AlexandraTapestrySupport

Hi @jocrow, Thanks for getting in touch with your suggestion. I can see how this would be beneficial! I've made a note of your request for this and fed it back to our development team. If we add this feature we'll be sure to let you know. Best wishes, Alexandra

If a child has an outstanding account balance then you can send the child's bill payer/s a payment reminder. This will be sent to them via email and will look something like this: If you haven't already set up a child's bill payers then you can read about how to do this here. You can send payment reminders in two ways: individually to specific children; and to all children in bulk. We'll cover both ways in this tutorial, and you can use the buttons below to jump to a specific section. Sending payment reminders individually Sending payment reminders in bulk Sending payment reminders individually Navigate to Booking (1) > Children (2) > and then select the child that you want to send a reminder for (3). From here you'll need to go to the Finance tab (1) where you can see their outstanding account balance (2), and see which bill payer/s will receive the reminder email (3). To send a reminder to this child's bill payer/s click on the 'Send Reminder' button (4). After you click on the 'Send Reminder' button, a pop-up will appear showing you the content of the reminder message (1). Optionally, you can also add an additional message (2) and include this in all reminders as a default (3). Once you're happy you can send the reminder (4). Sending payment reminders in bulk You can send a payment reminder to the bill payers of all children that owe money through a negative account balance. To do this, go to Booking (1) > Finance (2) > and Account Balances (3). (You can read more about Account Balances here.) Again, click on the 'Send Payment Reminders' button (4). A pop-up will appear showing all of children in debit. The list will show all children as a default, or you can filter the list by Room (1). You can choose which children to send a reminder for by using the tick boxes to the right (2). At the bottom of the list you can see the content of the reminder message (3). Optionally, you can also add an additional message (4) and include this in all reminders as a default (5). Once you're happy you can send the reminder (6). And that's it! 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, Thanks for getting in touch with this suggestion. I've passed this on to our development team, and we'll be in touch if we add it to Tapestry. 🙂 Best Wishes, Alexandra

In this tutorial we'll look at how to take an online register for staff on Tapestry. This feature is accessible to all staff users; including full staff and PIN only users, as well as managers. But in this tutorial we'll look at using the feature from a managers account. In order to access and use the staff register you'll first need to set up Booking on your account. So if this hasn't been done yet, a manager can set up Booking by following these steps. If you'd like to use the online register for children then please look at this tutorial. You can access the staff register by going to Booking (1) > Registers (2) > Staff (3). For full staff and PIN only staff users: 'Booking' on the top task bar will read as 'Registers' instead. From the Staff Register page you will be able to select the register date (1) and sorting order (2). By default the page will show the current day and the staff list be ordered by first names. If you're viewing a past day you'll see a message informing you of this. To sign a staff user in, click on the green 'In' symbol to the left of their name (1). Staff members that are currently signed in will be highlighted green (2). Similarly, to sign staff users out click on the orange 'Out' symbol to the right (3). Staff users that are currently signed out will be highlighted orange (4). You can sign staff members in and out as many times as necessary. If you need to change or delete a staff users sign in or out times, or if you would like to add a note, then click on the staff member (1) and you'll see a section to the right where you perform these actions. To amend a time just select the pencil icon next to the existing time (2) and from here you can change the time (3) or delete the sign in / out completely (4). To save your changes click on 'Confirm' (5). If you'd like to add a note for that staff user for the day, then click into the 'Register Notes' box to type out your note (1) and remember to save when you're done (2). Once you've added your note you'll be able to see it on the register under the notes column (3). And that's it! If you have any questions please email us at customer.service@eyfs.info and we'll be happy to help. Back to Main Tutorials Page

