---
title: "Staff Procare Account Invite and Sign-Up"
slug: "staff-procare-account-invite-sign-up"
updated: 2026-10-30T17:17:20Z
published: 2026-10-30T17:17:20Z
canonical: "www.procaresupport.com/staff-procare-account-invite-sign-up"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Staff Procare Account Invite and Sign-Up

![staffcenterg.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/staffcenterg.png)

> [!NOTE]
> Important
> 
> Procare staff accounts must be created on the Procare website first. After their account is created, they use the same email and password to log in to the Procare child care mobile app.

After you add a staff member to your center, send them an invite to create their Procare account. Once they sign up, they can:

- view students
- send and receive messages
- record daily activities

> [!WARNING]
> Staff Email
> 
> Staff without an email address in the software cannot receive an invitation to create an account. See [Add, Edit, or Deactivate Staff](/procare-online/docs/add-edit-or-deactivate-staff-website) for more information.

Review which staff have signed up and which still need to.

## Check Staff Sign-up Status

1. Go to **Staff Management** > **Staff**.
2. Locate the staff member.
3. Review the sign-up status in the **Invite Status** column.

## Invite Status Key

| **Invite Status Key** |
| --- |
| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/eminoneb.png) **Orange Contact Icon** | **No icon** | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlinvtsntb.png) **Gray Envelope** | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlsub.png) **Green Checked Shield** | ![emlinvtb.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlinvtb.png) **Invite Button** | ![emlreinvtb.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlreinvtb.png) **Re-Invite Button** | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlvrfdnoacctb.png) **Brown Clock** |
| No email on file. | Not yet invited. | Invite sent, no action taken by the staff member. | Staff member signed up successfully. | Click to invite. | Click to send another invite email. | Email verified, but Procare account not yet created. |

| ![1.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/1(3).png) | ## Add and Invite Staff |
| --- | --- |

If you have not added the staff member follow these steps and send their invite at the same time.

1. Click **Add Staff**.
2. Enter their email address.
  1. If the email is already in Procare a message will display.
    - Email is already taken - each staff member must have a unique email address, which they use to log in and receive messages and notifications. If the email is already assigned to another staff profile, an error message appears and the new profile cannot be created.
3. Click **Invite to Procare**.
4. Select their role if known or configured by your center.
5. Click **Create Staff**. An invite is sent. ![image 1](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Online/Staff/Staff+Invites+%26+Sign-Up/Staff+Invites+%26+Sign-Up_122023_image+1.png)

| ![2.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/2(2).png) | ## Invite Existing Staff |
| --- | --- |

If you have already added your staff and just need to send them an invite, follow these steps.

1. Go to **Staff Management** > **Staff**.
2. Locate the staff member.
3. Click **Invite**.

### **Common Scenarios and Solutions for Staff Invite Email**

| **Scenario** | **Action** | **What to Know** | **Updated Invite Status** |
| --- | --- | --- | --- |
| Staff member did not receive the invite | 1. Go to **Staff Management** > **Staff**. 2. Locate the staff member. 3. Check their **Invite Status**. 4. Confirm the email address on their profile is correct. 5. Click **Re-lnvite** ![emlreinvtb.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlreinvtb.png). 6. Ask the staff member to check their inbox and spam folder. | - A new invite email is sent. The original email invite code no longer works. - If staff with school-domain email addresses are not receiving emails from Procare, ask your IT department to allow emails from: - [connect-hello@online.procarecaresoftware.com](mailto:connect-hello@online.procarecaresoftware.com) - [connect-notification@online.procaresoftware.com](mailto:connect-notification@online.procaresoftware.com) - Remind staff that accounts cannot be created in the Procare child care mobile app. They must complete setup through the invite email link first, then use the app to log in. | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlsub.png)Once the Staff member has signed up successfully. |
| Staff member’s email invite has expired. | 1. Go to **Staff Management** > **Staff**. 2. Locate the staff member. 3. Check their **Invite Status**. 4. Confirm the email address on their profile is correct. 5. Click **Re-lnvite** ![emlreinvtb.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlreinvtb.png). 6. Ask the staff member to check their inbox and spam folder. | - Email invites expire in one week. Remind the staff member to create an account within the one-week period. | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-O0RO1ACB.png) Once the Staff member has signed up successfully. |
| Staff member has not signed up and the email needs to be edited. | 1. Go to **Staff Management** > **Staff** > click the staff member > locate **Email** > click **Edit** . 2. Edit the email address. 3. Click **Invite** ![emlinvtb.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlinvtb.png) or **Re-Invite**![emlreinvtb.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/emlreinvtb.png) . This automatically triggers a new verification email and sign-up instructions to the corrected address. |  | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-O0RO1ACB.png) Once the Staff member has signed up successfully. |
| Staff member has signed up and the email needs to be edited. | - To change a login email after sign-up, you must contact Procare customer support. - Have the staff member’s name, current email address and the new email address available. |  | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-O0RO1ACB.png) Once the Staff member signed up successfully. |

