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Start Here - The Basics

First Time Login, Configuration Lists, Family and Accounting Configuration, Adding Users and User Group Security.

Converting v9 to v10

Things to know when converting from Procare version 9 to v10.

Family Information

Child and Account Information, Immunizations, Child Schedules, Classroom Forecasting, Tracking and Logs.

Getting Around

Locate and Hide / Unhide Accounts, Show / Hide Account Balances, Filter Views.

Set Up & Use Family Information

Configuration, Add / Edit Families & Photos, Child Schedules, Immunizations, Track Enrollment, Use Letter Merge & Email.

Scheduling & Enrollment

How to set up child schedules, run enrollment reports, analyze classroom staffing needs or find open slots, etc.

Email & Text Messaging

Various ways to send email to your families using the email addresses entered in Procare.

Child Attendance & Time Cards

How to check children in & out, work with child time cards, send check in messages and more.

Online Wait List & Pre-Registration

Let families pre-register online through a link on your website using this optional service provided by Procare.

Family Accounting

Configuration, Tuition Fees & Billing, Payments, Tuition Express, Deposits.

Basic Setup & Use

How to set up Family Accounting, enter beginning balances, post & void items, record payments and bank deposits, etc. Everyone using Family Accounting should review this section.

Statements & Receipts

How to print statements and receipts for families including how to email statements.

Tuition Fees & Billing

Covers routine charges, contract or formula automated billing setup and procedures, late payment processor, vacation day credits and fundraising revenue.

Deposits & Deposit Refunds

How to set up and record deposits for summer, fall, etc. then later credit the deposit to a particular category.

Fund Accounting

Keep track of your accounts receivable separately for each program such as preschool, school age, registration, etc.

Tuition Express

Automated ACH or Credit Card Payment Collection Service

Tuition Express Set Up

Basic set up for use of the Tuition Express payment processing service.

Batch Payments and Point of Sale Payments

How to process a batch of recurring payments as well as individual point of sale payments.

TuitionExpress.com for Centers & Parents

How child care centers and parents can use TuitionExpress.com for reports, receipts, making online payments and other information.

Online Payments

Let parents make their own payments online at TuitionExpress.com.

Pay at Check In

Learn how to set up a check in computer / payment station and how families can make credit card payments from the check in screen.

Agency Accounting

Configuring and using agency accounting; performing charge posting; processing payments / credits with the Agency Payment Processor; Handling Co-Pays.

Attendance Tracking

Covers setting up your Checkin station, using batch posting procedures, reviewing child and employee timcards, family or employee temporary & permanent registration, checkin station procedures and messaging, and using the receptionist feature.

Check In Registration

Issuing global temporary registration numbers and checkin station authentication method options.

Check In Options

Choose settings at the Check In Options screen such as how people will check in (fingerprint, etc.), what they may see when they check in (schedule, time card, accounting info) and the logo (image) displayed at the Check In screen.

Child Attendance & Time Cards

How to check children in & out, work with child time cards, send check in messages and more.

Employee Attendance & Time Cards

Employee timecard rounding and registration; restriciting check in/out to employee schedules; time display settings; employees working more than one location; basic attendance tracking settings.

Procare Touch Check In Computer

How to set up the Procare Touch computer for use as a check in station.

Door Controller

Door Controller Connections and Checkin Computer Options Settings.

Zebra Printer

Zebra Printer Configuration in Checkin Options

Meal Tracker

Set up meal times and count meals served.

Employees

Covers employee & payroll configuration settings, batch posting benefits (Holiday, vacation), checkin station settings, withholdings, running payroll, 1099 & W2 software, employee child care and employee reimbursements and advances/repayments.

Employee Information

Configuring pay and benefit codes, batch posting benefits and timekeeping for two or more locations.

Employee Attendance & Time Cards

Employee timecard rounding and registration; restriciting check in/out to employee schedules; time display settings; employees working more than one location; basic attendance tracking settings.

Title	Description
Set Up Check In Options	Configure checkin station options, authentication method (fingerprint, cardswipe or person ID) and family / employee information display options.

Checkin Station & Temporary Registration Requirements	Review the requirements for employees to be able to use the checkin station, including issuing employees temporary registration numbers.

