Family & Child Information

Family Data is the place to record all family and child related information including enrollment dates, schedules, classrooms and immunization records. You may also assign authorized pickups, emergency contacts, etc., and store photographs of family...

Absent Reasons are used to track hours a child is absent such as “Vacation”, “Dr. Appointment”, “Out Sick”, etc. Getting There From the Procare Home screen click Configuration > System . Go to Data Management > Scheduling > d...

Once you’ve set up the basic System Configuration settings (see: Family Data Overview ), you’re ready to begin entering families and children. This article explains how to enter a new family account or edit an existing account. Getting There ...

Once you’ve created a Family Account you’ll want to add children to the family. This article explains how to enter a new child or edit information for an existing child. Getting There Begin at the main screen of Family Data & Accounting ...

Assign each child a Schedule Template you have previously set up or give them a Custom Schedule then add Exceptions for days that fall outside the norm. Getting There Look up a Family and click once on the name of the child to select them...

Record dates a child (or employee) received each immunization or other date based requirement. Before You Begin Set up when each immunization is due. See: Immunization Setup Getting There Look up a Family (or employee) and click on...

You may assign Tracking Items to each child, account, employee or vendor. Tracking Items are set up as part of the System Configuration and may be used for things like: income level ranges, marketing, marital status, parent volunteers, bus runs, pro...

Make changes to the enrollment status of many children at once. This is useful if a group of children are moving to a new status at the same time, for example children who were on “Summer Break” are returning as “Enrolled” for the fall. Befor...

Set schedule overrides or absences for many children at once. This may be useful for school out days, or other situations where the schedule for many children changes at once for a particular day. Before You Begin Use the Filter to display...

Use the calendar reminder to alert you to things that need to be done, appointments, meetings, etc. You may create reminders for yourself or other Procare Users (staff members) who are at or below the User Group level to which you are assigned. This...

Learn how to print a birthday report. You may sort it in various ways, such as by month and day—so that each month is on it’s own page with the children in order by the day of the month they were born. From the main screen of Family Data & ...

Each child must be assigned an Enrollment Status such as enrolled, withdrawn, waiting list, pre-registered, etc. In most cases only children who are actively “enrolled” are included on reports like Roll Call Sheets and procedures like Automated Co...

Enrollment Status (children) and Employment Status (staff) are nearly identical in the way they function. For children “Enrolled” is the status you’ll use during times a child is attending the center (now or in the future). You may create additional...

Getting There: From your Family Data & Accounting screen, select: Reports> Standard Reports> Family Data> Account Information> Child Information Sheet w/ Categories (landscape). Running the report Select any filter...

Use an Override/Absence when there is a one-time change to a child’s schedule, for example they will be: in a different classroom, arriving at a different time, leaving early, on vacation, etc. Getting There Look up a Family and click on...

Use the Data Viewer to make a list of children, parents, email & phone numbers organized by classroom.

Analyze classroom schedules for open slots or future classroom staffing requirements by comparing child schedules to staff schedules room by room. Overview You will need to set up schedules for children to forecast available slots, and if you al...

Use the graduation feature to move children from one primary classroom to another. For example you may want to move all (or most) of the children currently in Pre-Kindergarten to the regular Kindergarten room at the start of the school year. ...

Use the Copy Accounts utility to copy family information between locations. This is useful when moving children from one location to another, or if you are splitting a single large location into separate smaller ones. Many items are automatically ...

Use the Copy & Paste buttons on the Address and Phone Number screens to duplicate this information to other family members, like a spouse or child. Copy Address / Phone Info from one Person to Another Go to the Person Information s...

Copy email addresses in Procare then paste them to your own email program. A perfect solution if you want to compose your message and send it outside of Procare. As an alternative you may wish to create an export file in .CSV or .XLS format to impor...

User Defined Fields are boxes you create to hold specific information about a family, child, employee or vendor. They may be text boxes, dates, yes / no answers, or numbers. They are best used to record things that vary from family to family (or per...

You can move, hide, or change the order of child information as it appears on the main screen of Family Data & Accounting. This affects only you as a Procare User. In other words, if you change the layout it does not affect anyone else who may l...

The Default Filter determines which families (accounts) are displayed in the Family Data module when you have no filter selected or when you click the Clear Filter icon on the Account List toolbar. The default may be set to show All Accounts or just...

This article explains how to use two column headers to sort the order of records displayed on various grid screens in Procare, such as the Daily Meal Tracker, Batch Post Time Card (children and employees) and others. Overview There are sever...

Background There may be cases where you end up with two occurrences of the same family account, for example, Smith (account 1) and Smith (account 2). This could happen for a variety of reasons, but one common situation is when a family has been aw...

Send email to all families who are set up for TuitionExpress batch (recurring) payments. Before You Begin Before you send email through Procare you must Set Up Email Options . Getting There Optional: Use the Select Filter to inclu...

Enter data into User Defined fields you created to track specific information about family accounts, children, employees or vendors. User Defined Fields are best used to record things that vary from family to family (or person to person) like their ...

Learn how to Filter information and child reports based on Child Enrollment Status . This may be used for many purposes, such as to determine number of children who were enrolled between certain dates (anytime last month, last year, etc.). Over...