In this tutorial we're going to look at how to record and allocate a payment on Tapestry's Invoice feature, and how to send a receipt to a child's bill payer/s. You'll need to have Booking and Invoices set up on your Tapestry account first, so if you haven't done this yet you can refer to our tutorial on this here. If you'd like, you can skip ahead to a certain section of this tutorial using these links below: Recording a payment and adding details Sending a payment receipt Recording a payment First we'll have a look at where to record a payment from. There are two places that you can do this: from a child's finance tab, and when viewing a specific invoice. Finance tab Let's start from the finance tab. You can get here by navigating to Booking (1) > Children (2) > selecting a child (3) > and then Finance (4). Here you will be able to see all of the transactions for the child (5), consisting of payments and invoices. The current account balance can also be seen to the right (6). For a closer look at account balances, please have a look at our tutorial on this here. To record a payment, click on the '+ New' button (1) and select 'Payment' (2). From an invoice Now let's look at this from an invoice directly. From the child's finance tab, you can also click on an invoice. From here just click on the cog > 'Add Payment' (1). You will also have an have an additional 'Add Payment' button (2) within the payment details section. Alternatively, invoices can be viewed by navigating to Finance (1) > Invoices (2). If an invoice requires payment then once you click on the cog (3) you'll have an option to add a payment (4). Adding payment details Now that we've seen the different areas that you can add a payment from, let's have a look at what happens once we select the relevant 'Add Payment' button. Once clicked, a modal will appear where you can enter the details of the payment. You can: (1) Select the date you received the payment, which will default to the current date. (2) Enter the amount of the payment. (3) Select the type of payment received. The default is 'Other', but you can also select BACS, cash, cheque, credit card, debit card, or voucher. (4) Add a payment reference, which will be visible to the bill payers (optional). (5) Send an email receipt to the bill payers (optional). (6) Add an internal note, which will not visible to bill payers (optional). If you've arrived at the 'Add Payment' modal from a specific invoice directly, then some of the details will already be auto-filled to match the invoice amount (you can amend these if needed). Or if you've chosen to add a payment from the child's finance tab then you will need to fill out all of the payment details from scratch. Let's have a look at a specific example of recording a payment. Here I'm going to record a payment of £1,000 (1). At the bottom, within the 'Invoice Allocation' section, you'll see all of the invoices for that child that are not marked as paid and require payment (2). Once you enter a payment amount it will be automatically allocated and to the oldest invoice first. So in this example you can see that £989.82 has been allocated to invoice #152, and then the remaining £10.18 has been allocated to invoice #153 (3). You can manually amend payment allocation by changing the amount in the allocated field (1). If the payment amount is greater than the unpaid invoices, or if you allocate less than the payment amount, then the remaining funds will show as unallocated and can be used towards future invoices (2). Once you're happy with your payment and allocation, click to save (3). After saving you'll be taken back to the child's finance tab (or the main Invoices page if you added the payment this way), where you can see the payment (1) and amended account balance (2). We can see that the payment is 'Part Allocated' (3) (£10.18 unallocated). As some of the payment is unallocated, when you next create an invoice for this child, the unallocated funds will automatically be applied to the new invoice. If you click on the payment you'll see the details and can manually allocate the remainder of the payment from here (1). From the cog menu (2) you can also edit or delete the payment if needed (3). Sending receipts Once you have added a payment to Tapestry, you can also send a receipt of the payment directly to the bill payers. If you haven't got your bill payers set up yet then you can refer to our tutorial on this here. As we've already seen, you can choose to send a receipt at the same time that you record a page by ticking the option. You can also send a receipt for existing payments. To do this, go to Children (1) > select the child (2) > and then Finance (3). From the list of transactions, select the payment you'd like to send a receipt for (4). Once the payment is open, click on the cog menu (1) and select 'Send Receipt' (2). The bill payers will then receive an email notification receipt that looks like this: 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 @DebbieBradford, If you need to amend a child's Regular Schedule then you can do this by going to Booking > Children > select the child > Regular Schedule > select the schedule that needs changing > click on the Cog > Edit. Then from here click 'Edit Sessions' and make your necessary changes. And don't forget to Save at the bottom once you're done. 🙂 Best wishes, Alexandra

You're welcome @Mouseketeer. Happy to help!

