Procare Online Updates & Enhancements
How to Install Your Procare Online Update
To make sure you have the latest version installed go to
Utilities > Check for Online Update. Once an update has been downloaded each Procare computer (on your network) will automatically prompt you to install.
Note: Updates for persons using the Procare Data Hosting Service are managed automatically by Procare and usually occur about a week after the release dates shown below.
Release Notes for Recent Versions of Procare
Version 10.2.4469
Release date: March 28, 2012
- New - Family Time Card Reports: Print Time Cards for a single family account (all children in the family) directly from the account toolbar.
- New - Rollcall Sheets:
- Monthly: 5 Day
- Monthly: 5 Day, Schedule
- Weekly: 5 Day (AM/PM), Actual Schedule
- Enhanced - Pay at Check In: Now allows a payment to be made even if the family has a zero balance or credit balance. This is useful for people who prefer to pay in advance.
- Enhanced - Reports: Account Balance Summary report (under Family Accounting) now includes options for whether or not to include family accounts with a zero balance.
- Enhanced - Export: When an employee works in more than one location and has paychecks with hours split between locations, only those checks will be skipped during export. Previously no checks could be exported (for anyone) if even one person had a single check split between locations.
- Enhanced - Export Message: Added alert to Export utility to make it clear that exporting should be done at a time of day when other people are not actively using Procare.
- Fixed - Module Licenses: Issue where you could be in a location licensed for a module (like Payroll or Expenses & Ledger) and inadvertently switch to another location that was not licensed for that module.
- Fixed - Employee Batch Check In/Out: Clicking the Refresh button when no employees were scheduled would cause an "unhandled exception".
- Fixed - Online Wait List:
- Issue that could cause an 'object reference not set' error when enrolling a child under a new account, even though enrollment was successful.
- Updated to deal with time zone issues related to DOB and other issues. This issue mainly affected people in time zones west of the Pacific Time Zone.
- Fixed - Check In Image: Fixed issue so you can add your own image to be displayed at the check in screen. See: Check In Options
- Fixed - Time Clock: Corrected issue where using PIN/Password combination did not recognize the person and may have incorrectly said they were 'not eligible for any transactions'.
Version 10.2.4461
Release date: March 19, 2012
- New - Pay at Check In: Parents can now pay by credit/debit card directly through your Check In Computer. In fact, anyone who is a Payer on a family's account can do so, even if they are not a pickup person. See: Set Up Pay at Check In and How to Make a Payment
- New - Forgot Password Tool: If you forget your Procare password, you can now reset it by answering your personal security questions. This requires installation of a Server Patch. The next time you log on you'll be prompted to choose your security questions and answers. The Forgot Password link (image below) will only appear if you attempt to log on with an incorrect password.
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- New - Batch Check In/Out for Employees: Brand new feature, similar to batch check in for children.
- New Reports -
- New Scheduled but not Checked In report under the Not in Attendance report section. Useful to see who should be here today, but has not yet checked in.
- New Charge / Credit Descriptions report lists all tuition charges, other charges, credits, etc. as they are set up in the Charge / Credit Descriptions screen.
- New Data View - Data Viewer now includes a "currently checked in" view to get lists based on which children are checked in right now.
- Enhanced - Immunizations by Age: You may now specify an age when due as an alternative to the number of months since their last immunization. See: Immunization Setup
- Enhanced - Letter Merge: Added ability to email the Secondary Payer on each account.
- Enhanced Reports -
- Tracking based Rollcall & Sign In Sheets - The Child: Pickup/Deliver (tracking reports) now have the option to change column headers from "Pickup/Deliver" to "Rollcall AM/PM" or "Sign In/Out".
- Enrollment Reports: Child's age is now based on the date you select, instead of today's date. This is helpful when projecting enrollment for the future. For example, a report for Sept. 1st now calculates how old the child will be on that day.
- The Expenses & Ledger Balance Sheet now includes your current earnings as part of equity.
