If you have a child that attends your setting regularly, you can create a regular schedule for them in Tapestry.
If you tell Tapestry what sessions the child(ren) will be attending, and what extra charges are consistently applied, Tapestry can use this information to generate invoices for that child, that can then be sent to Bill Payers.
To enter a regular schedule, you will first need to head over to the Nursery Management System, select Children from the left-hand menu, and select the child you want to create a regular schedule for from the list:
Before you can start setting regular schedules, you will first need to make sure that you have set up your Sessions, and any Extra Charges, so that you can add these to your schedules.
Starting a new schedule
You can add a child’s regular schedule from two places on a child’s dashboard; from the main screen, via the ‘+ New Schedule‘ button, or from the child’s Regular Schedule tab. Click either of those to get started.
Once in the add new schedule screen, you will need to choose a start date. You can leave the end date section blank if this schedule is going to be the same for some time, or you can set an end date if you know the schedule will change later.
Once the date is set, you can then tell Tapestry whether a child attends your setting during school holidays, and you can select a funding type (you will need to have added these to the Funding Types section in the Management System Config menu first). You will be able to allocate those funded hours later in this process; the Funding Type you choose is for reference only.
If you have need to apply stretched and non-stretched funding, you will need to pay special attention to your session, funding types and whether children attend during school holidays or not. Do have a read of our post that can guide you through how to apply stretched funding on Tapestry.
You can now start adding sessions to the child’s schedule. You can also select extra charges to go alongside them, if you want to charge for these regularly.
The session start and end times will default to what was selected when the session was added in the Config menu, but you can tweak them on this screen if you need to. This will only affect the times for this child, and will not change the session’s default times.
You can also apply funded hours as putting the schedule together. Click into the ‘Funded’ box and type in how many hours/minutes you wish to apply to that session. You will see a summary for each session to the right of it.
When you’ve added the weekly sessions and charges you need to, scroll to the bottom of the page to save it. Above the ‘Save Schedule’ button you will see a summary of what you have added to the schedule; check this is correct before continuing.
And you’re all done! Tapestry will now pull on this data to generate invoices, that you can then send to a child’s Bill Payers.
If you realise you have made an error in the schedule before you have generated any invoices for the child, you can edit the schedule to amend things. You can also edit a schedule to add an end date.
We do not recommend editing a schedule if invoices have already been generated (unless you are adding an end date). This will cause adjustments on future invoices for the child. We would instead recommend end-dating the existing schedule, and creating a new one.