Procare Online Launch Guide

Get Started!

1. Register for our live Procare Online webinars: Getting Started with Procare Online and Attendance, Daily Activities and Communications. We also have a recorded version, if that is better for you; if you scroll down on the linked page, you can view recordings of both webinars.
   • Training Calendar – Procare Online (Be sure to select your time zone first!)
2. Schedule your meetings with your Implementation Manager using their calendar links in your Welcome Email.
   • Please keep in mind that you must first attend the training webinars and start completing the Launch Guide steps listed below prior to your meeting with your Implementation Manager.
   • If needed, you can reschedule your Implementation meeting using the “reschedule” link in the confirmation email.
3. Log into the Procare Online website using the login credentials in your Welcome Email.
4. Change your password by clicking the silhouette in the upper right corner of the website and selecting "edit profile.”
5. Make sure that you have devices available to your staff that are compatible with the Procare Online App.
6. Install the Procare App on your device(s). For the iOS/Apple devices, download the app from the Apple Store. For Android devices, download the app from the Google Play Store.
7. Log into the Procare App on your device using the same login credentials as the website.

Enter in Your Rooms and Families

1. First, add classrooms to your center.
2. Manually enter in students.
3. Manually enter in parents/guardians.
4. If you have lots of families already enrolled, you may want to use our Bulk Upload option to enter in multiple families at once.
5. Create online registration forms for families to register with you online.
6. If you want to use our Leads feature to manage and communicate with potential students’ families, please make sure to review our Leads/New Enrollment Center for our bank of how-to articles and important information.

Set Up Your Billing

1. Review our transaction types.
2. Learn how to create, edit, and cancel invoices.
3. Learn how to receive payments manually.
4. For split families, make sure to enable multifamily billing, bill these families separately, and generate separate invoices for them.
5. If you have subsidies that you would like to track, create each subsidy/agency account ledger and start tracking them in Procare.
6. Set up your billing plans to bill families automatically on a recurring schedule.
7. If you will be accepting online payments, review how parents can make online payments through the website or via the mobile app.
8. Look for a call and email from your Implementation Manager. You will need to schedule an appointment to set up and learn how to use Billing and Payments in Procare Online.

Enter in Your Staff Members, Set Their Roles & Permissions, Assign Them to Rooms, and Invite Them

1. Enter in your staff members.
2. Update your staff members’ role (admin or non-admin) and permissions in the Procare Online website.
3. Update your staff member’s room assignments. Non-admin staff can only send Classroom Chat messages to parents of students who are assigned to the same room that they are. Admin staff room assignment controls their push notifications for Classroom Chat parent messages. Make sure to assign yourself to all rooms that you want to receive notifications for.
4. Decide if you want Room Visibility enabled or disabled for your non-admin staff.
   • With Room Visibility enabled (checked/Full Access), your non-admin staff can view all students and rooms in the center. They can log activities for all students. They can clock into any room. They can be scheduled for any room. If they have access to reports, they can generate reports for any room.
   • With Room Visibility disabled (unchecked/No Access), the non-admin staff can only view rooms that they are assigned to, and they can only view and log activities for students who are assigned to the same room that they are assigned to or are signed into the same room that they are assigned to. They can only clock into rooms they are assigned to. They can only be scheduled for rooms they are assigned to. If they have access to reports, they can only generate reports for the rooms they are assigned to.
5. You can invite your staff to create their accounts by navigating to the Procare Online website, going to Staff Management > Staff on the left sidebar menu, and by then clicking on "Invite" next to each staff member's name. They will only have the "invite" option when their email addresses have been added to their profiles, so please be sure those are entered in and are accurate.
   • Once you click Invite on the staff profile, they will receive an email with instructions on how to create their accounts at your center.
6. A staff member who is also a parent can have access to a school and their child's profile under one account. Make sure they have the same email listed for both their staff and their parent profile. Invite one account (usually the staff account first), and once they have signed up, go ahead and invite the other account. This will link the two profiles together.
7. You may want staff to clock in using their Kiosk PINs or the staff contactless clock-in method. Please ask your Implementation Manager or Customer Support if you want your staff to be able to clock in and out using their Kiosk PINs on any device; otherwise, they will only be able to clock in and out using their Kiosk PINs on a device logged in on by an admin account. You can view and edit staff timecards and generate reports on the website.