- Enhanced - Text Messaging: You may now choose a person's cell phone as their text number, without having to type it in a second time.
- Enhanced - Online Wait List & Pre-Registration: OWL Import screen now has the ability to update Payer information (in Procare) when the information submitted on the website is different. Also when importing payers the default has been reversed from “Do not import” to “Import”.
- Enhanced - Employee Time Cards: Times for the last pay period are now displayed in blue, while the current pay period is still shown in yellow. Any times not in the last or current period have a white background.
- Enhanced - Employee Check In: Employees are now limited to selecting a Pay Code (like Teacher) to which they are assigned. Previously, they could select any Pay Code.
- Enhanced - Calendar Reminders may now be set up to five years into the future.
- Enhanced - Exclude Withholding from Payroll Taxes: Message added to make it more clear that choosing to "exclude" an employee from federal or state taxes affects their taxable earnings and is EXTREMELY rare. See: Employee Withholdings
- Enhanced - Batch Post Accrued Benefits and Batch Post Employee Time Cards updated to speed up processing.
- Enhanced - Enhancements made to Tuition Express regarding Batch Processing for reconciliation on the website.
- Fixed - Check In Screen: Family's balance changed to use a colon instead of a dash. The dash made it appear as though parents had a negative (credit) balance.
- Fixed - Benefits Totals on Check Stubs: Fixed issue where benefit hours remaining appeared on check stub even though "Check Stub" was NOT marked on the Benefit Codes screen.
- Fixed - Employee Benefits Dates: Corrected issue with date selection on Employee Benefits screen that sometimes caused the date picker to be disabled.
- Fixed Reports -
- Employee Schedule Summary: Updated to display scheduled times in order.
- Bank Account Register: Fixed issue with beginning and ending balance that could cause it not to match the Trial Balance.
- Temporary Registration: Updated to show accurate expiration date after changing length of time they expire.
- Fixed - Delete Procare Users: Fixed issue, in certain cases, where a message incorrectly said a person could not be deleted.
Version 10.2.4415
Release date: February 2, 2012
- New - Meal Tracker Report: Added the Weekly Classroom Meal Count known in Texas as "Alternate 1535", but also useful for other states. This has been a much requested report! Thanks for your input.
- New - Meal Counts: Process meal counts for an entire month, all at once, using the Daily Meal Tracker. Just click the Attend or Schedule buttons (to base counts on actual attendance or each child's schedule) then select a date range, like This Month. This has been a much requested feature!
- Enhanced - Check In Screen:
- Loads child information more quickly.
- An on screen keyboard (OSK) is now built in, rather than relying on the Windows OSK. This is used when on a touch screen computer and entering an administrative password to access the Check In Options screen, etc.
- Authorized pickups now get a message indicating the door is opening, when used with a Procare Door Controller.
- Added a Remote Assistance button when going to Check In Options. This helps a Procare technician get connected to your computer, when needed for trouble shooting.
- Added a Statistics button when going to Check In Options. This is useful to help determine the cause of any possible delays when checking in.
- There is no longer a separate Family Accounting option specifically to "Display Balances for" a certain length of time. Instead, the balance is automatically shown if Display Accounting is selected.
- Enhanced - Reconcile Bank Accounts:
- The date used for Bank Fees and Interest Earned now matches the "Statement Date" instead of using today as the date.
- You can now sort checks by the Description column to make it easier to locate a particular check.
- Enhanced - Data Viewer: Added the "Identification Number" field to the Child Information (Tracking) view.
- Fixed - Employee Benefits: On the Balances tab corrected an issue with the way the starting balance was calculated when a particular date range was selected.
- Fixed - Email: The email address of the sender now defaults to the school email address instead of the address of the person logged into Procare.
- Fixed - Deny Entry Feature: Fixed an issue where the Deny Entry screen for one location would become locked if a user from another location was in the same screen.
