Send Text Messages

How to enable and use text messaging in Procare Desktop and Engagement Functionality.

Overview

If you have Engagement Functionality, it is recommended to send text messages to families through the web portal or the Child Care Mobile App.

In Procare Desktop, you can also send text messages to any person such as a Payer, Authorized Pickup, Emergency Contact, Child, Employee, Vendor contact, or Procare User. You can also send bulk messages to groups of Payers, Employees or Vendor Contacts in Procare Desktop.

Before You Begin

1. Before you send text or email through Procare or Engagement Functionality you must Set Up Email Options.
   Important: We recommend using Procare Messaging Service when setting up your Email options.

Set Up and Text an Individual Person

Before you send text to someone through Procare or Engagement Functionality, you’ll need to ensure the phone number is listed as telephone type "cell" and that the number is synced with Procare Messaging Service.

1. Go to the Person Information screen for someone you wish text. Highlight their "cell" phone number.
2. Click the Text Message button (lower left).

3. If the person has a single cell phone number recorded in their person information screen, it will automatically populate the number field. If no number appears, manually type in the number, then click Save. If you don’t wish to send a text right now just Exit.

4. Fill in the bottom section with your Text Message (up to 140 characters) and click Send.
   Note: It is recommended to include the center name in the greeting so recipients can quickly identify the sender. For example: Begin the message with, “Hello from ABC Childcare!”.

Set Up Text Messaging in Bulk

You can also sync all cell phone numbers with Procare Messaging Service at once.

1. Navigate to the Procare Home screen > Utilities > Download Procare Support File.
   
2. Click Yes on the Download Support File popup.
3. Enter the password “TM01” and click Download.
   
4. Click Update Numbers. When completed, click Exit.

Send Text to a Group of People (Bulk Messaging)

Send a Group Text Message
The steps below are for sending a text message to a group of families (payers), however the process is nearly identical to text employees or vendor contact people.

1. Optional: Use the Select Filter to display only families you wish to include for texting, such as those with children in a particular classroom. Only people shown as Payers on the accounts will be included on the text message list. You’ll be able to choose individual people from the list before sending the text message. See also: Filter Employees, Filter Vendors
2. From the main screen of Family Data & Accounting go to Functions > Family Data > Bulk Text Messaging.

Note: From Employee Data go to Functions > Bulk Text Messaging. From Expenses & Ledger go to Functions > Bulk Text Messaging.

3. Type in your Text Message (up to 140 characters).

4. Select the people you wish to include in this text. For families you may select the Primary and/or Secondary Payers (usually mom and dad). Check the box at the top of the column to select everyone in that column.

Names in Red: Texting is not set up for people whose names are shown in red, so they cannot be selected. See: Set Up & Text Individual Person

5. Click Send.