Employee Check In (Computer)	Review of the check in/out process for an employee who is registered to use the checkin station.

Restrict Check In/Out and Set Rounding	Help control overtime by restricting employee check in/out times and set rounding options.

Timecard Line Totals On Screen	View child or employee timecard line time totals.

Audit Timecards	View changed or deleted timecard entries.

Time display as HH:MM or HH.HH	Set the way timecard times appear as either hours and minutes, or hours and decimal-hours.

Post Employee Sick Time	Post sick time directly to an individual timecard or as a batch using Batch Post Time Card, either by Primary Work Area, day by day, or as a date range recorded in Planned Benefits.

Pre-record Planned Time Off	Record planned time off such as an upcoming vacation in the employee's Planned benefits tab, to make posting these benefits quicker in the Batch Post Time Card program.

Batch Post Planned Time Off	Post times pre-recorded in the employees Planned benefits area using Batch Post Time Card.

Batch Post Holiday Time	How to batch post time for everyone with the same pay code, such as Holiday.

Unpaid Time Off	How to create a benefit code that pays out at zero dollars and record employee time off without pay.

Employee Works Two or More Locations	Recording work time for an employee who works at two or more locations.

Time Cards Multiple Locations	Viewing and reporting employee timecard information for an employee who works at multiple locations.

Employee Schedules

Setting up employee schedule; forecasting schedule needs.

Payroll

Configure Payroll, tax tables, general withholdings, issue paychecks, employee advances and repayments, and use W2 software.

Expenses & Ledger

Track expenses by issuing checks to venodrs or with journal entries, reconcile your bank statement and generate financial reports such as your Balance Sheet, Income Statement and so on.

Reports & Data Viewer

Running standard reports with tracking items or building your own reports with the Data Viewer.

Standard Reports

How to use the standard reports built into Procare including things like rollcall sheets and financial reports as well as individual statements for families.

Data Viewer

Use the Data Viewer to create your own 'views', or layouts of information you can then print like a report or export for use outside of Procare.

Utilities & Miscellaneous

A variety of topics including: Using the dashboard, setting up reminders, removing duplicate people and restoring data from a backup archive file.

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Procare v10 Support
Knowledge Base

Title	Description
First Time Login	Login for the first time, change the admin account password, set your Region and School descriptions, assign licenses to schools & register the program, and create your own User login.

Getting Help	Finding Help by using the Technical Support webiste to locate articles, FAQs, Forum posts or call for Technical Support or Custom Training options.

Add Procare Users	How to add new users in Procare and assign them a group permissions level.

Manage User Group Limits	Create your own permssions groups and manage the specific program limits for each group.

Configuration Concepts	Understanding the 4 types of configuration settings including examples of Classroom Names, Enrollment Status Levels and Tuition Charge Descriptions. Shield Items: Visible only to members of the System Supervisor user group Global Items (no exposure): Affect all locations Global Items (with exposure): Affect only selected locations School Items: Affect the one location to which you are logged in

Configure Family Data	Set up basic configuration items before entering families such as child enrollment status, work areas, classroom names, etc.

Accounting Setup	Create tuition charge, credit and payment descriptions with standard fees, assign deposit bank accounts.

Search and Filter	Find accounts and use filters to view only selected accounts and children.

Title	Description
Conversion Walk Through	This 13 minute video walks through the basic steps of the conversion process. Please download complete instructions at procaresupport.com/convert.

Mini-Procare: Delete Old Families	It's important to delete old information from version 9 BEFORE you convert. This is especially true if you have a "mini" edition of Procare since you are limited to 60 family accounts. Families with co-sponsors will convert as two accounts. Note: Beginning with version 10.2.4295 more flexibility was added to the way in which the limit is determined. See: How 60 Family Limit is Determined

Configuration Merge	How to merge categories with similar names into a single category, for example a classroom named "Preschool Room" with one named "Preschoolers".

Remove Duplicate People	Use the Remove Duplicate People utility to combine multiple records of the same person into one correct record.

Title	Description
Search and Filter	Find accounts and use filters to view only selected accounts and children.

Customize Child Layout Area	Learn how to customize the children data view area.

Hide & Unhide Account	Learn how to mark accounts as Visible or Hidden and how to view them.

