This guide is going to show you how to use the Online Register for Children, and how to print paper registers for a room or the whole setting.
You need to first have the Management System set up in order to access registers. This tutorial will run you through it.
Both managers and staff members can have permission to use the child Online Register.
However, a manager can disable staff access to the online register via Configuration > Staff > Staff User Permissions > Management System: Online Register. You can find out more about how to enable and disable user permissions on Tapestry in the tutorial Setting user Permissions
The Online Child Register is accessed via the Registers option on the main menu and by selecting Child Register.
This feature is only available to be viewed by Staff with the correct user permissions and you have to have the Nursery Management System enabled and configured to be able to use the child and staff registers.
When you are presented with the Child Register page, you will be able to select a date for the register, the room or whole setting and also the sorting order. By default the page will show the current day and the whole setting, and it will be ordered alphabetically by the children’s first names. You can also select whether or not you would like the page to show children without bookings.
If you have a closure on the day you have selected or if you are looking at the register for a day in the future, you should see a messages noting this.
If you are viewing a past register you will also see a message informing you of this.
At the top you’ll also see a totals count of the day which will tally the number of children currently attending and expected. You can mark a child in by clicking the green In icon. When they have left you will be able to mark them out by clicking the orange Out icon.
The children’s boxes will be shaded in green or orange to show whether they are currently in or out. The times shown will reflect the time you clicked the In and Out buttons – provided you are on the current day – but we’ll look at how you can edit these next.
If you click on the child’s name highlighted in blue in the top right-hand corner, this will take you to the child’s Management System dashboard.
By clicking on a child’s name on the list of children on the register, you will see some further options on the right of the screen. these include:-
- Allowing you to edit the times the child was marked in or out.
- View collection passwords for relative/s linked to the child. Just click on the ‘eye’ icon to view the password/s for the relative/s.
- Add an absence for the child (only manager can do this)
- Check bookings for that child for that day.
- Add a note related to the child if needed.
- Any notes you add will appear under the Notes section on the register.
If you need to delete or edit a register note, just amend or delete the text under in the Register Notes field and click Save Register Notes.
This section covers how to export and print a PDF child register to use as a paper register from the Management System on Tapestry.
Tapestry can generate registers based on bookings you have made for a single day or extended period.
Staff who have permission to use the Registers feature on the account can find this option on the main Tapestry menu by selecting Registers and then Child Paper Register.
Under Export Options you can choose the dates that you want the register to start and finish on. By default the Start Date and the End Date are the current date. Leave these as they are to export just today’s register, or set a period of days or weeks to export several registers at once in the same document. You can also select a start date in the past if you need to backdate a register.
You can then choose to either export a separate register for each room, selecting the room/s that you want to generate the export for, or to generate a combined register for all children at the setting.
Once you’ve set your export options, if you wish to personalise your printed register layout, you can click on the down arrow to expand the Layout Options section. You have a few layout options that you can choose from:
- Choose between a daily, or weekly register.
- Choose between showing a child’s overall arrival / departure time, or their individual booking times.
- You can include a child’s DOB and age, and include three extra blank rows and added booking notes.
- Choose between having no extra field, an additional notes field, or a dropped / collected by field.
- Choose between sorting the children alphabetically by first or surname, by age youngest or oldest first, or by arrival time.
- Choice of font sizes: small, medium (default) or large)
- Choose whether to have a page break between days when printing a register for more than one day.
Once you’re happy with all of your export and layout options, click Generate PDF to generates your register which you can then print as required.
Just to say, the layout settings will be saved when you click the Generate PDF button. The settings will apply to all other users when they generate a child register, but can be changed if needed when subsequent paper PDF registers are generated.
If you are not making any changes to the current layout options, you can just select Generate PDF to generate the PDF for the paper child register, which you can then print as required.
An example of a printed child register is below. In this example, 3 blank rows have been selected as an option in Layout Options.
And that’s it! You have generated a child paper register for your required dates and rooms, which you can print as needed!