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Procare University

The Procare U Course List

Learn to use Procare better by taking classes at your own pace. Each lesson has these 3 parts:
  1. Show Me: Watch a short instructional video.
  2. Let Me: Practice what you've learned.
  3. Test Me: Take a quiz to test your knowledge.
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Your Lesson Plan

It's best to take the lessons in order as each one builds on what you've learned in prior lessons.
Lesson 1: The "Person" Concept
Identify different roles a person may have, places to enter a person and the difference between a "new" and "existing" person.

      


Lesson 2: Adding People
Be able to add people, copy address & phone, and reconcile people when a match is found.

      


Lesson 3: Remove Duplicate People
Effectively use the Remove Duplicate People utility to combine duplicated person records.

      


Lesson 4: Procare Search
Effectively use the Search All Locations and Binoculars search tools.

      


Lesson 5: Configuration Lists
Understand Global, Local and System Supervisor Configuration List Options.

      


Lesson 6: Filters, Lookup & Hidden / Visible
Understand how to Lookup records, Filter your view, and Hide or Unhide records.

       


Lesson 7: Add, Edit and Remove Family Accounts
Understand how to Add accounts, add comments, alerts, assign agencies, hide / unhide, and remove accounts.
This lesson builds on the concepts in Lesson 1 and Lesson 2.

       


Lesson 8: Add a Child, Related People, Classroom and Enrollment Dates
Understand how to add children, add related people, assign the child's classroom and record enrollment status dates.
This lesson builds on the concepts in Lesson 1 and Lesson 2.

       


Lesson 9: Introducing the Ledger Card
Understand how to access the ledger card, recognize charge, credit, payment and voided types of transactions, move between accounts, group and un-group transactions by description, audit changes made to transactions, and discover why transactions are locked.

       


Lesson 10: Direct Ledger Card Entry
Understand how to make, cancel, change and void Direct Entries in an account's Primary (Private) Ledger and Agency Ledger Card(s).
This lesson builds on the concepts in Lesson 9.

       


Lesson 11: Automated Billing Overview
Understand the Three Steps of Automated Billing: Set up the child Billing Box, run the Automated Billing program, confirm entries were posted to ledger cards.
This lesson builds on the concepts in Lesson 10.

       


Lesson 12: Automated Contract Billing
Set up Contract Billing for children, including a discount line, Copy Billing from one schedule to another, then run Automated Contract Billing and confirm entries were posted to ledger cards.
This lesson builds on the concepts in Lesson 11.

       


Lesson 13: Payments: Ledger Card and Quick Ledger Posting
Post private payments either directly to ledger cards or through the Quick Ledger Posting program.
This lesson builds on the concepts in Lesson 10.

       


Lesson 14: Deposit Reports: Making Bank Deposits and Viewing Closed Reports
View a Closed Report and Deposit newly posted payments to a Bank Account by closing the Current Deposit Report.
This lesson builds on the concepts in Lesson 13.

       


Lesson 15: Fixing a Payment on a Closed Deposit Report
Remove Payments from Closed Reports to Change or Void and Re-Close the Corrected Deposit Report.
This lesson builds on the concepts in Lesson 14.

       


Lesson 16: Automated Formula Billing
Compute and Post Charges for Time Attended or Scheduled, such as Hourly/Daily, Half/Full Day Attendance or After Hours Late Pickup minutes. Requires the Attendance Tracker Module.
This lesson builds on the concepts in Lesson 11.

       


Lesson 17: Split Account Billing
Track Charges, Payments and Credits on Separate Accounts for the Same Children to Split Billing Among Two or More Accounts, with Separate Aging, Customer Statement and Year-End Tax Reports.
This lesson builds on the concepts in Lesson 11.