Hide / Show Balances Column	Hide or Reveal Accounts Balances

Title	Description
Configure Family Data	Set up basic configuration items before entering families such as child enrollment status, work areas, classroom names, etc.

Tracking Categories	Set up tracking categories for accounts, children, employees or vendors to be used to filter screen views or reports.

Tracking Marketing Source	Keep track of how people found out about your childcare businsess.

Add First Account - Payers	Add your first account with payers as New Persons.

Add First Account - Children	Add a child as a New Person to your first account.

Add Photos	Add photos from your computer to family members or related people.

Bus Runs	Use child tracking items to create child bus runs and reports.

Immunizations	Configure Immunization criteria.

Classroom Graduation Function	Move a group of children from one classroom to another, such as at the start of the school year.

Add Your Logo to Letter Merge	Customize a letter created in the Letter Merge/Word Processor with your logo.

Title	Description
Child Schedules	Assign child schedules and exceptions

Schedule Templates	Set up and save child schedule templates.

Batch Schedule Overrides	Process schedule in/out override times for a group of children all at once, for example, a school inservice day.

Open Classroom Slots	Use Classroom Schedule Summary reports to view future schedules to quickly spot openings in classrooms.

Forecasting Staffing Needs	Use child and employee schedules plus schedule analysis reports to manage staffing needs in the future.

Track Vacation as Schedule Exception	Use child schedule Exception Absences to track used vacation days.

Enrollment History	Track families from initial contact through enrollment to withdrawal with child Enrollment Status.

Batch Change Enrollment Status	Change enrollment status for a group of children all at once, such as when schoolage children leave for summer break, or return in the fall.

Tracking Summer Camp Enrollment	Use Child Tracking items to track summer camp enrollment.

Title	Description
Copy Email Addresses	Copy the email addresses of selected families then paste them to your email program.

Add Attachments to Email	Attach a file to your email such as menus for next month in .pdf format.

Email Customer Statements	Using the Email Statements Function.

Email Letters	Email letters created with the Letter Merge tool.

Text Messaging	How to configure and use text messaging in Procare.

Title	Description
Child Pickup Assignment & Registration	Assign people as authorized pickups for children and issue them a temporary registration number.

Family Check In (Computer)	Review the Family check in/out process for authorized pickup people registered to use the checkin station.

Child Batch Time Entry	Using the family Batch Check In/Out/Transfer function and the Batch Post Timecard function.

Child Time Cards & Rounding	Configuring family checkin station time rounding options and viewing / changing child timecards.

Timecard Line Totals On Screen	View child or employee timecard line time totals.

Time display as HH:MM or HH.HH	Set the way timecard times appear as either hours and minutes, or hours and decimal-hours.

Audit Timecards	View changed or deleted timecard entries.

Sending Messages to the Checkin Station	Send messages from the family screen to individuals or groups, received at the Check In Station.

Balance Owing Message to Checkin Station	Sending a standard checkin station message to anyone with a balance greater than an acceptable amount.

Receptionist Feature	The receptionist feature allows a staff person to quickly check children in and out, in lieu of a checkin station.

Title	Description
Company & School Setup	How to set up the Online Wait List & Pre-Registration service.

Create & Manage Questions	How to set up and manage questions parents will answer during online registration.

Annual License for Online Wait List (OWL)	To enable full functionality of the Online Wait List & Pre-Registration service you'll need to purchase an annual license for each location that will use the service.

Create Links	Copy links for your online wait list page(s) and place in them on your website or send them in an email. There are two types of lines: Company wide links and School specific links.

Parent Registers Online	See how a parent or guardian would pre-register children online.

Import Enrollment to Procare	Learn to import child and parent/guardian data from your online wait list into Procare.

Title	Description
Contract Billing Box Example	A complex contract billing scenario billing box setup example.

Contract Billing

Drop In Billing - Contract Cycle and Formula	Shows you how to set up billing boxes for children then bill for drop-in tuition such as hourly, daily, etc. using either Contract Cycle or Formula Drop-In Billing.

Formula Billing Setup and Run Billing	Setting up and running billing based on a child's attended time or their schedule.

Formula Billing - Billing Box Only	Setting up formula billing in a child's billing box.

Late Payment Calculator

Selected Accounts Billing

Vacation Day Credit	Recording a credit for a vacation day previously charged as part of contract billing.

