If you are a new director, assistant director, or administrative staff member using Procare Online for the first time, here are some common questions and tasks to consider.
Each center uses Procare differently, and the specific information each new director or child care staff member needs to know varies by role.
Explore Procare Support for more learning resources. You can also sign up for live webinars on a range of topics.
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Student and Family
How do I look up a student profile or make batch updates?
Use the Search and Filter tools to look up individual families or filter for select groups.
What are Tags, and how should I use them?
Tags are used to categorize students into different groups, activities, or programs. They are helpful for filtering and can be used to send messages, communicate, or sign students in and out.
How do I update immunization requirements?
Add new vaccines, edit existing vaccines, and mark doses as exempt or scheduled for each child. Set up your account to automatically inform staff and/or parents of upcoming and overdue vaccines.
What are the benefits of inviting families to Procare? How do I invite families to create their Procare accounts?
Inviting families helps build closer relationships. By making it easier for parents to receive updates and respond to staff messages, you are more likely to help them feel confident that their child is receiving the best care at your center. The photos and videos you send will often be the highlight of a parent's day.
Once parents/guardians are added to the system, you can send an invitation and they can sign up for a Procare account through the website.
Share resources with families who would like more information about the Procare Child Care Mobile App.
How do I add an authorized pick-up?
Families can add authorized pick-ups in their Procare parent portal. A staff member can Add Pickup from a student's profile. Authorized pickups cannot be invited to create a Procare account, and they can only sign in and out for the specific student.
How do I send a group message to families?
Use the messages feature or calendar to send out group communications.
What other communication tools exist?
Communicate with families using newsletters. Create templates to simplify the communication process.
Additionally, send documents to families for their review and approval. Documents uploaded by parents will be visible on student profiles.
Student Attendance
What sign-in/out options exist?
You can choose from staff-initiated sign-in-outs, parent-initiated, or contactless methods. Read more about each option.
How do I enable parent signature for sign-in/out?
Enable mandatory signatures under school settings.
How do I set up automatic sign-out at the end of the day?
Contact Customer Support to set up automatic sign-out.
Staff Management
How do I invite staff to create an account?
Select the Invite to Procare option when creating a staff profile, or invite later.
How do I manage staff access?
Manage staff roles and permissionsto provide different access levels
How do I view time cards?
Track staff attendance by setting up clock-in/clock-out via QR code or the Parent Kiosk.
Billing
How do I create an invoice?
For information on how to create an invoice in the:
How do I set up Billing plans?
To set up recurring billing plans, use attendance-based or tuition-based plans. This streamlines the invoice process.
How do I set up multifamily billing?
Learn more about how Procare works for multifamilies and how to set up multifamily billing.
How do I email families their invoices?
When creating a new one-time invoice or a recurring plan invoice, select the option to send an email. An email is sent when a new invoice is generated.
How do I receive a payment?
If you or your parents have decided not to use online payments, you must record those payments manually. We highly recommend our convenient online billing; however, you can log payments made by check, cash or other means to keep your accounts up to date. The Receive Payment option also allows you to process one-time payments via credit or debit card without requiring the payer to have a portal account.
How do I post payments?
There are multiple ways to record family payments. Parent-initiated payments will be automatically posted to their family ledger if your center uses integrated payment processing. The most efficient way to collect payments electronically for recurring payments and card-present transactions is with Tuition Express. Click here to learn more about Billing.
How do I set up Tuition Express?
If you would like more information on integrated payments, contact Client Services at clientservices@procaresoftware.com