Management Reports

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.

Students & Family Info	Custom Report

Example: Students and Family - Excel (using 'Custom Report' 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(s)
Student Type (status)
Tags

Student Age Report

The Student Age Report helps you proactively plan for room transitions and assists with enrollment planning. This report projects a child's future age based on their birthdate and a specified date range to determine when a child might need to transition to a different room based on the room's age range criteria. Learn More

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 profile 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(s)
Staff Type (active, inactive)

Meal Tracking Report

The Meal Tracking report provides a CACFP report for meals.

Example: Meal Tracking - Excel

Report Columns

Summary Tab
- Food Program Designation
- Number of Students with Status
- Breakfast Count
- AM Snack Count
- Lunch Count
- PM Snack Count
- Late Snack Count
- Dinner Count
- Other Count
- Total Meals
Meal Tracking Detailed Tab
- Child Name
- Birthdate
- Age
- Room
- Tags
- Record ID
- External Student ID
- Food Program Status
- Meals Monthly Total
  - Total number of meals served for each Food Program Status
  - Total number of meals for Breakfast, AM Snack, Lunch, PM Snack, Late Snack, Dinner, Other
  - Quantity for each meal listed above (All, Some, Most, None)
  - Dates selected and how many students were present

Available Report Filters

Date Range
Room(s)
Tags
Meal: Breakfast, AM Snack, Lunch, etc.
Food Program Status: 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(s)
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(s)
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
Lead Profile Fields

Available Report Filters

Date Range (up to 12 months)
Room(s)
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
Room(s)
Tags
Types (Spot Check, Nap Check, Diaper Check, Health Check, Outdoors, Other)

Historic FTE - All Rooms

The Historic FTE Report tracks enrollment patterns across your rooms over time, giving you the data you need to make informed decisions about staffing, capacity planning, and future growth.

Using timeframe parameters, the report will calculate the expected number of full-time students per room per week. The report also calculates each room's monthly average for the preceding 11 months. Learn more