Annual Registration Fee	How to charge registration fees based on the month children were originally enrolled. The fee would be charged once each year on the same month.

Fund Raising Revenue	How to record revenue from a fund raiser or donation.

Single Family - Multiple Location Billing	Setting up two or more accounts at different school locations for the same family.

Transfer Account from One Location to Another	Transfer / Move a family account from one school to another.

Title	Description
Set Up Deposits & Deposit Refunds	Deposits may be charged to hold a slot for summer, fall, etc. This pre-paid deposit may later be credited back to the family, as needed.

Record a Prepaid Deposit or Deposit Refund	How to charge a deposit, accept payment and later refund the deposit as a credit against tuition.

Title	Description
First Time System Setup	Configuration steps you will need to perform before using Tuition Express.

User Group Limits for Tuition Express	Procare user permissions related to Tuition Express.

Setup Family Bank or Credit Card Information	Enter family bank or credit card information and observe approval statuses.

Title	Description
Process Tuition Express Payments	Processing batch ACH or credit card payments.

Point of Sale Credit Card	Processing a credit card payment as a point of sale / cardswipe payment.

Title	Description
TuitionExpress.com for Center Owners	How Center owners can register and use the TuitionExpress.com web site options.

How Parents Use TuitionExpress.com	How parents may make online payments and use other features, like email notification, at TuitionExpress.com.

Title	Description
Enable Online Payments	At Tuitionexpress.com enable your childcare center to accept online payments. In the Procare program select which families you will allow to make online payments.

How Parents Use TuitionExpress.com	How parents may make online payments and use other features, like email notification, at TuitionExpress.com.

Title	Description
Set Up Pay at Check In	How to set up Tuition Express so families can pay directly from your Check In Computer / Payment Station.

Make a Payment at a Check In / Payment Station	How to pay your child care provider from a check in computer or payment station.

Title	Description
Configure Agencies	Setup Third Party Agency names, credit, payment & transfer descriptions.

Agency Fees and CoPays	Setting up agency billing for families, including family copayments. The term copay is sometimes spelled with a hyphen as in parent co-pay.

Family CoPay Payments	How to record copayments from subsidized families for their share of child care tuition and fees. The term copay is sometimes spelled with a hyphen as in parent co-pay.

Agency Payments	How to record agency payments and apply them to outstanding charge items for specific children using the Agency Payment Posting tool. This applies to all types of agencies (DHS, DFACS, County, etc.) that assist in payment for subsidized families.

Correction: Wrong Family	How to correct an agency payment that was posted to the wrong family.

Correction: Wrong Adjustment Amount	How to correct an agency adjustment that was posted for the wrong amount.

Correction: Wrong Adjustment Code	How to correct an agency adjustment that was posted using the wrong adjustment code.

Correction: Wrong Payment Amount	How to correct an agency payment that was posted for the wrong amount

Correction: Wrong Payment Date	How to correct an agency payment that was posted using the wrong date.

Title	Description
Global Temporary Registration Numbers	Issue Temporary Registration numbers for all elligible authorized pickup people not yet registered.

Registration Fingerprint & Checkin with Password	How to Register using your fingerprint and the Check in process with password required.

Registration Fingerprint & Checkin without Password	Registration with Fingerprint and using Check In process without password.

Registration Bypass Fingerprint & Checkin with Person ID	Register to use a person ID authentication instead of fingerprint and the Check in process.

Registration with Person ID & Checkin	Check In Station settings to use Person ID for checking in/out.

Title	Description
Unpacking & Desk Mount	Unpacking the Procare Touch computer and setting it up for use on a desk or counter top.

Wall Mount Only	Using a wall mount bracket to attach a Procare Touch computer to your wall. Please watch the desk mount video as well for additional information.

Title	Description
Connect Door Controller	How to connect the door controller to either a Procare Touch or standard computer.

Set Options for Door Controller	Choose the COM port, duration and delay settings for the door controller in the Procare Check In software.

Title	Description
Setting Zebra Printer Options	How to set the Zebra printer options in the Checkin program for check in/out receipt printing.

Title	Description
Meal Times & Meal Counts	Set up the times meals are served then automate meal counts based on child schedules or actual attendance. Use this is as starting point then make any manual adjustments for the final counts you submit for reimbursement.

