In this guide we will walk through how to use the Care Diary on the browser version of Tapestry. If you haven’t set up the Care Diary yet please take a look at this tutorial, which also covers setting user permissions for the Care Diary.
The Care Diary is also accessible via the Tapestry app, which you can find out about in this tutorial.
For a closer look at accidents at home and in the setting, incident forms, and medication please take a look at the following tutorials which go into these in detail:
Accessing the Care Diary
When logged into the browser version of Tapestry, start by clicking on the Care Diary tab from the left hand menu.
The Care Diary features
On this screen, you will see a list of all the children within your setting.
You will also see the Booked in tick box. Tick this box to show only the children who have a booking on the selected day.
If you’d like to filter the children that appear, such as a certain group, click Filter & Sort Children. When you’re done, click Apply.
To add an entry, select the child you want to add it for. You’ll then be able to select the entry type.
Once you have selected the entry type, follow the steps to complete the form and finish these by clicking Create.
If you’re logging a sleep entry, as well as on clicking Sleep Check you can also use the toggle. This will automatically log the time you marked the child in/out of bed. If this needs to be edited, you can click the pencil icon.
You’re also able to set any available drinks for the day. Do this by clicking on Set available drinks.
You can add drinks that are available throughout the day here and Save. This/these will then appear in the care diary entry for every child for that day. If you have entered drink options previously, you will see them reappear within the list of options.
This happens when you have the All-day drink autocomplete option ticked through the Care Diary settings. For support with configuring your Care Diary settings, take a look at the tutorial at the end of this guide.
Editing and deleting entries
If you need to edit or delete an entry in the Care Diary, first select the child you require. Next, select the correct date containing the entry you need to change. Once you have found the entry, click on the three dots to the right. This will bring up the options Edit or Delete.
Adding entries in bulk
If you’re wanting to add an entry for multiple children at once, then you can do so by clicking the box next to their name. Or if you’re selecting all children, click Select all.
You’ll then have the option to Choose Action, where you can choose the entry type. It is not possible to add bulk Accident or Medication entries.
In the example below, we’ll add a meal entry. You are presented with a Main Control at the top of the screen where you can add all of the details such as meal type, what food there was, and how much was eaten.
Then, to tailor it to the individual child below the main control you’ll have the list of children. To expand all children’s boxes, click Expand all. Alternatively, click the arrow to expand the details for the individual child.
You can then amend their entries to customise them even further such as the amount eaten.
Don’t forget to save by clicking Create at the bottom of the screen.
Comments
To make a comment for a child, or view or reply to a relatives comment, click on Comments.
If you have a new comment from a relative, you will see that there is an unseen comment to read.
Accident entries
When an accident entry has been added for a child, before the relative is notified you will see it appear as requiring sign-off at the top of the page.
If you have set staff user permissions so that staff are unable to approve accidents, incidents or medication, then they will appear first under Forms requiring approval and will need to be approved by a manager before relative sign off.
In this screen, you’ll be able to share forms with relatives if you haven’t already. Do this by clicking the button to the right of each entry. After forms have been shared, you’ll see a green label telling you it has been shared successfully.
Relatives will then be able to access and sign off the accident from their own account.
Permitting relative access and notifying
Once you have added entries, when relatives can view and are notified of the entries is dependent upon the setting ‘Staff must permit relative access to daily entries’, which you can set from Configuration > Features > Care Diary Settings.
We’ll cover the steps for both scenarios below: having this setting enabled/ticked or not.
Please note that relative access and notifying works differently for accidents at home and in the setting, incidents, and medication. Please look at the relevant tutorials linked at the top of this tutorial for information about this.
If 'staff must permit relative access to daily entries' is enabled
Relatives will not able to view entries within their child’s Care Diary until the entries have been made visible to them. If you do this individually, per child, then when you make the entries visible the relative will also receive a notification drawing their attention to the Care Diary. If you give access to the entries in bulk then this does not send a notification at the same time; it requires two separate actions.
To give access and notify individually per child, click on the child from the main Care Diary page and then select Share Daily Entries with relatives. Once you do this the relative will then be able to see all of the entries that been been added up to that point on their child’s Care Diary. In addition they they all receive a notification drawing their attention to the Care Diary.
When you return to the child’s Care Diary overview you’ll see a message to let you know if and when the entries were last shared. If new entries have been added since, you’ll be able to see which entries are not visible to relatives and can again Share Daily Entries with relatives. All of the entries can be hidden, if needed, by clicking on Hide Daily Entries from relatives.
To give access and notify for several children in bulk you need to tick the box of the children you would like to do this for. Then at the bottom of the page click on Choose Action and you will see options for:
- Make Entries Visible to Relatives
- Hide Daily Entries from Relatives
- Notfiy relatives
Unlike doing this from an individual child’s overview page, giving access does not also send a notification at the same time, so you will need to click on the relevant action to do as it says.
If 'staff must permit relative access to daily entries' is not enabled
Relatives will be able to view entries within their child’s Care Diary as soon as they have been added. Therefore, the only thing you’ll need to do, if you wish to do so, is to send the relative a notification drawing their attention to the Care Diary.
To notify individually per child, click on the child from the main Care Diary page and click Notify relatives.
When you return to the child’s Care Diary overview you’ll see a message to let you know when the relative was last notified and if any new entries have been added since. You can Notify relatives again at any point.
To notify for several children in bulk you need to tick the box of the children you would like to do this for. Then at the bottom of the page click on Choose Action and Notfiy relatives.
And that’s it; we hope this supports you in using the Care Diary feature!
If you are just using accidents, follow the Accidents & Medication guide on the left. Alternatively, for support on the set up of your Care Diary, follow the guide on the right.