AlexandraTapestrySupport

Hi @Lee_Squirrell, If you'd like their register data to be correct then you can set their invoice calculation method to 'Fixed monthly fee', where you can put in the amount you'd like to charge for their schedule each month throughout the year. So, for example, if a child would usually receive 4 monthly invoices throughout the year of £100, £50, £250, £300, but you want to split this over the 12 months you can put in a monthly fixed fee of £58.33 (£700 / 12) and generate 12 invoices for them throughout the year instead. Please note that any months without a schedule will not have the monthly fee, so for these months you can add in this monthly fee through an additional line item. 🙂 I hope this helps! But if you have any further questions about this or if your situation is different please pop us an email at customer.service@eyfs.info and we can further advise. Best wishes, Alexandra

Hi @EYFSCroydonHighSchool, This tutorial will run you through how to re-export the child's learning journal, which can be done for active, inactive, and awaiting deletion children. The relative will need to be active to receive and access the download. This guide will show them how to access it from their 'Your Downloads' section on their account once you've done this. Alternatively, the relative can generate the export from their own account by following these steps. Again, they will need to be active to do this. I hope this helps! Best wishes, Alexandra

Good morning @Tweetinat, Yes, comments added to the Accidents Only / Care Diary feature by staff members will always be visible to all relatives of the child. 🙂 The relative user permission for 'View comments added to an accident' / 'Visibility of care diary comments' refers to comments added by other relative users only. If this is 'not permitted' then staff comments will be still visible to all, and staff will be able to view all relative comments. Best wishes, Alexandra

Hi @Christina Smith, Not at the moment. I'm afraid these are features that haven't been introduced yet. But rest assured we'll update this post when we have an update about either. 🙂 Best wishes, Alexandra

Hi @Lisabroomers, That's great to hear. We're always looking for ways to improve so thanks for getting in touch with these suggestions. These are all features we're looking into adding, so I've made a note of your interest in them and fed your ideas back to our development team. When we add any of the requested features we'll be sure to get back in touch and let you know. 🙂 Best wishes, Alexandra

Hi @Angie12, Great, you're very welcome. Do let us know if there's anything else we can help with in the meantime. Best wishes, Alexandra

Hi @Angie12, You can create your own Report template to go alongside your Bespoke Framework. But at the moment I'm afraid it's not possible for assessment data to pull into bespoke reports, so you would need to fill out the details manually / copy them across from your observations. But I've made a note of your request for this and fed it back to our development team. If we have an update about this feature we'll be sure to let you know. 🙂 Best wishes, Alexandra

When you come to invoice a child there are three options for how the invoices will be calculated. The default is 'Actual charges', so the invoice will be based on the actual sessions and extra charges within the invoiced period, or you can choose to invoice based on either a fixed monthly fee or an annualised monthly fee. To start, head to the Management System (1) > Children (2) > select the child you want to set this for (3). Click on the child's finance tab (1) and you can see that their Invoice Calculation method will be the default of 'Actual Charges' (2). Click on the pencil icon to view the different options and make changes (3). To change the calculation method click on 'New Calculation'. You'll then need to enter some details. Firstly, select the billing month that you would like these changes to take affect from (1). This will apply from the start of the month as it's not possible to change the invoice calculation method half-way through a month. Then select one of the three calculation options (2), enter any of the required details and click to save the changes when you're done (3). We'll go into detail about these three options and give an example invoice below. Actual charges This is the default option within Invoicing on Tapestry. The invoice will be based on the actual charges (sessions, any extra bookings or extra charges) that fall within the invoice date range. You don't need to input any further details as it'll use your session prices (and extra charge prices if you've set these up) to work out the charges. Linked below you can find the tutorials for setting up your sessions and extra charges: Booking: How to set up your sessions Booking & Invoices: How to add extra charges Fixed monthly fee The cost of regular schedule bookings and charges will be replaced by a set fee that you choose. Extra bookings and ad hoc charges will be charged separately. You just need to enter the amount you'd like to charge per month. Annualised monthly fee Regular schedule bookings and charges are annualised based on the weekly cost of the schedule, the number of chargeable weeks, and the number of months to be invoiced. The calculation is as follows: Monthly Charge = {Weekly Cost} x {No. of weeks} / {No. of months} Extra bookings and ad hoc charges will be charged separately. You need to enter the number of chargeable weeks and how many months you'd like the charge split into. Once you've added a new invoice calculation method, you'll see this listed with the start date (1). If you need to remove it, you can do so by clicking the bin icon (2) and then 'Confirm Deletion' (3). Deleting a calculation method won't affect your existing invoices or cause any adjustments. So, if you have generated an invoice incorrectly, you would also need to cancel the invoice and regenerate it using the new calculation method. This tutorial will show you how to cancel your invoices. If you have any questions please get in touch at customer.service@eyfs.info and we'll be happy to help. Back to Main Tutorials Page

