Facility Transcripts
- 13 Jun 2025
- 5 Minutes to read
- Print
Facility Transcripts
- Updated on 13 Jun 2025
- 5 Minutes to read
- Print
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The Facility Transcript gives administrators real-time insight into staff training progress, providing a clear overview of professional development across the center.
These reports help with compliance tracking, CEU verification, training planning, and audit or accreditation recordkeeping.
For multi-location owners and admins, training transcripts from all facilities can be viewed and managed in one place, with the added ability to control staff access.
Accessing Facility Transcripts
Admins can access the report anytime via the Facility Transcripts link. It is recommended that this link be bookmarked for easy access.
A monthly email summary is also sent on the 1st of each month. This email includes a link to the Facility Transcript and is sent from pdsupport@procaresoftware.com with the subject line:
Procare Professional Development Monthly Admin Report.
Please Note:
Only fully completed courses are shown in the report. Progress on partially completed courses will not be displayed.
One administrator per account receives the emailed report.
You must be logged in to your Procare Professional Development account on a laptop or desktop computer (Facility Transcripts are not viewable on mobile devices at this time) and have Super Admin or Facility Admin permissions to view the Facility Transcript.
What’s in the Facility Transcript
The Facility Transcript lists all staff associated with the facility. By default, records are collapsed. Select See Details next to a staff member’s name to expand their transcript, which shows:
Course titles
Completion dates
Final grades
Training hours
CEUs earned
Training hours and CEUs are summarized at the bottom of each expanded record.
Use Expand All or Collapse All to manage visibility for all records. You can also apply date filters to control which certificates are displayed.
Viewing the Transcript
Single Facility
To view your Facility Transcript, select your facility from the dropdown menu.
Use the available date filters to refine the results shown within each tab.
Select See Details to view the full transcript, including course titles, completion dates, grades, training hours, and CEUs. If the transcript is not expanded, only Credits Earned will be displayed.
Multiple Facilities (Super Admin Only)
Super Admins managing multiple facilities can view transcripts from multiple locations simultaneously. Follow the steps below to access and explore transcripts.
Facility Access Codes
The Facilities Transcript shows the access code assigned to each facility. You can use this code to identify the facility in the dropdown menu. This makes it easier to rename or manage the correct facility.
Use the dropdown menu to choose one or more facilities. Each selected facility will open in a separate tab below the dropdown.
Each facility appears in its own tab. Switch between tabs to view transcripts from different locations.
Use the available date filters to refine the results shown within each tab.
Click See Details to expand the full transcript for a specific staff member. This view includes course titles, completion dates, grades, total training hours, and CEUs. When collapsed, only Credits Earned will appear in the transcript column.
Use Expand All or Collapse All to view more details.
Hiding Staff from the Facility Transcript
Control which staff members appear on the facility transcript.
Click Expand Transcript Options.
In the Users shown on this report column, you will see the complete list of staff associated with your facility. Staff highlighted in green will be displayed on the transcript, while those highlighted in red will not. Click on a staff member's name to change whether they are hidden or shown.
Click Collapse Transcript Options to return to the transcript view. All updates will be reflected on the transcript.
Staff Permissions
Access to the Facility Transcript is controlled by user role. There are three permission levels:
Permission Level | Description |
|---|---|
Super Admin | Purchased the Professional Development add-on (usually the facility director). Manages permissions for all facilities under one account. Example: A director overseeing three centers serves as the sole Super Admin for all facilities |
Facility Admin | Granted access by the Super Admin. Can view transcripts only for their assigned facility. |
Staff | Joined using a facility’s access code. Cannot view the Facility Transcript. |
Promote Staff to Facility Admins
A list of all staff associated with your facility can be located under the Admins section in the Transcript Options window (on the right side).
Click Expand Transcript Options.
In the Admins section, find the staff member’s name.
Click Promote to Facility Admin next to their name.
Note: Facility Admins can only be promoted by the Super Admin. They must have a Procare Professional Development account and be signed up with your facility’s access code.
Facility Admins do not receive the emailed report.
Demote Facility Admins to Staff
To remove Facility Admin access from a user, click Demote to Staff next to their name in the Admins section.
FAQ
Can I change the name of my facility?
To change the name of your facility, click the “Change” button next to “Change Facility Name” on the right side of the Transcript Options window.
A pop-up box will open. Type your facility's new name in it and click “Change” to save.
How do I print my facility transcript?
To print your Facility Transcript, click the Print button near the top left of the transcript.
A new window will open on your computer, where you can preview what will be printed. Select File>Print or follow your device’s standard commands (typically Ctrl + P) to print the document.
Note: Printing your transcript will print exactly what is currently displayed, meaning that if all staff records are collapsed into summary lines, they will print only the summary lines. If multiple facilities are open in tabs, the print button will only print the facility you are currently viewing.
Why am I not receiving monthly emails with facility transcripts?
This email comes from pdsupport@procaresoftware.com and has the subject line Procare Professional Development Monthly Admin Report.
The email also contains a list of all users who signed up with the facility code and their roles. If a user is removed, they will no longer appear on this list.
Check your spam, junk, or similar email filters if you aren't receiving these emails.
It is recommended that you add pdsupport@procaresoftware.com to your email contacts so you don’t miss future messages.
How can I customize my facility transcript?
To customize your Facility Transcript, click the Expand Transcript Options button in the top right corner of the report. This lets you adjust the view before printing or downloading by selecting which staff members to include or exclude (green indicates included; red indicates excluded).
Transcript Options are set per facility, so if you manage multiple facilities, you can configure each one individually.
The Transcript Options menu includes two sections:
Users Shown on This Report – Select which staff members appear in the transcript.
Facility Information – Manage the details displayed about the facility and staff permissions.
Can I view the facility transcripts on my mobile?
To view the facility transcript, you must log in to your Procare Professional Development account on a laptop or desktop and have Super Admin or Facility Admin permissions.
Facility transcripts are not viewable on mobile devices at this time.
Where can I access the Facility Transcript within my Procare Professional Development platform?
The transcripts can only be accessed through the link provided via email. We advise bookmarking this link for easier future access.
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