---
title: "Add Student Profile"
slug: "add-edit-student-profiles"
updated: 2026-07-14T21:55:29Z
published: 2026-07-14T21:55:29Z
canonical: "www.procaresupport.com/add-edit-student-profiles"
---

> ## 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.

# Add Student Profile

Three options are available to add new students to your account.

- On the website
- In the app, or
- If you have more than 30 students to enter, use our spreadsheet template with the student/parent data to [bulk import into the system](/procare-online/docs/bulk-upload-of-student-data-xls-or-csv)

> [!NOTE]
> Procare Desktop Customers
> 
> This option is not available. [Refer to this article to learn more about bulk upload in Procare Desktop.]( https://www.procaresupport.com/procare-desktop/docs/using-procare-desktop-with-engagement#children)

## Add Students on the Web or in the App

**On the Web**

## 

1. Go to **My School** > **Students**.
2. Click **Add Student** at the top right or use the [Quick Actions](/procare-online/docs/quick-actions) option on the top right of each screen. ![image.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-2K8LKWP8.png)

1. Enter the student’s first and last name.
2. Select the **Room** that they will be assigned to.
3. Click **Create Student**. ![image.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-K5T2579G.png)
4. The **Student** will now display in your list of students on both the website and mobile devices. You can now [invite the parents.](/procare-online/docs/inviting-families-to-procare)

**See the Key Fields to learn important details.**

**In the App**

1. On the Home screen, click the ![appstdnt.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/appstdnt.png) icon in the upper-right corner.

![image.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-MP5MACCB.png)
2. Select the room from the drop-down.
3. Enter the student's name
4. Click **Add Student**.
5. The student will be added to the room list.
6. Click the student's name to view/edit their profile.

> [!WARNING]
> Parent/Guardian PIN
> 
> Parents/Guardians will be issued a Sign-In/Out PIN and have access to the child's account to view daily activities or make online payments; authorized pickups will only have a Sign-In/Out PIN with no access to the child's account or payments.

## Key Fields in the Student Profile

Student information can be entered as they are added or later by going to **My School > Students**.

### Profile Picture

To edit the picture, select the current photo and replace it with the new picture. File sizes are limited to 200×200 pixels.

> [!WARNING]
> Note
> 
> Once you add a photo, you cannot remove it. The only option is to replace it.

### Name

The student name can be edited as needed.

![stdntpfl06.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stdntpfl06.png)

> [!WARNING]
> Note
> 
> If you update the name, it will change everywhere in the software. Also, keep in mind that all the records and history are connected to this student profile. Best practices include not replacing this student profile with another student's profile or a sibling's profile.

### **Status**

**Change Status**

Change the status instantly.

1. Select the **Status.**
2. Select the ![submit icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/submit.svg).

![stdntpfl05.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stdntpfl05.png)

**Schedule On Hold to Active**

Schedule **On Hold** to **Active.**

1. Go to **My School > Students.**
2. In the search window, click **Filter** ![filter icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/filter.svg).
3. Select the **Room** and **Tags** as needed. Select **On Hold.**

![edtstdntpfl01.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/edtstdntpfl01(1).png)

1. Click the **Student’s** name.
2. Select **Schedule Activation**

![stdntpfl02.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stdntpfl02.png)

1. Choose the activation date.
2. Select the **Room**.
3. Select **Schedule Activation**.

![stdntpfl04.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stdntpfl04.png)

The scheduled activation will now appear next to the **Upcoming Transitions** field, labeled as **On Hold Activation**.

![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-WYRWHNE1.png)

![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-PA91L5NE.png)

> [!WARNING]
> ![tooltip icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/tooltip.svg)
> 
> The tooltip provides information regarding the status.

### Primary Room

The room can be changed from the student profile, but it is critical to understand the room designation and capacity. Refer to these articles for more information.