Version 10.2.4393
Release date: January 12, 2012
- New - Payroll: Auto-correction of Social Security withholdings during Payroll Check Calculation. If Social Security has been over or under withheld on previous checks, it will automatically be adjusted on the next check. This helps accommodate recent, and possible future changes, in the tax rate for Social Security. It also means that sometimes the amount withheld will not be an exact percentage like 4.2 or 6.2%.
- New - Insert Pictures: The Letter Merge/Word Processor has new options of Insert Image and Format Image located under the Format menu. This is a great way to get your logo added to a letter.
- Enhanced - Check Registers: The on screen Payroll Check Register (and Vendor Check Register) now display checks with a check number of zero.
- Enhanced - Reminders: The Calendar Reminder icon is now more noticeable. It flashes with a red outline every few seconds when you have an active reminder.
- Enhanced - Check In Screen: The balance due displayed during check in now includes only transactions posted up through the current day. Items posted in the future are no longer included.
- Enhanced - Time Cards: Performance enhancements made to Time Card screens (Child and Employee), as well as to the entire Check In process.
- Enhanced - Tuition Express:
- The Tuition Express ID # now appears on the Processing Screen for easy reference.
- The Tuition Express Implementation Guide now auto populates the ID # and records who accepted it based on who was logged in to Procare at the time.
- Screens that require a screen saver setting (and/or acceptance of the Implementation Guide) now allow you to continue once those requirements are met.
- Fixed - Payroll: Issue where pre-taxed withholdings were not subtracted from gross pay prior to withholdings being determined. Affected version 10.2.4358 only.
- Fixed - Receipts: Fixed issue with Reprinting Receipts where the tax ID number printed repeatedly.
- Fixed - Billing Formulas: Corrected issue where percentages in the formula did not always work as expected.
- Fixed - Drop In Formula Billing: Resolved issue caused when checking in someone (from Drop-in Formula Billing) who was already checked in.
- Fixed - Expenses & Ledger: Corrected issue with Calculating Balances for the New Year in those rare cases when revenue and/or expenses did not start the previous year with zero balances.
- Fixed - Meal Tracker Report: The Daily Meal Count – Three Meals report updated to correctly total the first meal for the first age group.
- Fixed - Payroll check numbers are now formatted more consistently regarding commas in thousands.
- Fixed - Deny Entry:
Version 10.2.4358
Release date: December 7, 2011
- New - Drop In Care: The Drop In Formula Billing feature has a new Check Out option so you can check drop in children out directly from the billing screen.
- Enhanced - Namebadges: The Child Namebadge report now has the option to Include Emergency Contacts so the names and phone numbers of the first two contact people print on the badge. This conforms with certain state requirements for emergency situations. Go to Reports > Standard Reports > Family Data > Filtered Reports.
- Enhanced - Billing Calculations: When using the Report button within Automated Formula Billing or Automated Drop In Billing, the report now includes a description of how the amount was calculated.
- Enhanced - Check In Messages: When using the Report button on the Message Views screen, the text of the actual message is now included.
- Enhanced - Procare installer updated to install SQL 2005 Express with SP4 and corresponding security update.
- Fixed - Sending check in messages to a selected Tracking Item sent the message to everyone instead.
- Fixed - The Trial Balance report could, in some cases, have debit and credit columns out of balance when the Fund Accounting feature was turned on.
- Fixed - Withholdings on the payroll check stub printed outside the box when there were more than 9 withholdings.
- Fixed - School Budget information is now included when using the Import/Export utility.
- Fixed - Header on the Meal Times report.
Version 10.2.4331
Release date: November 10, 2011
- New - Deny Entry / Prevent Check In: New feature allows you to deny entry to certain children such that none of their authorized pick up people are able to check them in. This may be appropriate if the family is habitually past due on their payments or other circumstances warrant blocking them from check in.
- New - Report showing authorized pick up people who have not yet registered to check children in. Located under Reports > Standard Reports > Attendance Tracker > Registration > Not Registered.
