Sometimes you may find two separate profiles for the same child on your account. This can happen if they were added a second time by mistake or by a different staff member, or if they were transferred into your account after them already having a profile.
When this happens, their observations, reports, relatives, key workers etc. may be split across two profiles, which can make the child’s learning journey harder to manage.
You will need to be a manager on the browser version of Tapestry to merge children.
The Merge Children feature is designed to bring those records together by moving selected information from the duplicate profile, called the Source Child, into the profile you want to keep, called the Target Child. After the merge, the Source Child is removed and the Target Child remains as the child’s main profile.
Key Terms
- Source Child: The duplicate profile that will be removed after its records are moved over to the Target Child.
- Target Child: The profile you want to keep. If there is conflicting information, the Target Child’s information usually takes priority over the Source Child.
What is merged
- Observations and Reports are moved from the Source Child to the Target Child and merged together.
- Snapshot overrides and locked values are done on a period-by-period basis. Data will transfer from the Source Child only when the Target Child does not already have data for that period. If this happens and the Source Child’s snapshot is locked, then the Target Child’s snapshot will become locked too.
- Key workers and Group memberships are combined where possible; the Target Child will maintain both their original and the Source Child data.
- Relatives and the nature of the relationships will only transfers from the Source Child if the Target Child does not already have a linked relative.
- All About Me only transfers from the Source Child if the Target Child does not already have a filled in or partially filled in All About Me page.
- Child user details such as name, date of birth, EAL, SEN and profile photo are not merged.
How to merge children
Star by going to Configuration > Children > Manage Children.
From here, find the duplicate child profiles by scrolling or using the search box.
Decide which profile is the Source Child and which is the Target Child. Usually, keep the most complete profile as the Target Child.
Once you have decided, select the cog icon for the Source Child and then choose Merge with Another.
Now you are on the Merge Children page. You can see the Source Child you started the merge with and a section that shows what information your Source Child will be merging.
You’ll also see that the section for the Target Child is empty; select Change in the Target Child section.
Choose the correct Target Child from the pop-up list, then select Submit. The already selected Source Child will be greyed out.
Check the Source Child and Target Child and their data carefully before confirming the merge. The action cannot be undone by you once it is completed, and some information from the Target Child may take priority if both profiles contain conflicting details.
If you find that you have the wrong Source or Target child you can Change the selected child, or if you need to swap them around you can use the Swap button.
If everything is correct, are you are happy to proceed select Merge at the bottom. Then confirm by selecting OK.
After the merge completes, check that you are taken to the Target Child’s overview page and that the success message appears.
And that’s it! If you have any questions or need help with your merge, please contact customer.service@eyfs.info.