2 Column Sorting for Meal Counts, etc.	Learn to sort the Daily Meal Tracker screen by two criteria at the same time, such as classroom and child's last name. This concept applies to other Procare screens as well.

Title	Description
Add an Employee

Configure Pay and Benefit Codes	Set up employee pay codes and benefit codes.

Batch Post Accrued Benefits	Batch post benefits accrued for sick or vacation time to all employees as a flat rate or based on a forumla by hours worked.

Vary Benefit Accrual per Employee	Learn how to set up a User Defined Field to indicate the rate at which each employee accures benefits like vacation time. This is the technique to use when staff members earn vacation at different rates, like 0.8 hours for every 40 hours worked (1 week/yr) or 1.6 hours for every 40 hours (2 weeks/yr), etc.

Benefits Posting on Anniversary Date	Record benefit hours for each employee on their anniversary hire date using reminders.

Benefit Hours Report	Reporting benefits for all employees or a single employee.

Title	Description
Region & School Settings	Regional and specific school settings for Federal and State Unemployment tax rates.

Payroll Configuration	Initial Payroll Configuration tasks before issuing paychecks.

Payroll Check Setup	Set up the paycheck printing grid, placing items such as gross dollars, employee name, address, etc. on the grid to match your check layout.

Payroll Formulas Overview	An overview of the employee withholding formulas needed for Federal & State tax tables and any General withholdings you migh twant to use.

Download Federal & State Tax Tables First Time	Perform the initial Federal and State tax tables download.

Download General Withholding Base Formulas	Download a base general withholding formula from Procare's support website such as garnishment, employee child care, health plan, etc.

Create General Withholding Formula	How to create your own general withholdings formulas based on an existing formula.

Withholding Formula Builder	An overview of the formula builder to edit or create new General withholding formulas.

Assign Employee Withholding	Assign withholdings and allowances for employees.

Issue a Paycheck	Issuing employees paychecks.

Employee Advance & Repayment	Processing employee advance checks, and repaying the advance on subsequent paychecks.

Add Employee Reimbursement	Set a recurring reimbursement for employees who routinely purchase school supplies and need to be reimbursed.

Employee Child Care Charge/Credit Descriptions	Creating the Family Accounting charge and credit descriptions needed to record employee child care tuition.

Add Employee Credit	Set up and assign credits such as EIC for employees.

Using W2 Software	Using the W2 program after it has been installed.

1099 Software	Issuing 1099 forms to Vendors.

Title	Description
Issue Check to Vendor	Set up standard check attributes such as a vendor's normal expense account or amount and issue checks.

Set Up Credit Cards	Use a 'Contra' Asset account to track credit card expenses, like a reverse bank account, for each card. Using this method these expenses can be reconciled and tracked by vendor.

Credit Card Purchases & Payments	Record credit card purchases using a Contra Asset account, reconcile your credit card statement and make payments to your credit card company.

Reconcile Your Bank Account	Mark previously reconciled items to exclude them from your first-time reconciliation and review the monthly bank statement reconciliation process.

Import Your Bank Statement	To simplify bank reconciliation import a copy of your statement in OFX, QFX or QIF format from your banking institution, or from third party financial software like Quicken, Quickbooks or MS Money.

Set Up a Budget & Run Reports	How to create a budget for revenue and expenses, as well as run budget reports.

Vendor Checks by Post Date	Use Data Viewer to create a list of checks sorted by the date they were posted. This may be especially helpful if you do accrual based accounting.

List Unprinted AP Checks	How to use the Data Viewer to list checks that have been posted but not yet printed.

Using 1099 Software	Use Procare's optional W2/1099 Software to generate 1099 forms for your vendors along with the summary 1096 form.

Title	Description
Report Set Up	Choose which reports will be used at your school and the order they appear on the list.

Running Standard Reports	Running, viewing, printing and filtering standard reports.

School Directory / Class Roster	Print a list of children enrolled in each classroom with basic contact information such as the parent's name, email, phone and address.

Enrollment Reports & Wait Lists	Enrollment statuses can be used to track children as enrolled, withdrawn or even on waitlists.

Individual Family/Child Reports	Print a report for just one Family or Child.