- Enhanced - Reports:
- Quarterly Attendance and Schedule reports (based on qtr hour increments) have been updated to include classroom and overall daily totals and have been renamed to Classroom Attendance (or Schedule) by Qtr Hour.
- Employee Benefits Screen: The Print button now reports benefits based on the Group or UnGroup buttons. When grouped subtotals for all benefits of a certain type, like vacation, are shown and when ungrouped each benefit is shown line by line as entered on screen.
- Edit Bank Account Register Screen: The Report button works better when changes are made. The change must now be saved prior to viewing the report.
- Enhanced - Time Cards better identify any invalid entries and require correction before exiting the time card.
- Enhanced - Data Viewer: Added Keyless Entry Code (KES Code) as a field on the Account Information and Child Information views.
- Fixed - Payroll checks recorded using the "Post & Print" option incorrectly printed a date of Jan. 1, 1900 and a check number of zero. The actual date and check number stored in the database was correct and did not affect reports. This was a very limited issue that affected version 10.2.4323 only.
- Fixed - Ledger Card entries dated more than 3 months in the future were being set back to a current date after installing an update, or running Repair separate from the update. This was intended to help prevent mistakes and has now been changed to only affect entries dated more than 15 months in the future.
- Fixed - Short email addresses (less than 15 characters) were not allowed when attempting to Send Email. This issue affected versions with text messaging capability only.
- Fixed - Daily Meal Tracker: The Print button now correctly runs the Daily Meals report, not the Child Care Facility Roster.
Version 10.2.4323
Release date: November 2, 2011
Version 10.2.4297
Release date: October 7, 2011 (Oct. 18 for Data Hosting)
- New - Filter Accounts: When you use the Filter icon (funnel) to view only certain groups of families, employees or vendors those settings are now saved when you log out or exit. The settings are saved separately for each Procare User so Mary may set her filter one way while John sets his another. If you prefer that your filter settings not be saved go to Configuration > User and uncheck "Store My Filter Settings".
- New - Change Locations on-the-Fly: From any main Procare screen such as the Dashboard, Family Data & Accounting, etc. just dbl-click near the schoolhouse icon (lower left) to switch to a different location. It's no longer necessary to go to the Home screen to change locations. This is super convenient for people who manage multiple child care centers and frequently need to switch between locations.
- New - Email for Employees/Vendors: Ability to copy email addresses and to send email with attachments to employees or vendor contacts similar to the way it works for families.
- Enhanced -Mini Procare is now much more flexible when determining the 60 account limit. Only families with recent charges on their ledger (within the past 45 days) count toward the limit. If you are using Family Data only (not Family Accounting) the strict 60 family limit still applies. See: Mini Procare Limit
- Enhanced - Data Hosting: In the event of a connection failure you'll be automatically directed to a web page showing Procare's connection status. If Data Hosting is shown as "online" and you are unable to connect the issue is most likely with your internet connection.
- Enhanced - Immunizations are now displayed on the Check In screen only when a child has one that is coming due soon or is already due.
- Enhanced - Non-Enrolled Children are now easily identified at a glance. On the main screen of Family Data their names, etc. are in italic text with a slightly grayed background. This applies to all children whose Enrollment Status is something other than "Enrolled".
- Enhanced - Standard Amounts: You can now update all standard amounts at once, rather than one at a time. Use the drop down arrow on the Update button to choose Update All.
- Enhanced - Letter Merge: Each letter created must now have a unique name. This will help avoid confusion by preventing two or more letters from being given the same name.
- Enhanced - Log Sheets: Print certain types of log notes for an individual account (family), child, employee or vendor. Use the tiny Filter icon in the header (like Original Entry, Last Modified, Comment Type, etc.) to view certain logs on screen then click the Report button. This feature may have originally been included in a previous update, but did not get noted.
- Enhanced - Tuition Express Client List added to the Processing screen allowing you to view all Tuition Express families at a glance.
