Because of this, and because it is a little bit of work for you to order them we recommend you add a small fee on top to go towards the school. We have recommended a fee of £7.05 per journal. This still gives parents the bulk of the saving (£8+) and the 5p means if a parent wants to order multiple copies, the maths is a bit easier! If you’d like to increase or decrease that though that is completely up to you. When the journals are purchased you will only be charged the cost of the journal + £5 per book for delivery, so anything on top can be kept by you. You can see the prices you’ll be charged, and the prices we recommend you charge, below. 2. Export the finished journals into PDFs It is really important to only do this step when you know the journal is complete. This is because any observations added to the journal after it's been exported won't be included. We have written a short advice article, which you can find here, which covers everything we recommend checking before exporting children's journals to become printed books. Once you're happy the child's journal is complete, you can then export their journals in bulk by following the instructions in this tutorial. If you delete children after exporting their journals and realise there is a mistake with their journal, don't worry, you can export another copy of their journal within 90 days of selecting to delete them on your account. To find them just use the the 'inactive' filter at the top of Manage Children page. 3. Distribute the order form and price list so parents can decide if they’d like to buy You can use our order form template linked below, or create your own, to distribute to parents. Printed Journal Order Form.pdf There are a few different ways you can share the form with parents: Add a memo to Tapestry Print off the order form and price list to physically hand out Share by any other means To help you with this we've created two different kinds of memo and letter templates, depending on whether you want to add an additional fee to the price to charge parents for the books or not. Memo and Letter template - information only.docx Memo and letter template - with additional charge.docx 4. Collect the orders and payments from families Now you'll just need to wait to receive the completed order forms and payments from parents. You can add orders to your cart within Tapestry as they come in if you like as they will stay saved. 5. Order the journals Once parents have returned their completed order forms and you've received payment from them, you can add children's journals to your cart within Tapestry. Make sure to check you are happy with the child's journal when you add it to your cart as you won't be able to make any changes once the order has been placed. You can always re-export a child's journal if you need. This tutorial talks you through the whole process of adding the journals to your cart within Tapestry, and then placing and paying for your order with Group Hugs. Once you've completed your order you'll just need to wait to receive it! Group Hugs will communicate to you how long this should take and also when your order has been dispatched. 6. Distribute them Once the printed books have arrived you just need to let parents know and ask them to come and collect their child's book. You may want to use Memos on Tapestry to do this. And that's it! We hope the parents enjoy their new keepsakes.
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