Train Your Staff

• We recommend you start by having your staff attend our live training webinars. Training Calendar Be sure to select your time zone first!
• For administrators, please have them register for the Getting Started with Procare Online Webinar.
• For your non-admin staff, please ask them register for the Attendance, Daily Activities, & Communications Webinar.
• We also have a recorded version of each webinar, if there are scheduling conflicts; if you scroll down on the linked page, you can view recordings of both webinars.
• Please also share this collection of Help Center articles and video tutorials with your staff:
  • Staff Training Guide
  • How To: Sign In-Out
  • Message Parents (Website)
  • Message Parents (App)
  • How To: Daily Activities
  • Create Lessons
  • Meal Planning
  • Calendar Events (Web)
  • Calendar Events (App)

Learn How to Log Daily Activities & Message Families

1. Review the Daily Activity options in the app. Practice with a “Test” student (Sarah Test, Mark Test, and Julia Test)!
2. For infant classrooms, you may want to consider enabling the Activities Dashboard so that your staff can quickly view and log each infant’s bottle, diaper, and nap activities within the Procare App.
3. Review the various way of sending and receiving messages through the app or website. Practice with a “Test” student!
4. Let your Implementation Manager know if you want to set messages or any daily activities to “Staff Only,” which means that only staff can view the activity until an admin approves it. This way, you or another admin at your center can review the message or activity prior to parents seeing them and receiving a notification. You can always change your mind later! (Important Note: Observation Activities and Name to Face are always Staff Only and cannot be shared with parents.)

Choose How to Log Child Attendance

• There are several different methods of logging attendance using Procare Online. Please review the methods listed in this article. You can click on each type to get more information: Sign In-Out Options
• If you use the Parent Kiosk method on a tablet, you may want to look up and send Kiosk PINs for parents and authorized pick-ups.
• In the app, in order to view students in the rooms that they are checked into, rather than the rooms they are assigned to, filter for "Only Signed-In Students."

Invite Parents

1. You may want to let your families know ahead of time that you are going to start using Procare Online and that you are going to send an invite email to them with instructions on how to create an account with Procare Online. We have a Sample Letter you can customize and send to your parents via email.
2. Once you are ready, you can invite parents on the My School > Students page. Click the ellipsis (...) in the upper right of the website to choose "Send Parent Invite." Select the parents to invite individually, click the "Show students whose parents are not invited," or click "Select All."
   • Once you send out the invites, they will receive an email with instructions on how to create their accounts at your center.
3. Check to see which parents have signed up and which ones still need to do so.
4. You can always re-invite parents as many times as you like by clicking on the blue “Re-Invite” text at the top of the My School > Students page in the Procare Online website. This only sends an invite email to parents who have not yet signed up.
5. Feel free to share some of our parent help articles with your families. There are even more available in the Parent Help Article collection of our Help Center.
   • Parents: How to Sign Up
   • Parents: Getting to Know Your Procare App
   • Parents: Review your Child's Daily Activities
   • Parents: Message your Child's Teacher
   • Parents: View Current Balance
   • Parents: Make a Payment (Website) & Set Up AutoPay

Explore the Many Features of the App!

There are many other features to Procare Online! If you complete the Launch Guide steps above and are curious about Programs & Insights, Staff Scheduling, Staff Messaging, creating Lesson Plans, sharing Lesson Plans, Assessments, Newsletters, sharing events on the Calendar, Meal Plans, or the Documents feature, please review the information provided in the link and reach out to your Implementation Manager with any questions. Our Help Center is a great way to learn more about these features as well, and it is available by clicking on your silhouette profile icon in the top right corner of the Procare Online website and selecting Help Center.