- Enhanced - The Payroll Check Register and Vendor Check Register screens now include totals and the ability to specify reconciled or unreconciled checks for display.
- Enhanced - Online Wait List / Pre-Registration now has the ability to enter notes for a specific child on the wait list. The notes are stored online, not within Procare. When the child is later imported to Procare those notes are imported to their Child Log Notes (if log notes are enabled during import).
- Enhanced - Address labels can now be grouped and sorted.
- New Reports - a. Child Roster w/Contact Info (parent/guardian and doctor info required by some states); b. Daily Meal Count - All Meals (summary of meals for the month); c. Daily Meal Count - Three Meals (for centers serving 3 meals and 4 age groups); d. Accounts with Activity (past 45 days); e. Bank Account Register - added option to group/sort by module.
- New Views - Use with Data Viewer: a. Account Ledger Info; b. Log Sheets (account, child, employee, vendor); c. Employee Benefits; d. Updated other views to include Texting Email Address where appropriate.
- Fixed - Check In Screen: Brief issue in build 10.2.4295 that caused children who were not enrolled to be displayed for check in.
- Fixed - 941 Report: Fixed issue where pound signs (#) appeared if the combined percentage was greater than 10% such as with Social Security.
- Fixed - Text Messaging now correctly reads all SMTP email settings including whether or not SSL is enabled.
- Fixed - Vendor Log Sheet Report button now properly prints log notes.
- Fixed - Keyless Entry System: If you removed a code from the Additional Codes screen and tried to re-use that code it incorrectly reported the code as 'in use'.
- Fixed - Employee Benefits screen and reports could sometimes give unexpected results after converting from version 9. Repair utility modified to correct this issue.
Version 10.2.4269
Release date: September 9, 2011 (Sept. 15 for Data Hosting)
- New - Child Meal Summary report added children grouped based on reimbursement status, like free, reduced, above scale. Located under Standard Reports > Meal Tracker > Daily Record of Meals.
- New - Service Contacts Email: For Data Hosted customers added contacts feature under Supervisor Utilities > Service Contacts to which Procare will send billing and/or technical related emails.
- Enhanced - Reports: Added check box option to Include Child's Date of Birth on Meal Tracker Rollcall Sheets as well as certain Family Data Sign In Sheets.
- Fixed - The School Name now correctly appears in the header of Customer Statements and similar reports when printed directly from the Family Ledger Card.
Version 10.2.4261
Release date: September 6, 2011
- New - Send Text Messages to individual people or group messages to Payers (parents), Employees or Vendor Contacts.
- New - Online Wait List / Pre-Registration (known as OWL):
- On the Import Wait List screen added ability to easily copy the email, phone, or all info regarding the parent/guardian to the Windows clipboard.
- You can now update a child already in your database with new information imported from OWL. Just dbl-click the child's name on the Children Pending Enrollment screen and click Merge then choose the existing child with whom to merge the information.
- Enhanced - Daily Meal Tracker: Meal counts are now based on actual check in/out times (rather than rounded times) to better determine if a child was there during the time a meal was served.
- Enhanced - The Dashboard can now be reset from the User Configuration screen Reset Layouts button without logging out and back in, etc. This is a much simplified process in cases where the dashboard needs to be reinitialized.
- Enhanced - Tuition Express: Changes made in preparation for parents being able to make online payments which will be available soon.
Version 10.2.4224
Release date: July 27, 2011
- New - Child Meal Summary report added children grouped based on reimbursement status, like free, reduced, above scale. Located under Standard Reports > Meal Tracker > Daily Record of Meals.
- New - Check In Screen: French added as a language choice under Check In Options.
- Enhanced - Vendor Checks: When scrolling up to view previous checks for a vendor you can now see more than 5 lines if the check was broken into more than 5 expense categories.
Version 10.2.4216
Release date: July 18, 2011
- Enhanced - Online Wait List & Pre-Registration: When Importing Children from the wait list the Child Log Sheet Type is now saved - so you only need to select it once.