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | Learn more about [Rooms](/procare-online/docs/add-edit-or-deactivate-rooms-web). Learn more about [RoomRunner](/procare-online/docs/roomrunner-dashboard). |
| --- | --- |

To learn more about upcoming room transitions:

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about creating and managing move plans](/procare-online/docs/roomrunner-create-a-move-plan). [Learn more about enrollment planning using RoomRunner.](/procare-online/docs/roomrunner-enrollment-agent) |
| --- | --- |

> [!WARNING]
> Note
> 
> - Parents can only sign in/out of the primary room
> - Only the room designated as primary will display in reports

### Upcoming Transitions

View any transitions or move plans for the individual student.

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

Learn more about [RoomRunner Move Plans](/procare-online/docs/roomrunner-create-a-move-plan#what-move-plan-are-you-trying-to-do).

### DOB (Date of Birth)

Entering the date of birth is important for maintaining accurate records (for example, immunization ) and planning and forecasting transitions.

### Tags

Tags are customizable labels that make it easier to quickly filter and find specific groups of students, especially in larger programs.

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about tags.](/procare-online/docs/managing-tags-for-easy-filtering) |
| --- | --- |

> [!WARNING]
> Note
> 
> Tags are available in both the web and mobile platforms.

### Schedule

Edit or revise the student’s schedule by selecting the day and **AM** or **PM**. Click ![submit icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/submit.svg) to save.

![stdntpfl11.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stdntpfl11.png)

> [!WARNING]
> Note
> 
> - When adding a new student, the schedule defaults to the full-time schedule
> - For you to know, schedules impact:
>   - LiveRoom status
>   - Dashboard Sign In-Out analytics
>   - RoomRunner dashboard
>   - Programs

### Allergies, Medications

These fields can be populated from a registration form.

To indicate no allergies you can enter any of the following: None, No, NA or N/A.

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about the Registration Form](/procare-online/docs/multiple-registration-forms). |
| --- | --- |

> [!WARNING]
> Note
> 
> Allergies and medications are displayed on the **Emergency Cards**.
> 
> Allergies are indicated throughout the software with this icon ![allergy.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/allergy.png).

### Food Program

- Appear on the **Meal Tracking** report

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | Learn more about [Meal Tracking and Reports](/procare-online/docs/meal-tracking-and-reports) |
| --- | --- |

### Address

This field can be populated from a registration form.

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about Registration Form](/procare-online/docs/multiple-registration-forms). |
| --- | --- |

### Siblings

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about adding or linking siblings. This is important for processing billings and payments.](/procare-online/docs/add-or-link-siblings) |
| --- | --- |

### Graduation Date

The **Graduation Date** automatically populates on today's date when the student enrollment status is updated to:

- **Inactive** or
- **Graduate**

This field can also be manually edited.

### Additional Profile Fields

Profile fields can be created in **School Settings** or when creating or editing a registration form.

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about creating profile fields](/procare-online/docs/profile-field-mapping). |
| --- | --- |

### Parent/Guardians

Manage parent/guardian contact information.

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about adding, editing, or deleting parent/guardians.](/procare-online/docs/add-edit-or-delete-parents) |
| --- | --- |

### Additional Authorized Pickup

There are two types of pickups you can set up:

- **Authorized Caregiver Pickups**
- **Carpool Pickups**

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about each here.](/procare-online/docs/add-authorized-pickups-and-carpools) |
| --- | --- |

### Physicians

Physicians can added or revised here. Create an **Emergency Card Report** for quick access to student and family information.

| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about creating and accessing the Emergency Card.](/procare-online/docs/creating-an-emergency-card-report#reports-emergency-cards) |
| --- | --- |

## What student profiles fields will parent and staff see in app?

These student profile fields are available and designated by each app in the table below:

| Staff App | Parent App |
| --- | --- |
| Student profile picture | Student profile picture |
| First name | First name |
| Last name | Last name |
| Assigned Room |  |
| Parents/Guardians | Parents/Guardians |
| Additional Authorized Pickups | Family & Additional Authorized Pickups |
| Schedule |  |
| Tags |  |
| DOB | DOB |
| Medication | Medication |
| Allergies | Allergies |
| Notes |  |
| Street Address | Address Line |
| City | City |
| State | State |
| Zip | Zip |