Data Export Instructions for International Procare Customers

Beginning July 1, 2025, Procare will only be accessible to users within the United States, U.S. Territories, and Canada. If your center is located outside these regions, you will maintain full system access through June 30, 2025.

Action Required by June 30, 2025

To preserve your center's historical records, please export all critical data before your access expires. We recommend exporting essential information including student and staff records, timecards, financial data, and any other reports specific to your center's operations.

For detailed instructions on exporting reports, see our support article.

If you need help during this process, contact our Customer Support team at 1-800-964-1729 or email support@procaresoftware.com during business hours.

Export Instructions

1. Sign in to Procare Online
2. In the lefthand navigation pane, select Reports
   

Recommended Reports

Sign In-Out Students

Monthly Attendance

• Run monthly for at least 12 months, up to as many months as available
• Select All Rooms
• Procare Format recommended
  

Attendance per Student

• Run monthly for at least 12 months, up to as many months as available
• Select All Rooms

Clock In-Out Staff

Monthly Timecard

• Run monthly for at least 12 months, up to as many months as available
• Set Regular Hours as Weekly & 40
  

Timecard per Staff

• Run monthly for at least 12 months, up to as many months as available
• Choose All Staff
• Set Regular Hours as Weekly & 40

Billing

Family Balance

• Select the current month
• Select All Rooms

Categorized Transaction Summary

• Run monthly for at least 12 months, up to as many months as available

Ledger Detailed Transaction

• Run monthly for at least 12 months, up to as many months as available
• Select All Ledgers

Management

Staff Detailed

• Select all fields, including custom fields
• Select All Rooms
• Select All Staff
• Active and Inactive staff can be exported separately if preferred

Students and Family

• There are two reports with this name; it is recommended that the report including authorized pickups be used over the report that omits them
  

• Select All Data

Student Portfolios

• Run for every room
• Only include Assessments and children with an assigned Progress
  

Immunizations
The Immunizations report can only be run if the Immunizations feature is enabled. If immunizations are not being tracked in Procare, this report will not appear as an option to generate.

• Select All immunizations
• Select All Rooms
• Run for each Enrollment status separately
• Show parent name and emails
  

Leads

• Run annually for as many years as available
• Select All Rooms
• Select all statuses, or run individually

Tax Statements

Tax statements must be accessed from the Family Ledger and cannot be exported directly. They can be emailed to yourself and downloaded separately.

To export tax statements, please follow the instructions below:

1. Navigate to the Billing section in the lefthand menu

2. Select Accounting
   

3. Select each family individually from the list

4. In the top right of the Family Ledger, click the three dots

5. Select Tax Statements
   

6. If available, select All Families under Family section

   1. Note that All Families is specific to all families associated with the child, not all families at the location
   2. Optionally, if the account is set up to be a multi-family billing account, the families can be selected individually
   3. Children only associated with one family ledger will not have this section available to select

7. Run for 2024 and any previous years

   1. Note that 2025 Tax Statements will not be available
      1. Individual family statements can be exported for 2025 following the same instructions using the Statement option instead of Tax Statement
      2. Export the Statement by selecting January 1st, 2025 to the current date and then select View to open the report in a new window to be downloaded using the download icon in the upper right of the screen

8. Set Recipients to Sender

9. Click Send Email
   

Repeat the above instructions for all family ledgers.

The emails will be sent to the email address associated with the user who is currently signed in.

Repeat the above instruction for all locations located outside of the United States and Canada.