Hi @Tweetinat and @CarolineD123, Just to let you know - we now also have an Attendance Report on Tapestry within our Management System! This tutorial will take you through it: Online Register - Attendance Report. 🙂 Best wishes, Alexandra

Hi @Tweetinat, Just to let you know - we now also have an Attendance Report on Tapestry within our Management System! This tutorial will take you through it: Online Register - Attendance Report. 🙂 Best wishes, Alexandra

In this tutorial, we'll show you how to export children's absences into a CSV file. Managers can access this feature by clicking 'Management System' (1), then 'Exports' (2), and finally 'Child Absence Export' (3). On the 'Child Absence Export' screen, you can choose to export data by month (4) or select a custom date range by clicking 'Use Custom Date Range' (5). You can also export a CSV file containing absences for 'All Children,' 'Children in a Room,' or 'Single Child' (6). Once you have filtered the export options above, simply click 'Generate CSV' (7), and a file will be downloaded to your laptop, listing the children's absences along with the start and end dates, the type of absence, and any notes left on the absence entry. Your export will then look something like this: We hope this guide was useful. If you have any questions, please contact us at customer.service@eyfs.info, and we'll be happy to help you. Back to Main Tutorials Page

Hi @KathS, I'm sorry to hear that the Staff Observation Count tracking screen doesn't work as well for you. But thank you for the feedback, which we have noted. 🙂 Best wishes, Alexandra

Hi @Meg, We have recently updated the 'Children' page as part of updating and improving the usability of Tapestry for our customers. But you can still find this information easily by visiting the child's Overview page, or through the Tracking tab > General > Staff observation counts. Here you can switch between individual children or group view. You can also select whether you are looking at the current period or if you want to see a custom period for observations. Please see our guide for support here. I hope this helps! Best wishes, Alexandra

It's now possible for relatives to generate a PDF export of their child's learning journal. Rest assured this doesn't give relatives access to data that they can't already access, but will enable them to generate the PDF from their own account which previously could only be done by a manager for them. If relatives are looking for advice on how to do this, you can refer them to this tutorial. After a journal has been exported by a relative, the export will appear within the Control Panel (1) downloads section (2), where you can also download a copy to see what it contains (3). You can also check the account history to see who has generated exports. To do this, go to the Control Panel (1) and head to the account History (2). You can use the filters to narrow down the history events. Click on 'Filter & Sort History' (3). Then from the pop-up box, select 'Download' as the subject (1) and triggered by 'Relatives' (2). If you want to view history for a specific relative then you can select them from here (3). Otherwise, click on 'Submit' to apply the filters (4). You'll then see all of the relevant history events. You can see when a PDF export has been generated by the relative (1) and also when they have downloaded a copy of this (2). If you have any questions about this please get in touch at customer.service@eyfs.info and we'll be happy to advise. Back to Main Tutorials Page

Before we begin please note, in order to send an invoice a child needs to have bill payers set. For information on how to set a child's bill payers, please refer to this tutorial. Invoices are sent to relatives through Tapestry via email and internal notifications. The email is sent as soon as you send an invoice to a child's bill payers and is sent regardless of whether relatives are permitted to receive notifications through your Tapestry account or not. Also, invoices will need to be generated already before you can send them. You can read about how to generate your invoices one by one here or in bulk from here. If you want to send invoices one at a time, then please have a look at the steps in this tutorial. Otherwise, if you want to bulk send your invoices, go to Management System (1) > Finance (2) > Invoices (3) > Unsent Invoices (4). Here you'll see a list of invoices that haven't yet been sent to the bill payers. You can filter the list by room (5) if preferred. To send all of the invoices on this page, click 'Send All' (6). A popup box will then appear confirming the action. To return back to the previous screen select on 'Cancel' (1). Or to proceed with sending the invoices click on 'Send' (2). Once the invoices have been sent, a message will show confirming how many invoices have been sent (1) (and they will no longer appear on the 'Unsent Invoices' page), along with any invoices that can't be sent (2). (As a reminder: you can assign bill payers by following this tutorial.) To dismiss the message click on 'Finish' (3). If you have any questions about this please get in touch at customer.service@eyfs.info. Back to Main Tutorials Page