       


Lesson 18: Selected Account Billing
Learn how to use Child or Account criteria to Select just certain accounts to charge a one-time fee. For example, charging for a field trip for a particular classroom, or Registration renewal fees by month of Registration.
This lesson builds on the concepts in Lesson 12 and Lesson 17

       

Lesson 19: Quick Ledger Posting
Learn how to use Quick Ledger Posting to rapidly process a stack of payments or other charges or credits to primary account ledgers.
This lesson builds on the concepts in Lesson 12 and Lesson 13

       

Lesson 20: Family Accounting Report Changes
Learn How Various Family Accounting Procedures, such as Posting Charges & Credits, Payments & Closing the Bank Deposit Report Affect the Receivable Journal Summary Report totals for the Asset and Revenue Accounts Involved.
This lesson builds on the concepts in Lessons 11 through 14.

       


Lesson 21: Basic Agency Accounting
Post Charges to Agency Ledgers Cards with Contract Billing Using a Daily Rate Times the Number of Eligible Days, Process the Agency Payment and Post Write-Off or Transfer Adjustments Needed. Learn how to Save your work, then permanently record the Payment.
This lesson builds on the concepts in Lessons 10 and 11.

       


Lesson 22: Advanced Agency Payment Posting
Post an Agency Overpayment two different ways and Correct Out-of-Balance Charge Lines Due To Payments Posted Incorrectly to a Single Child Charge Line.
This lesson builds on the concepts in Lesson 21.

       


Lesson 23: Child Schedules
Create a Custom Schedule for a Child, Save it as a Template, and apply the Template to other Children.
This lesson builds on the concepts in Lesson 8.

       


Lesson 24: Child Schedule Exceptions
Create Schedule Overrides and Absences for Children, see the results on Roll Call and other schedule-based reports.
This lesson builds on the concepts in Lesson 8 and Lesson 23.

       


Lesson 25: Family Data - Assign Tracking Items
Assign Account and Child Tracking items and use them with Filters, Report Filters, and with common Procare Functions, such as Batch Processing Attendance, Billing Selected Accounts, Emailing Accounts, etc.
This lesson builds on the concepts in Lesson 6.

       


Lesson 26: Child Time Cards
Record Child Attendance Time, View Rounded or Actual Times, Modify or Delete Lines, use the Copy Day/Week Feature, Audit button and Run Individual Child Time Card Reports.

       


Lesson 27: Child Batch Check In-Out-Transfer
Record child check in/out and transfer times as a group, for bus runs, end-of-day check out and transfer of children to another room.
This lesson builds on the concepts in Lesson 26.

       

Lesson 28: Child Batch Post Time Card
Record child in & out times from rollcall or sign in/out sheets and/or post times for children currently checked in from previous days' attendance.
This lesson builds on the concepts in Lesson 27.

       

Lesson 29: Check-In Computer Options
Set Check-In Computer Options including selecting the correct school, setting the authentication type (Personal ID, Fingerprint or Cardswipe), choosing information display options such as accounting information, immunizations, or schedule, hiding the mouse for touchscreens and other settings.

       

Lesson 30: Temporary Registration
Learn how to issue temporary registration numbers to authorized child pickup people and employees so they may register to use the Check-In station.
This lesson builds on the concepts in Lesson 8 and Lesson 29

       

Lesson 31: Using the Check-In Station
Learn how to use the check-in station to check children or employees in or out using each of three possible authentication methods, read pending messages, and review other information options.
This lesson builds on the concepts in Lesson 8, Lesson 29 and Lesson 29

       

Lesson 32: Using the Receptionist
Learn how to use the Receptionist Feature within Procare to check children in or out with the authorized pickup person's initials, and with system rounded times. Use this feature when you don't have a Check-in Station available, but want times recorded as if the Authorized Pickup Person performed the operation.
This lesson builds on the concepts in Lesson 8, Lesson 29, Lesson 30 and Lesson 31

       

Lesson 33: Check-In Issues
Learn how to access the Check-In Issues screen for employees or children, correct timecard errors, and deleted check-in issue messages once corected.
This lesson builds on the concepts in Lesson 31

       

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