Skip to content
Explore TapestryExplore
Educators' HubEducation
Log In
Tapestry Support written in grey and purple text, with a cog replacing the 'O' in Support.
  • Tutorials
    For Staff
    For Relatives
  • Features
  • Resources
  • Parents & Carers
  • Learn Tapestry
    Learning Lab
    Demos & Training
  • FAQs
Contact Us
Try Tapestry for Free

Learning Lab » Tips & Tricks » How to prepare your Tapestry account for a new academic year

An illustration of a school with a playground
  • Tips & Tricks

How to prepare your Tapestry account for a new academic year

  • March 7, 2025
  • By Emily

This guide covers all the things that you might need to do on your Tapestry account in order to prepare it for the next academic year.

Pressed for time? Here’s a quick summary

Whether you’re wrapping up your year, preparing for transitions, or welcoming new children, this quick summary covers everything you need to get your Tapestry account ready.

  • Export journals & media – Download children’s journals as PDFs and media files in bulk or individually.
  • Transfer children – Move profiles to the new setting or school and delete them from the original package.
  • Remove old users – Clear out children, staff, and relatives no longer with you.
  • Manage new users – Add newcomers, their families, and any new staff members.
  • Organise your account – Update key people, review groups and rooms, ensure contact details are correct.
  • Review your setup – Consider whether separate packages for different cohorts work best for your setting.
Download the Start and End-of-Year PDF Toolkits

Exporting children's journals and videos

At the end of a child’s time at your school/setting or at the end of each year, you can export a PDF copy of their learning journal for your own records and to give to parents/relatives. You can do this in bulk to save time and you can make the journals accessible for parents to download through their own Tapestry accounts. This mean you don’t need to provide them with a USB stick/CD/printed copy or send these to parents yourself!

You, the school or setting, or parents/relatives, can order printed book versions of children’s journals. Have a look at this page to find out more.

Videos are not included in the exported learning journal due to the PDF format, but you can export a ZIP file which can include all photos and videos for a child. Like exporting the learning journals, it is also possible to do this in bulk.

Here are the tutorials which talk you through how to export a child’s journal and a export a ZIP file of their media.

A Tapestry Printed Journal cover page, featuring a child called Amelie. The text reads 'When Amelie went to Tapestry Nursery'.

Transferring children

If a children are moving to another setting that also has a Tapestry account, or they are moving up a year into another Tapestry package, you might want to transfer their learning journal, assessments and any associated relatives accounts across to the new package. 

Bear in mind, transferring children to another package won’t remove them from the current one so make sure to check out the section on deleting children after the transfer has been completed.

Tapestry child transfer icon

Deleting children, staff and relatives

Once you have exported any data and transferred children’s accounts, you will need to delete the children that are leaving to then be able to add the new starters. 

Once you delete children from your account they will remain in an awaiting deletion state for 90 days. During this time they will not take up child spaces on your account and you can restore them if needed.

You may also need to delete relatives for children no longer at your setting or delete any staff that have left. 

Adding new children

Once you have enough free child spaces on your account (see above for deleting children), you can add new children. It’s possible to do this individually or in bulk via a CSV file. The below tutorials cover both options:

  • How to add a child individually
  • How to create a CSV file
  • How to upload a CSV file to Tapestry
An illustration of two key stage school children reading a book together.

If you have a crossover period between adding new children and removing ones that are leaving, you can now add new children as ‘enrolling’. This means they will not contribute to your number of active child spaces and you can’t use the full functionality of Tapestry with them but you can complete actions such as adding them to groups and linking them to their parents/relatives.

The tutorials for adding children cover how you can add children as enrolling. When you have the necessary spaces on your account, you can activate the enrolling children by following these steps. 

Please note, once you make an enrolling child active it’s not possible to change them back enrolling. Also, it’s only possible to add the same number of enrolling children to your account as you have spaces for active children, so if you have our up to 60 child package, you could only add up to 60 enrolling children.

Continuing with the same children

If you are continuing with the same children, in the same package, you might need to change any key children you have assigned or manual groups you have set up.

Making sure your account has the correct contact details

As well as deleting the staff that have left, it’s important to make sure all of the contact details for your remaining staff are correct. The email addresses staff members login with are where their notifications and password reset links are sent, so you should check that those are up to date – especially for the managers.

Tapestry Managers can edit staff details on the ‘Manage Staff’ page of the Control Panel.

You should also check the details in your ‘Contact Details‘ section in the Control Panel. There you can input a contact email for us to use if we ever need to get in touch about your account and one which displays for parents/relatives if they need assistance with their account.

Finally, you should think about where invoices are sent. Although any manager will be able to access your invoices via the Control Panel -> Overview, they are also emailed to the account holder when they are first generated. You can view the account holder email on the Overview page in the Control Panel as well. If this needs updating, please get in touch with us by emailing
customer.service@eyfs.info.

An icon of a phone ringing

Managing your packages

This is especially important for larger settings or settings that use, or are planning to use, Tapestry across several cohorts or years. We do recommend having a separate package for each cohort/or year as we have heard feedback from settings that they find this more manageable.

We have written an article which goes over your options if you have multiple packages which you can find here. If you have all of your children in one package and would like to discuss separating them into different packages you can contact us at customer.service@eyfs.info.

Get Ready with Tapestry’s Start and End-of-Year PDF Toolkits

End of Year To-Do Lists

Download

Start of Year To-Do List

Download

Emily

Product Support and Testing Manager
Emily joined the FSF and Tapestry in 2016 after completing her bachelor’s degree in Arts and Culture at Maastricht University in the Netherlands. She is now the Product Support and Testing Manager. Fuelled with lots of tea, and assisted by her playful dog Ruby, she oversees the teams that test all our new features and help our lovely customers with all their Tapestry needs.

Have you tried Tapestry yet?

Take out a free, no-obligation two week trial today.
Sign up for free
Read More
A photograph of someone holding a tablet and tapping the screen.
Tips & Tricks
Olaya

How to check if your device can run the new Tapestry app

Follow our step-by-step guides for iOS and Android devices to discover how to check if your device can run the new Tapestry app.

Read More »
1 October, 2025
Illustration of a practitioner editing a child's schedule in their office, to apply stretched funding.
Tips & Tricks
Kat

Managing Stretched and Non-Stretched Funding on Tapestry

Learn how to manage stretched and non-stretched funding on Tapestry, using the Management System.

Read More »
19 September, 2025
An illustration of two people using some tablets
Tips & Tricks
Vanna

Printed Journals – Advice for Staff

Find out some useful things to note when relatives want to purchase their child’s journal as a printed book.

Read More »
18 September, 2025
Tapestry logo in a white circle

join our mailing list

Be the first to hear when new features are released!

Stay in the loop
Sign up
Stay in the loop
Facebook-f Instagram Linkedin Youtube
Quick Links
  • Tutorials
  • Features
  • Resources
  • Parents & Carers
  • Parents' Club
  • Learning Lab
  • Demos & Training
  • FAQs
Get In Touch
  • customer.service@eyfs.info
Security
  • Privacy Policy
  • Cookie Policy

© 2026 All Rights Reserved.