Hi @Bev_Owen, @Sarah Morton_1055523668 and @Mouseketeer, We're very pleased to say that it's now possible to add extra charges on Tapestry's Booking and Invoices system! 🙂 This can be used to add any additional fees or items, such as consumables, to a child's invoice. You can start by adding the Extra Charges, and then they can be added to a child's regular schedule or applied as a one off charge. If you need to amend a child's invoiced regular schedule to add these, we would suggest to create a new schedule from the date after your latest invoiced period to avoid adjustments (but don't worry- new schedules will now auto-fill with the last schedule's details). These tutorials will show you how: Booking & Invoices: How to add extra charges Invoices: How to add extra charges to a child's regular schedule Invoices: Adding a one off extra charge for a child We hope you'll find this new feature useful! If you have any questions or feedback please let us know. Best wishes, Alexandra

Hi @Joanne79, Great. We've made a note of your interest in this feature as well, so we'll be in touch when it's released on Tapestry. 🙂 Best wishes, Alexandra

When adding an assessment framework to your observation, a handy feature is the ability to 'favourite' an assessment framework, and also favourite aspects/areas and age bands/levels/stages within that framework. You can use this to quickly add assessments for your most used ones. To add a favourite you first need to select the relevant framework. From here you'll see the favourite button (a star) in the top right-hand corner. Once you press on this button you'll see it turns orange to indicate it is now a favourite. Now that you've added your favourites, when you select 'Pick assessments' from an observation, you'll see your favourites appear at the top of the screen for easy selection. To remove a favourite you just need to go into it and unselect the star button: it will then no longer show as orange. And that's it! For more details on adding an observation within the app please have a look at this tutorial. Back to Main Tutorials Page

Hi @Bev_Owen The ability to add extra / consumables charges is something coming in a later release to Invoices! I've made a note of your interest in this, so we'll be in touch to let you know when it's available on Tapestry. In the meantime, you can decrease the cost of your session to account for food, and then add both the food and the weekly voluntary donation as an "Additional Line Item" which you can add to each invoice. You can use this for any kind of additional charge and they can also be used to discount things from an invoice. You can read more about how it works in this tutorial: Invoices: Generating an invoice. Best wishes, Alexandra

Hi AndreaStClares, Thanks for getting in touch with some suggestions for our Online Register! I've fed these suggestions back to our development team to discuss. So if we add a total attendance column, the ability to view future weeks, or an offline use we'll be in touch to let you know. In the meantime, to register offline, you would need to use the Printed Register and have a hard copy. Alternatively, depending on your device, you could export the printed register to PDF and fill in the details on your device without needing a paper copy. On iOS you can write on documents on the notes app, and this may also work on Google Drive on Android. Best Wishes, Alexandra

Hi @Stephen Crawford, We're pleased to let you know that it's now possible to search within assessment frameworks and flag sets on the Android app! Please just make sure that you have the latest app version installed (5.0.0) and then you'll see the search function in the top left of the relevant pages. Best wishes, Alexandra

If your child's setting have decided to share Care Diary entries with you, then you can access the feature on the Android app by navigating to the Care Diary tab at the bottom. Here you'll be able to see the current day's Care Diary entries for your child that the setting have allowed you to view (1). If you'd like to view entries from previous days then you can click the arrow to go back a day (2), or tap on the date (3) which will open up a calendar view where you can navigate to any previous date. Select the preferred date (4) and click on 'OK' (5). You will then be able to see entries added on that date. As well as Care Diary entries, you will also be able to access Care Diary comments by clicking on the 'Comments' button (6). A red icon will notify you of unread comments. On the comments page you will be able to see comments from the last 7 days, shared between yourself and your child's setting. You can view comments (1) and add your own (2). You'll be able to see the date of each comment (3), and, similar to the entries page, you can navigate to a previous day (4). If you have more than one child on the account then by default you will be viewing the entries and comments for both children together (1). If you'd like to view the Care Diary for one child at a time then click on the down arrow (2), select the child (3), and click 'Done' (4). Back to Tutorials Page

Hi Ciara, We're pleased to let you know that Tapestry’s Online Register is now available! You can access our tutorials for this below: Online Register Online Register export We’re not quite ready to release it on the apps yet, but we know many of you will be keen to explore, so we are releasing it as a ‘beta’ to start with. This means that whilst the released functionality has been fully tested and you are welcome to start using it, you may see some tweaks over the next few months - most notably, it becoming available on the apps. In the meantime, you can use the browser version of Tapestry on your mobile devices to access the Online Register. This video shows you how. Best wishes, Alexandra