When you change a Child’s Enrollment Status to “Withdrawn” (or anything other than “Enrolled”) you would normally expect them to be excluded from certain reports, however, it depends on the report. Rollcall & Sign In For things like Rollc...

Use the Letter Merge feature to print or email letters for your family accounts (or employees) and insert fields like their first name, last name, address and balance due. Getting There Click the Merge Letters icon (looks like a fountain p...

Once your basic family and child information has been entered you’ll want to know how to look up a family or search for a particular person. Look Up an Account (Family) or Child The easiest way to look up a family is to use the list of Acco...

The Log Sheet is a place to record notes regarding a each child, account, employee or vendor. Logs are categorized into types like Progress Report, Injury Incident, etc. Before You Begin You may wish to Create New Log Types to help categorize ...

Log Sheet Types are the categories available when you record information on the Log Sheet of a family, child, employee or vendor. Create your own types like Parent / Teacher Conference, Scheduling, Billing, etc. Getting There From the Procare...

As time passes, older documents that have been added to family accounts, children, employees or vendors will eventually no longer be needed. Use the Manage Documents function in each module to find and remove these documents to recover database stor...

Some printers may not handle the built-in address label margins properly, causing the address to be misaligned on standard Avery labels. To resolve this, export the address label report to PDF format, then open and print the PDF.

When sending email through Procare you may find that Outlook asks repeatedly for permission to send each individual email. To resolve this it may be necessary to use a third party add on for Outlook. Outlook Asks for Permission to Send Email Whe...

A security feature of Microsoft Outlook asks you to confirm each email sent by other programs such as Procare. There is a third party utility which gives you more control so it doesn’t ask over and over. See article: Outlook Add-On Utility

What to do when the same person is accidentally set up as both a parent (payer) and child on an account. Overview This situation could occur if a parent and child have similar names. When you add the child you may get a notice of a possible matc...

Store a picture, photograph or image for any person in Procare including children, parents, authorized pick up persons, emergency contacts, employees, etc. Photos may be imported from a folder on your computer, or any device connected to the compute...

The Person Information screen is the place to record and maintain basic information about people in your database like their name, address, phone number, date of birth, gender, identification number, email address, photograph and so on. A person c...

The Person Search screen is used to add an existing person who is already in your database. This may be useful when adding a child, payer, authorized pickup, employee, Procare user, etc. Examples: Add a child to more than one family account (div...

This article explains when and how to remove (delete) a family account. Removing an account is a serious and permanent step and should only be done in certain situations. When to Remove a Family Account May I remove a family account that was ac...

If the same person is entered in the database multiple times you may use the Remove Duplicate People utility to merge the duplicates with the main person you wish to keep. This could happen if you mistakenly entered the person multiple times or thro...

Search across all locations for a family account. This is especially useful if you manage multiple child care locations and need to determine the location to which a family belongs. Getting There From the Procare Home screen go to Utilities &...

Search across all locations for a person. This is a good way to find someone if you need to make a change to their Person Information screen, such as changing their address, phone, photo, etc. The Person Search may be especially useful if you ha...

Schedule Templates and standard sets of arrival and departure times are associated with a particular classroom, like Preschool 8:00 am to 11:30 am. Templates save you time if multiple children have the same or similar schedules. Getting There ...

This article explains using Child Tracking items for secondary classrooms with either Procare Standard Tracking Reports or building customized views with the Data Viewer feature. Schedule Children for Additional Classrooms? Optional :...

Use the filter feature to view only certain accounts (families) on screen. For example, you may want to see only families with a balance due, or with children in a particular classroom or perhaps find a payment by check number. Getting There ...

You may send emails to families, employees or vendors (with or without attachments) directly through Procare. Before You Begin Before you send email through Procare you must Set Up Email Options . Getting There: Select Families, Employees...

How to enable and use text messaging in Procare. Important: These steps are not needed if using Procare Messaging Service. Overview You can send text messages to any person such as a Payer, Authorized Pickup, Emergency Contact, Child, Employ...

Cause Text messages sent out by Procare are not received or delivered by some cell network providers. We are currently aware of two cell network providers, T-Mobile and Metro PCS, that do not deliver text messages that originate from email. There ...

To send text messages through Procare you must download and/or manually configure the phone company provider networks such as Verizon, AT&T, etc. Important : These steps are not needed if using Procare Messaging Service. Getting There Fro...

Keep track of how people found out about your child care business. Create Account Level Tracking for your different marketing sources, such as your website, coupons, newspaper ad, word of mouth, etc. Assign Tracking to the Family ...

Tracking Items are categories you create that may apply to many families, children, employees or vendors. Possible uses of Tracking Items include : marketing (how someone heard about you), marital status, parent volunteers, bus runs, programs, activ...

When you remove an account the Person Information (name, address, phone, etc.) for the Payers, Children, Authorized Pickups, etc. still exits in the database, however, those people are no longer assigned to an account. You may completely remove them...

This article explains when and how to remove (delete) a child. Removing a child is a serious step and should only be done in certain situations. May I remove a child that was accidentally entered twice? Yes. If their Person Information was ent...

Work Areas are the places people work, like the Toddler Room, Miss Mary’s Room, Room 1, etc. Work areas include not only classroom names, but other areas like the Front Office, Kitchen or Transportation Shed. Work Areas are assigned to Departments, ...