In this tutorial we’re going to cover how to add relatives to your Tapestry account either individually or in bulk via a CSV file.
The second tab will walk you through how to do this individually, the third tab will explain how to create a CSV file to upload relatives in bulk, and the fourth tab will talk you through how to then upload your CSV file to Tapestry.
Please note, only managers on Tapestry can add, edit or delete relatives from an account.
On Tapestry you can add as many relatives as you wish, and you can link multiple relatives to the same child. If there is a family that would like to have an account for every single member, e.g. parents, grandparents, uncles, aunts, etc., that is absolutely fine!
In order to add a relative to Tapestry, you will need to know their email address. When you are ready to go, head to Tapestry Journal and log in.
Add a new relative
Relatives can be managed via the Configuration menu on Tapestry. Start by clicking the Configuration button in the bottom left corner, then navigating to Relatives > Manage Relatives.
You will find yourself on the Manage Relatives page. Click + Add Relative in the top right to add a new relative to your account.
You can add a profile photo for the relative at this stage if you like, but these can always be added in bulk later on. Fill in the details for the relative, making sure you have something in the First Name, Last Name and Email address boxes.
The email address will be the relative’s username, and where their activation email is sent. Double check it is correct before continuing.
You can leave the Phone number and Collection password boxes blank if you need to.
Activating the new relative
Next, it’s time to decide on how the relative will be activated. The default is Email an activation link to the user. This will let the relative choose their own password.
The other options available in the Account Activation drop down are:
- Manually enter the password and make active immediately – this allows you to set a password for them.
- Do not activate – if you want to add a relative ahead of time, say before their child starts at your setting, you can choose this option.
Linking the individual relative to their child/children
Now you can choose which children are related to this relative. Click Attach new child to begin, then choose the child/children from the drop-down list. They are listed in alphabetical order by first name.
Once you’ve done that, you can tell Tapestry what relationship this relative has to the child, and whether this relative has Parental Responsibility and/or is a Bill Payer.
The Bill Payer option is related to Tapestry’s Nursery Management System. If you select this for the relative of a child, it means that invoices you create for the child can be sent to them.
When you’re happy with your entries, you can go ahead and click Save at the bottom of the page.
You can upload relatives in bulk onto Tapestry via a CSV file (created in Excel). Below is a quick guide to show you how your CSV file needs to be laid out, and how to save it so that it’s ready to upload.
Start by creating a new file, or opening a file you wish to modify, in Excel.
You can have up to 5 fields in your CSV:
Mandatory:
- First Name
- Last Name
Optional:
- Phone number
- Collection password
Ensure that your file is laid out as the screenshot above, with the titles of your fields (First Name, Last Name, Email and optionally Phone number and Collection password), in the cells at the top. Then fill in the columns with the data you need.
Before saving your file, please ensure that:
- The name and email address fields refer to the relative’s names and email address, not the children’s.
- There are no blank rows in your file.
- There is no additional data other than the fields specified.
- All mandatory fields contain data. You can leave optional data cells (phone numbers and collection passwords) blank if you need to.
You will now need to make sure that the file is saved as a CSV. When you’re ready to save, go to File > Save As and ensure the file type you choose is CSV (Comma Delimited) (*csv).
You’re now ready to upload your file! Head over to the next tab for the next steps.
To upload relatives in bulk to Tapestry, you will first need to make sure you have a CSV file containing your data, that follows Tapestry’s specifications. For details on how to format a CSV so that it is ready to use, please see the previous tab.
Uploading your file and mapping your fields
First you will need to navigate to Configuration > Relatives > Manage Relatives, and click ‘Import CSV’ in the top right. This will take you down the page to a box with the option to upload your CSV file.
Once your file is uploaded, you will then need to tell Tapestry which columns it needs to use to add your relative’s details; this is called field mapping.
On the first screen, you will see that there are two columns: Input Name and Tapestry Name. Your columns should match each other, but you can use the Tapestry Name drop down menus to change these. When you’re ready, click ‘Next Step’.
Select relatives to upload
On the second screen, you can tell Tapestry which relatives you would like to import from your CSV file. You can either select all, or choose the specific ones you need.
Tapestry will tell you if an email address is already in use on your account. You can use the check boxes to untick these.
Activating relatives
The last screen will let you choose how you would like to activate these users.
There are three options to choose from:
- Activate by email
- Generate activation links
- Generate random passwords and PINs
We recommend activating by email as this is the simplest option; this will send emails to each of the relative email addresses, and will contain a link that allows them to choose their own password.
Clicking Generate activation links will produce URLs that you will need to send to the users yourself. By visiting that URL, the user will be able to create a password and activate their account.
Generate random passwords and PINs will generate a password and PIN for each user and activate them straight away. Users will not receive a confirmation email if you decide to activate their account this way. You’d have to either send them their password, or let them know that their account is now active and they can request a reset password email by clicking on ‘having trouble logging in?’ on http://www.tapestryjournal.com to gain access to their account.
If you choose either of the last two options, you will need to save a copy of the URLs or PINs/passwords, as once you have moved on from this page you will not be able to get them back.
When you’re ready, click ‘Finish’, and you’re done! You should now see the relatives on your account.
Now it’s time to link the relatives to their children, or add child profiles if you haven’t already.