If you have never used the Management System on your Tapestry account before, you will see the Setup Wizard, which will guide you through the steps you need to get started. If you would like to learn more about the Setup Wizard, check out ‘Setting up the Management System – Part 1‘.
In this tutorial we’ll look at how you can create, edit and delete Rooms; rooms can make your bookings easier to manage as you can view bookings for each room separately. You can also view the total number of bookings in each room to help you manage capacity and staffing. You can find this section by going to Management System > Config > Rooms.
Adding new rooms
To add a new room, click the + Add Room button in the top right, and this will bring up the new room pop-up.
You can now choose the details for the room in the pop-up. It will need a name, but you can optionally give it a colour and a description to help differentiate it from other rooms.
You are also able to choose an age range for the room, but you can leave this blank if the room will have a mixed group.
The last thing you can do is set the ratio. There are two options for this:
Option 1: single age range with staff ratio
Option 2: Multiple age ranges with staff ratios
Viewing, deleting and editing rooms
Once you’ve saved your new room, it will appear on the page, at the bottom of the list (if you already have existing rooms). You will be able to see the capacity you’ve set, as well as the staff ratio.
From here you can view the room, delete it or edit it.
If you choose to view a room, you will be taken to that room’s overview. You can find this same view in the main menu by going to Management System > Rooms > Room Name.
To see occupancy in a particular room in real time, you will need to allocate children to rooms, then create their regular schedules. To learn how to interpret the daily and weekly booking screens you can take a look at our guide to the booking overview screens.
Have you added your Funding Types yet? If not, you can use the buttons below, or go to the next tab, to find out how to add funding types, that you can add to children’s schedules for reference.
If you haven’t already, you could also go back to ‘Setting up the Management System – Part 1‘ to add any Extra Charges, choose your Opening Hours and Closures, or set up your Sessions.
If you have never used the Management System on your Tapestry account before, you will see the Setup Wizard, which will guide you through the steps you need to get started. If you would like to learn more about the Setup Wizard, check out the Getting Started tab.
This screen is where you can enter the different types of funding your setting receives and their rates. Whilst you can apply funding types to children’s regular schedules, the rates are just there for your own reference. You can find this section by going to Management System > Config > Funding Types.
You can add the funded hours themselves as part of adding children’s regular schedules. There you can apply funded hours, down to the minute, to specific sessions on a child’s weekly schedule.
Add a new funding type
Start by clicking the + Add Funding Type button to bring up the new funding type pop-up.
Here you can add the details of the funding type you receive from your Local Authority. Give the funding type a name, and tell Tapestry what the rate is, and from what date it applies. When you’re happy the details are correct, click Save.
Viewing, editing and removing funding types
Your funding types will appear in a list, with the newest ones added at the bottom. You can click the pencil icon to the right of any of them to edit them.
You can add a new rate to your funding types by clicking Add Rate at the bottom of the pop-up, and then typing in a new rate and the date that will start from.
This change of rate will not affect your invoices in any way, as funding types are purely for your reference.
Now that you’ve added your Funding Types, we can take a look at how you can structure your PDF Invoices, and you can choose how you would like them to appear for Bill Payers.
If you haven’t already, you can also go back and add Rooms to Tapestry.
If you have never used the Management System on your Tapestry account before, you will see the Setup Wizard, which will guide you through the steps you need to get started. If you would like to learn more about the Setup Wizard, check out the Getting Started tab.
This screen is where you can tailor what information is displayed on all invoice PDFs generated on your account. You can also choose to include other information, such as detailed breakdowns of costs and balances brought forward. You can find this section by going to Management System > Config > Invoices.
Your invoice header and footer
The first thing you can choose is whether you want to use your setting logo (set in Configuration > Contant & Other Details) in your invoice header. You can put custom text in your header and footer, such as your setting’s payment details, due dates and other information you wish for bill payers to see.
You can assign Bill Payers to a child in several places across Tapestry; when linking relatives to children, from a child’s Finance dashboard and also during the invoice generation process.
Additional Details
Due Dates
You can set the due date for your invoices here. Rather than setting a specific date, you can tell Tapestry how many days after an invoice is generated it should be due.
Balance Brought Forward
You can also choose to show a child’s balance brought forward and total now due on all invoices generated from the moment you configure this option. To do so you only need to tick/untick the checkbox. Click on the ‘Show Example’ button to see an example of what this would look like.
Regular Schedule Summary
Another thing you can do is choose whether a summary of the child’s regular schedule is included on PDFs, and whether those rates are shown. Click on the ‘Show Example’ button to see an example of what this would look like.
Detailed Breakdown Section
The last thing you can include is a detailed breakdown section on PDFs , and whether those rates are also shown. Once again you can see an example of this using the ‘Show Example’ button.
The options you select on the invoice format page, once saved, will appear on the next PDF invoice you generate. New changes to your invoice format will not affect PDF invoices already sent to Bill Payers.
In the last tab, we will cover how to add Discounts to Tapestry; these can be applied to specific children, so that you can give their Bill Payers a percentage discount of your choosing.
Head to the previous tab to see how to add your Funding Types.
If you have never used the Management System on your Tapestry account before, you will see the Setup Wizard, which will guide you through the steps you need to get started. If you would like to learn more about the Setup Wizard, check out the Getting Started tab.
In this tutorial we will be going through how to add and edit discounts to use within Tapestry’s Management System.
As a setting, you may have different discounts you want to apply to different children. This could be from sibling discounts to staff discounts. You can find this section by going to Management System > Config > Discounts.
Let’s get started!
Add a new discount
Any discounts that have already been added will appear on this page. To begin, click on the Add Discount button in the top right.
In the pop-up box, you can add the details of the discount, including what the discount will be as a percentage. You can also choose to make the discount Active or Inactive; discounts are active by default, but if you are adding a discount before you are ready to use it, you may wish to add it as inactive initially.
You can also choose what the discount will apply to:
- Bookings on regular schedules
- Extra bookings
- Extra charges (scheduled and ad-hoc)
Select the options as required.
Viewing and editing discounts
Your discounts will be listed on the main screen, with the newest at the bottom. You can edit any of the discounts by clicking the pencil icons on the right.
Any changes you make to the discounts will affect the next invoices of the children who have this discount applied. Existing invoices will remain unchanged.
Discounts can be applied by going to an individual child’s dashboard, and adding the discount on the Finance page.
And that’s it!
You can use the buttons below or the tabs to go back and add your Invoice Format if you haven’t already.
If you have already set up everything you need from within the Config menu, why not go ahead and explore children’s Dashboards?