Individual Reports using Print Button	How to print individual reports for children and families using the Print button that appears on many screens such as the child's schedule. Using the Print button you may print, save, or export to an external file location in several different formats. You can even email the saved file as an attachment.

Secondary Classrooms by Tracking Items	Use tracking items (see the video under System Configuration) to assign secondary classrooms to children and run reports using them as a filter.

Charges, Credits, Payments & Financial Reports	Learn how posting charges, credits, payments and closing deposit reports affect the Receivable Journal Summary report. Totals change after each event.

Drill Down Reports	Some reports offer a second level of detail, accessed by double-clicking a line total, which 'drills down' to reveal the detailed transactions that make up that line.

Drill Down Trial Balance	Get the details for expenses and income by using the double-drill-down Trial Balance report.

Start Here - The Basics

Title

Description

Converting v9 to v10

Title

Description

Family Information

Getting Around

Title

Description

Set Up & Use Family Information

Title

Description

Scheduling & Enrollment

Title

Description

Email & Text Messaging

Title

Description

Child Attendance & Time Cards

Title

Description

Online Wait List & Pre-Registration

Title

Description

Family Accounting

Basic Setup & Use

Title

Description

Statements & Receipts

Title

Description

Tuition Fees & Billing

Title

Description

Deposits & Deposit Refunds

Title

Description

Fund Accounting

Title

Description

Tuition Express

Tuition Express Set Up

Title

Description

Batch Payments and Point of Sale Payments

Title

Description

TuitionExpress.com for Centers & Parents

Title

Description

Online Payments

Title

Description

Pay at Check In

Title

Description

Agency Accounting

Title

Description

Attendance Tracking

Check In Registration

Title

Description

Check In Options

Title

Description

Child Attendance & Time Cards

Title

Description

Employee Attendance & Time Cards

Title

Description

Procare Touch Check In Computer

Title

Description

Door Controller

Title

Description

Zebra Printer

Title	Description
Data Viewer Basics	Use the Data Viewer tool to build your own information views, reports and export data to other programs. Start here to learn the basics then experiment with creating your own custom "views".

Waiting List Filtered by Age	Create a waiting list that includes only children younger than a specified age.

Waiting List with Parent Contacts	Create a waiting list with parent information such as phone number and email address.

Class Email & Phone List	Use Data Viewer to make a list of children, parents, email & phone numbers organized by classroom.

Child Allergy List	Build your own child allergy report using Data Viewer.

Secondary Classrooms	Build your own Data View to show 'Secondary' classrooms assigned to children based on Child Tracking categories.

Export Email List	Export email addresses from Procare using the Data View to create your own format.

Add Sums & Totals	How to total column amounts or record counts in Data Viewer. This example is for vendor checks written through the Expenses & Ledger module but the concept applies to any report created with Data Viewer.

Vendor Checks by Post Date	Use Data Viewer to create a list of checks sorted by the date they were posted. This may be especially helpful if you do accrual based accounting.

Title	Description
Backup / Restore Data	How to backup your data, save it to another location, restore it and schedule backups to occur automatically.

Auto Copy Backup to External Location	Have a copy of each backup automatically copied to another location like a folder, USB drive or even an FTP site.

Dashboard Customization	How to set up and customize the elements shown on the dashboard.

Reminders	Use the Reminder feature to create reminders for anything you need.

2 Column Sorting for Meal Counts, etc.	Learn to sort the Daily Meal Tracker screen by two criteria at the same time, such as classroom and child's last name. This concept applies to other Procare screens as well.

Configuration Merge	How to merge categories with similar names into a single category, for example a classroom named "Preschool Room" with one named "Preschoolers".

Remove Duplicate People	Use the Remove Duplicate People utility to combine multiple records of the same person into one correct record.

Set Up Quickbooks	Shows how you might create Quickbooks customers, accounts and export the Quickbooks Chart of Accounts from a sample Quickbooks program.

Using the Quickbooks Link	How to export information from Procare that can then be imported into the Quickbooks program.

Turn Holiday Images On/Off	Mange whether Holiday Procare Logo images display or not.

Change Power Options for Windows	Windows comes preset to try and save energy. This sounds good but can interfere with connections to your main computer. It's important to change the Turn hard drive off setting to "never" along with other related power settings.