---
title: "Person Information"
slug: "person-information"
updated: 2023-12-05T15:07:28Z
published: 2023-12-05T15:07:28Z
canonical: "www.procaresupport.com/person-information"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Person Information

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 can be anyone including children, parents, authorized pick ups, emergency contacts, volunteers, employees, vendors, etc. **Note**: Once a person has been entered the first time, you’ll re-use them as an “existing person” in other places in Procare. For example, a person may be a *Payer* on the account, as well as an authorized *Pickup* for children in their own family and a neighbor’s family. Or, an employee may also be a *Procare User *and perhaps a parent as well.

When used with the Attendance Tracker module, the *Person Information* screen is also the place to send *Check-In Messages* to specific people and to generate a temporary *Registration Number* for authorized pickup people. [Embedded content](https://www.youtube.com/embed/dWmjWKjFX2Q)

## Getting There

You may access the *Person Information* from a number places depending on whether the person is a child, parent, emergency contact, pick up person, Procare user, employee or vendor. The most common ways to get there are to [Add a New Family](/procare-desktop/docs/account-family-information) or [Look Up](/procare-desktop/docs/look-up-search-for-families) an existing family.

**Change Information for a Person:** To edit the information for an *Existing* person *dbl-click* directly on their name anywhere you see it in Procare.

![Image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Person+Information_122023_1.png)

**Add a New or Existing Person**: When adding a person click the small down arrow on the *Add* button. In most cases it will look similar to the images below. You can choose add a New Person or Existing Person.

| Adding a Payer (Parent) | Adding a Child |
| --- | --- |
| ![Image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Person+Information_122023_2.png) | ![Image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Person+Information_122023_3.png) |

## Person Information & Person Reconcile Screens

Enter or change data on the *Person Information* screen.

1. Enter the name, DOB, gender, email, etc., as desired. The only required fields are first & last name. **Email**: Each person may have just one email address on record. If they have more than one, choose a single address to which email messages will be sent.
2. **Note**: The *Identification Number* is optional. It may be used for an account number you assign to the person, a DHS case number, or a photo ID (like a driver’s license number), etc.
3. Under *Address Information* click New and enter their physical and/or mailing address, etc. then click *Update*. You may enter more than one – just click *Update* after each one. Then click *Exit* to return to the Person Information screen. ![Image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Person+Information_122023_4) **Hint 1**: To change an existing address or phone number dbl-click anywhere in the address or phone box. **Hint 2**: Learn how to [Copy an Address / Phone](/procare-desktop/docs/copy-address-phone) from one person to another. **Hint 3**: Click the *Map* It button (lower left – image above) to see that address on a map.
4. Under *Phone Informatio*n click *New*, choose a *Telephone Type* (like work, home, or cell), then enter the *Area Code* and *Telephone Number* and a *Comment* (optional) then click *Update*. You may enter more than one phone number – just click *Update* after each one. Then click *Exit* to return to the *Person Information* screen.
5. Learn how to [Add a Photo](/procare-desktop/docs/photo-editor), or, if the photo already exists, click *Export Photo* to save the image in .jpg, .png or .bmp format. ![Image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Person+Information_122023_5)
6. If you are editing an existing person just click *Save > Exit* and you’re done.
7. If you are adding a new person click *Continue* (lower right). If people with similar names, addresses, phone numbers or dates of birth are found, you’ll have a chance to: a. Select a suggested person as a match and reconcile the information of the two people. Click the name of a suggested person (top half of screen) then click *Select* (upper right). There may be information to reconcile. If so, check the address(es), phone number(s) and email you wish to keep, then click *Continue*. You’ll return to the *Person Information* screen where you may make any necessary changes then click *Save > Exit*. ![Image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Person+Information_122023_6)

**Hint**: The color coding indicates the likelihood of a match. Green is the most likely, yellow means somewhat likely, and gray means less likely. ![Image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Person+Information_122023_7)

b. Continue with the person you have just entered to save them as a brand new person. Click once on their name under the *New Person* section (bottom half of screen) then click *Save* (lower right). ![Image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Person+Information_122023_8)

c. If no match is found you’ll automatically return to the appropriate screen with the person’s name displayed.

**Note**: If you’re adding a family (an Account) you may continue adding additional payers as needed for this family. Use the *Up & Down* arrows to change their order. The first person on the list is considered the *Primary Payer* (the person responsible for making sure the bill is paid).