![send.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/send.png)Send [this article to staff to provide instructions on how to sign up for a Procare account](/procare-online/docs/sign-up-for-a-procare-account).

| ![3.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/3(2).png) | ## Staff Invite Email |
| --- | --- |

The staff invite email contains the following information:

![stffemlinvt.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stffemlinvt.png)

1. Instructions for how to create their account with the web link.
2. A unique invitation code that expires in one week.
3. The email address used to create the staff account.
4. Links to download the Procare Child Care Mobile app.

Once the staff member receives the email:

![stffemlinvt06.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stffemlinvt06.png)

1. They click on the link provided in Step 1. They are taken to a web form. Their name, invite code and email address will automatically populate in these fields.
2. They will need to create and confirm a password.
3. Next, they click **Sign-Up**.
4. The final step is to set up their **2-Step Verification**.

> [!WARNING]
> Note
> 
> 2-Step Verification is required for all staff who use Procare Online.
> 
> ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg)
> 
> Learn more about [Setting Up 2-Step Verification for Staff](/procare-online/docs/multi-factor-authentication).

The staff member can now log in to Procare Online (website) and the Procare Child Care Mobile app.

## Staff Login

**Website**

Staff go to [https://schools.procareconnect.com/.](https://schools.procareconnect.com/.)

![staffloginb.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/staffloginb.png)

1. They select **Staff.**
2. Enter their email.
3. Enter their password.
4. Click **Login**.

**Child Care Mobile App**

When staff log in to the Procare child care mobile app, they will select **Staff**.

![image.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image%28156%29.png)

For information on adding staff who are also parents/guardians and how to switch between staff and parent/guardian accounts:

![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg)

Learn more about [Add Staff Who Are Also Parents](/procare-online/docs/add-staff-who-are-also-parents).

![send.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/send.png) Send[](/procare-online/docs/staff-invites-sign-up)[this article to staff to provide instructions on how to sign up for a Procare account](/procare-online/docs/sign-up-for-a-procare-account).

![Tucker-Headsetsm.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/Tucker-Headsetsm(1).png) Reach out to Procare customer support when:

- a staff member needs their login email changed after they have already signed up
- a staff member appears to have a duplicate or disconnected account
- invite or verification emails are not arriving after:
  - confirming the email address is correct and
  - IT has allowed Procare's email domain

Prepare for the chat or call by having the:

- staff member’s name
- email address(es) involved
- screenshots to help with faster resolution

![troubleshooting procare online icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/tspcol.svg)

## Troubleshooting Guide

****A staff member did not get their invite**.**

- Go to **Staff Management** > **Staff** > locate the staff member.
  - Confirm the email address on the staff member’s profile is correct and free of typos.
  - To re-invite the staff member, click the **Re-Invite** button.
- If staff with school-domain email addresses are not receiving emails from Procare, ask your IT department to allow messages from Procare.
- Remind staff that accounts cannot be created in the Procare child care mobile app. They must complete setup through the invite email link first, then use the app to log in.
- Send [this article to staff to provide instructions on how to sign up for a Procare account](/procare-online/docs/sign-up-for-a-procare-account).

****A staff member’s email needs to be corrected.****

Follow the steps depending on whether the staff member has or has not signed up.

- Staff member has not signed up**:**
  - Go to **Staff Management** > **Staff**.
  - Locate the staff member, click **More Options** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) .
  - Click **Edit**.
  - Locate the email, click **Edit** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/edit - blue.svg).
  - Edit the email address.
  - Click **Invite** or **Re-Invite**. This automatically triggers a new verification email and sign-up instructions to the corrected address — no need to contact customer support.
- Staff member has signed up:
  - To change a login email after sign-up, you must contact Procare customer support. Have the staff member’s name, current email address and the new email address available.

****A staff member is not seeing the correct center when they log into Procare.****

1. Go to **Staff Management** > **Staff.** Ask the staff member which email address they use to log in to Procare. Compare it with the email on their profile.
  1. If the two emails do not match, confirm the staff member has signed up for a Procare account at your center with the email on their profile. Then ask them to log out and log back in with that email.
  2. If the emails match, the staff member may also have access to another school or have a parent account associated with the same email. Show them how to switch schools or switch to their staff account.

See [Staff with Multi-School Access](/procare-online/docs/staff-with-multi-school-access) and [Add Staff Who Are Also Parents/Guardians](/procare-online/docs/add-staff-who-are-also-parents) for instructions.