In this tutorial we’re going to cover how to send and receive children, and their linked relatives, between different Tapestry accounts.
The following information can be included in a child transfer:
- A child’s linked relatives
- Their observations
- Any EYFS 2021 or Cherry Garden Monitoring judgements
- Any Bespoke Flag sets or Bespoke Frameworks added to your Tapestry account
- Any snapshots from assessment frameworks
- Their reports
Please note only a manager on Tapestry can send or receive children to/from other Tapestry accounts.
The tabs in this tutorial will talk you through how to transfer children to a different Tapestry account and how to receive children that have been sent from a different account.
To complete either action you’ll need to navigate to the Configuration section on the navigation menu.
From there, select Children and then Transfer Children.
Starting a child transfer
On the Transfer Children page you will see you have two options: to send children to another account or to receive children from another account.
In this section we’re going to focus on transferring children to another account, so click on the Send children to another setting button.
Selecting data for a transfer
You will then need to go through the Start Transfer page where you can select what data you want to include in the transfer.
Firstly, you’ll need to select children and choose whether you want to include linked relatives in the transfer as well.
In the Observations section you can select what information you want to include from observations and the type of observations you want to include.
In the Assessments section if you use either the EYFS 2021 flag set, or the Cherry Garden framework, you can select whether you want to include saved judgements from either of these frameworks.
If you have any Bespoke Flag Sets or Bespoke Assessment Frameworks on your account, you will then see sections for either/both of these. Here you can choose whether you would like any of the flag sets and/or assessment frameworks to be included in the transfer.
Lastly, if any of the assessment frameworks you use on your account include Snapshot tracking pages, you can choose whether you want to include these judgements.
You can also include written reports you’ve created on your account. If you do choose to include reports, you will then be presented with further options as to what type of reports you want to include and what data from reports you would like to include.
If you’re happy with everything on this page, click on the Start Transfer button.
Once you’ve clicked to start the transfer, you’ll see a pop-up box confirming which children and what data will be included in the transfer.
To proceed, click Start Transfer.
Sending the transfer name and key
After clicking Start Transfer, you’ll see a confirmation message that this has been started.
In the Current Transfers section on the Transfers page, you’ll see the transfer and at first, it will show as In Progress.
Once the transfer has finished generating a name and key to send over to another account, it will show as Requires Attention.
Click on the transfer to see the transfer name and key.
At the top of the page for an individual transfer, you will see the Transfer Name and Transfer Key.
You will need to send both of these pieces of information across to the receiving school/setting. We recommend copying and pasting them across in an email so they can copy them from there to ensure no mistakes are made.
Approving the transfer
After the receiving school/setting have entered the transfer name and key into their account, on the main transfers page, you will see the transfer will then show as Requires Attention again.
Underneath the transfer name you will see the name of the school that has received the transfer.
Click on the transfer name to proceed.
On the next page, at the top, you will then see the transfer requires your approval.
There is the option to reject the transfer at this stage to stop it.
If you’re happy to proceed, click on the Approve button.
After the transfer has been approved, you’ll see a confirmation message to say that the receiving setting now needs to complete the process on their end.
Await the transfer completion
Once the receiving setting has taken care of the last part of the transfer on their end, the transfer will then be processed by Tapestry.
After the transfer has been processed, you will then see the transfer in the Previous Transfers section on the Transfers page and it will show as Complete.
After a transfer has been completed, the children included in the transfer are not deleted from your account, so if you need to remove them, you will have to do this manually. This tutorial will talk you through how to do this.
Claiming a transfer
To receive children from another Tapestry account, on the Transfer Children page, you’ll need to enter the Transfer Name and Transfer Key they have sent over to you and click Claim Transfer.
You will then be presented with a pop-up box where you can see an overview of what will be included in the transfer.
To proceed, click on the Receive Transfer button.
Await approval from sending account
Once the transfer has been received, the sending setting will just need to approve it from their end.
Whilst you wait for this to happen, you can keep track of the transfer from the Current Transfers section. Until the sending setting approves the transfer, it will show as In Progress.
Selecting data to receive
When the sending setting have approved the transfer on their end, the transfer will then show in the Current Transfers section as Requires Attention.
Click on the transfer to proceed.
You will then be taken to a page where you can see all the information for that transfer.
At the top of the page you will see you now need to select data to receive. Click on this button to continue.
On the Import Transfer page you will need to check all the data that will be included in the transfer.
For any data that is included, if you do not want it to be transferred, you will need to make sure you deselect it on this page.
Firstly, you will see a list of children included in the transfer. They will all be selected by default, so if you need to remove any, you will need to untick their names to remove them.
If children’s linked relatives have been selected to be included in the transfer, you will see the include relatives option is also selected by default.
You can then check the further Observations, Assessments, Snapshots and Reports section to see if data from these features has been included, and if so, what specifically.
If you’re happy with everything that will be included in the transfer, click on the Start Import button at the bottom of the page.
Waiting for import
All you will need to do now is wait for the transfer to be imported into your account by Tapestry. You’ll see a message at the top of the transfer page confirming this.
Transfer complete
Once Tapestry has just finished importing all of the data into your account, you will see the transfer moved in the Previous Transfers section on the Transfers page and it will show as Complete.
