Management Reports
  • 21 Nov 2024
  • 4 Minutes to read

Management Reports


Article summary

Procare Online has a number of reports to help you manage your students, staff, leads and other important information at your child care center or school.

Navigate to the Reports tab to find and download the following Management reports:

Students and Family Reports

The Students and Family report exports all student and parent information.

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Example: Students and Family - Excel (using 'Custom' and selecting all available fields)

Available Report Columns

  • ID
  • First Name
  • Middle Name
  • Last Name
  • Room
  • Tags
  • Student ID
  • Status
  • DOB
  • Age
  • Time Schedule
  • Street Address
  • City
  • State
  • Zip
  • Country
  • Admission Date
  • Graduation Date
  • Allergy
  • Medications
  • Note
  • Diet Restriction
  • Parent 1 and 2 details
    • Parent Relation
    • Parent Email
    • Parent Family ID
    • Parent First Name
    • Parent Last Name
    • Parent Mobile Phone
    • Parent PIN
    • Parent Invitation Sent At
    • Parent Emergency Contact

Available Report Filters

  • Report
    • Students Info
    • Age Report
    • Allergy Report
    • Students and Family Info
    • Custom (all fields available)
  • Room
  • Student Type (status)
  • Tags

Staff Detailed Report

The Staff Detailed report allows schools to keep a record of all staff and their data on file. This report allows you to pull details for active, inactive or all staff members, as well as any created custom fields for the staff profiles.

Example: Staff Detailed - Excel (all available fields selected)

Report Columns

  • First Name
  • Last Name
  • Email
  • Phone
  • Staff ID
  • Is Active
  • Is Admin
  • PIN
  • Room
  • Address
  • Start Date
  • Student Ratio
  • DOB

Available Report Filters

  • Room
  • Staff Type (active, inactive)

Students and Family - Multiple Reports

Under the Students and Family section, the following reports can be exported:

  • All Data - this report provides data from all of the following reports
  • Student Info
  • Student Health
  • Parents Contact
  • Parents Sign-In Codes
  • Family Contacts
  • Family Sign-In Codes

Example:Students and Family - All Data - Excel

Report Columns

  • First Name
  • Last Name
  • Room
  • Tags
  • Record ID
  • External Student ID
  • Birthdate
  • Age
  • Schedule
  • Address
  • Enroll Date
  • Graduate Date
  • Allergy
  • Meds
  • Note
  • Preferred Name
  • Parent 1-3 Details
    • Parent Name
    • Parent Email
    • Parent Phone
    • Parent Sign-In Code
    • Parent Volunteer
    • Parent Date of Tour
  • Pickup Name
  • Pickup Phone
  • Pickup Sign-In Code

Meal Tracking Report

The Meal Tracking report provides a CACFP report for meals.

Example: Meal Tracking - Excel

Report Columns

  • Summary
    • Food Program Designation totals
    • Number of Students with Status
    • Breakfast Count
    • AM Snack Count
    • Lunch Count
    • PM Snack Count
    • Late Snack Count
    • Dinner Count
    • Other Count
    • Total Meals
  • Monthly Meals Report Tab
    • Child Name
    • Birthdate
    • Age
    • Room
    • Tags
    • Record ID
    • External Student ID
    • Food Program
    • Total Monthly Meals

Available Report Filters

  • Date Range
  • Rooms
  • Tags
  • Meal: Breakfast, AM Snack, Lunch, etc.
  • Program Designation: Free, Paid, etc.

Student Portfolios

Use the Student Portfolios report to export student assessments for entire rooms at once.

Note: Select the 'Only include Assessments and child with an assigned Progress' option to only include students with a progress recorded.

Example: Student Portfolios - PDF

Report Columns

  • Full Name
  • Room
  • Date the report was generated
  • Assessment details

Available Report Filters

  • Room
  • Only include Assessments and children with an assigned Progress

Emergency Cards

The Emergency Card Report provides your center the peace of mind that you can quickly access all necessary student and family information in the event of an emergency, and to meet your licensing needs. See: Creating an Emergency Card Report for more information.

Example: Emergency Cards - PDF

Report Columns

Based on selected filters (see available filters below)

Available Report Filters

  • Student
    • Photo
    • First Name
    • Last Name
    • DOB
    • Age
    • Address
    • Room
    • Status
    • Allergies
    • Schedule
    • Medication
    • Dietary Restrictions
    • Physician
    • Physician Phone
    • Physician Email
    • Physician Type
  • Family
    • First Name
    • Last Name
    • Relation
    • Email
    • Phone
    • All Pickups
    • Pickup Type
    • Emergency Contact
  • Group By
    • School
    • Room
  • Sort Report By
    • Alphabetical by First Name
    • Alphabetical by Last Name
    • Oldest to youngest
    • Youngest to oldest
  • Student
    • Active
    • On Hold
    • Graduate
    • Inactive

Immunization

The Immunization report provides vaccine dosage information for each child and highlights

Example: Immunization Report - Excel

Report Columns

  • Student Name
  • Room
  • Enrollment Status
  • Tags
  • Record ID
  • External Student ID
  • DOB
  • Age
  • All vaccines listed

Available Report Filters

  • Immunizations
  • Show only past due or missing immunizartions due within next ____ (select # of days)
  • Room
  • Enrollment (status)
  • Tags
  • Show parent name and emails

Leads

The Leads report exports lead profile information for each student, by status.

Example: Leads - Excel

Report Columns

  • Student Name
  • Room
  • Status
  • Lead Creation Date
  • Expected Start Date
  • Schedule
  • Payment State (Paid, Unpaid)
  • Amount Paid
  • Notes
  • Date of Birth
  • Expecting Mother
  • Allergies
  • Address
  • City
  • State
  • Country
  • Zip
  • Lead Source
  • Lead Source Details
  • Custom Lead Fields

Available Report Filters

  • Date Range (up to 12 months)
  • Room
  • Status

Name to Face

The Name to Face report exports a list of when staff regularly spot-checks students in their care. See: Name to Face Activity to learn more about this activity.

Example: Name to Face Report - Excel

Report Columns

  • First Name
  • Last Name
  • Date
  • Time
  • Title (Check Type: Spot Check, Nap Check, Diaper Check, Health Check, Outdoors, Other)
  • Description

Available Report Filters

  • Date Range
  • Rooms
  • Tags
  • Types (Spot Check, Nap Check, Diaper Check, Health Check, Outdoors, Other)

FTE - All Rooms

The FTE report provides a full-time equivalency report for all rooms.

Example: FTE - Excel

Report Columns

  • Student Name
  • Room
  • AM & PM for each day of the week
  • Total

Available Report Filters

  • N/A (exports FTE for all rooms)


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