- Fixed - Letter Merge: Letters may now be printed for accounts even if they don't have an email address.
- Fixed - Employee Time Cards can now handle a check out time of exactly midnight.
- Fixed - Payroll Check Calculation issue fixed when using the up / down arrows to move from one employee to the next. Only affected version 10.2.4205 and only when moving from salaried to hourly workers. More Info >>
Version 10.2.4205
Release date: July 8, 2011
- New - Dashboard: Added a Recently Checked Out item to the dashboard to show child's name, time out and classroom. To enable this feature you may need to:
- Install the Patch
- Go to the Dashboard Element Configuration screen. You should see "Recently Checked Out" at the bottom of the list. Assign the Minimum User Group then Exit.
- Choose Reset Layouts on the User Configuration screen.
- Close Procare then log back in.
- The Recently Checked Out element should then be available for you to add using the Dashboard Customization tool.
- New - Batch Schedule Overrides: Make an override (schedule exception) for many children at once. Great for things like a school out day when after school children may be at the center all day.
- New - Batch Enrollment Changes: Change the Enrollment Status for many children at once, such as moving all children on "Summer Break" back to a status of "Enrolled" for the school year.
- New - Import Emergency Contacts from one child to another.
- Enhanced - Reimbursements on Payroll Check Stubs are now noted to more easily identify them as a reimbursement.
- Enhanced - Message added to Check In process to alert person if they do not check a child in or out.
- Enhanced - Copy Week button added to Child Time Cards and Employee Time Cards.
Version 10.2.4181
Release date: June 14, 2011
- New - Configuration Merge: Added filtering to all merge screens. This makes it easier to select just items that are similar such as all account numbers that start with "25", or descriptions that start with "pre", etc.
- Receipt Printing: Small changes to correct a few minor issues with new receipt options and how Quick Ledger Posting works with receipts.
Version 10.2.4177
Release date: June 10, 2011
- Receipt Printing Options:
- New - Reprint receipts using new Stored Receipts feature.
- New - Names of enrolled children may be printed on receipts.
- New - Tax ID number may be printed on receipts.
- Enhanced - Names of first 2 payers automatically included on receipts.
- Email Family Accounts:
- New - Attach Files to Email: You may now send email directly through Procare (separately from Letter Merge) and include a file attachment, like a PDF, Word doc, image, etc.
- New - Copy Email Addresses: Ability to copy email addresses of Primary and/or Secondary Payers to the Windows clip board then paste them to whatever email program you use.
- New - Search/Edit People Records: Directly search for a person (rather than a Family Account) then dbl-click their name to view/edit their Person Information.
- New -Data Viewer : New data view with Employee Contact Information. Create your own views with employee name, address, phone, etc.
- Data Backup:
- Enhanced - Backup Location: When you copy/save a backup to an alternate location (like a usb drive, folder on your computer, etc.) the location is now stored. The next time you save a backup offline it will default to the same location.
- New - Automated Backup Copy: Use SQLConfig.exe to enable automatic silent offline backup copies whenever any backup is made. Supports file system and FTP (including SSL secured FTP) copies. Requires necessary permissions. Runs as part of the licensing service and may not work in all situations.
- Enhanced - Pay Periods: More pay periods are available to choose on the Payroll Check Calculation screen. This allows you to record a check issued back to the end of the prior year.
- Enhanced - Installation: The installer now creates a Windows System Restore Point when possible.
Version 10.2.4148
Release date: May 11, 2011
Version 10.2.4135
Release date: Apr. 29, 2011
Hint: To get these features download the latest Keyless Entry Software from the
Procare Extras page. Follow steps to uninstall, then run the installer a second time to install the new version.
Version 10.2.4100
Release date: Mar. 25, 2011
Enhancements Archive
See the Enhancements Archive for features and enhancements added to past releases of Procare.
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