Use Procare’s free ChildCareCRM Extra to import family and child information from your CRM wait list into Procare.

Outline

Before You Begin
Which Families Export from ChildCareCRM?
Download the ChildCareCRM Extra
First Time Setup – Log In and Map Locations
Sort, View and Copy Family Information
Import Families and Children to Procare
Optional: Export your CRM Wait List

Before You Begin

  1. You must have an account with ChildCareCRM and know how to use it to manage your waiting list. See Instructions from ChildCareCRM.
  2. if you want to import marketing information from ChildCareCRM to the Child’s Log Sheet in Procare, create a child Log Sheet Type under which to record them such as “ChildCareCRM”.

Which Families Export from ChildCareCRM?

When you set a child’s status to “Registered” or “Wait List” in ChildCareCRM, you’ll have the option to mark them for export to your management system (meaning Procare). If you say ‘no’ you may choose to export them later. For questions on this topic, please Contact ChildCareCRM.

Status changed to “Registered” Status changed to “Wait List” Choose to “Export” later
crm-question-export-to-procare.png crm-wait-list-export2.png crm-export-btn.png

 

Download the ChildCareCRM Extra

  1. Log on to your computer with local administrator privileges and close all programs, including Procare.
  2. Download
  3. When installation is complete, restart Procare.

Getting There

From the Procare Home screen go to Utilities > Procare Extras > ChildCareCRM.
cc-crm-utilities-menu.png

First Time Setup – Log In and Map Locations

The very first time you set up the ChildCareCRM extra, you must log into Procare as a System Supervisorsystem-supervisor-shield; however, it is not necessary to be a System Supervisor just to run the extra—for example, to import families.

  1. If you have not yet set up your login information for ChildCareCRM, you’ll be prompted for that information. Answer “Yes”.
    cc-crm-msgbox-must-log-into-crm.png
  2. Next, enter your Username and Password for ChildCareCRM and click Login.
    cc-crm-login.png
  3. You’ll be prompted to download the list of locations from ChildCareCRM. Say “Yes”.
    cc-crm-msgbox-must-map-locations.png
  4. At the Map ChildCareCRM screen, choose a CRM Location (right side) to go with each Procare School location (left side). This is known as “mapping”. It’s not necessary to have a ChildCareCRM location for every Procare location, but you’ll only be able to import from the locations that are mapped.
    cc-crm-map.png
    Note: If you’ve recently added locations within ChildCareCRM click Refresh Locations to update the choices within Procare.
    btn-refresh-locations.png
  5. Click Save > Exit. This will take you to the main screen of the ChildCareCRM Wait List.
    btn-save
    Hint: From the main screen, you may return to make changes or additions to the mapping by using the CRM Mapping button. You must be a member of the System Supervisor group in Procare.system-supervisor-shield
    btn-crm-mapping.png

Sort, View and Copy Family Information

  1. At the ChildCareCRM Wait List screen: Sort children by Name, Gender, Age or Registration Date by clicking the headings above the list of children (right side). Click a second time to reverse the order.
    cc-crm-sort-by-reg-date-heading.png
  2. Select a child (right side) to display marketing information entered in ChildCareCRM for the child (top left) and parent (lower left).
    cc-crm-select-child-mktg.png
  3. Optional: Use the Copy CRM Marketing Information button to copy just the child and parent marketing data to the Windows clipboard. You may then paste it to Notepad, email, etc. The information will be recorded in the Child Log if you choose to do so when you enroll the child.
    btn-copy-crm-mktg.png
  4. Optional: Use Copy Email, Copy Phone or Copy All (phone, email and address) to copy Parent/Guardian information (lower right) to the Windows clipboard. You may then paste it to Notepad, email, etc. This information will also be imported when you enroll the child.
    btns-copy-email-phone-all.png

Import Families and Children to Procare

  1. Select a child you wish to enroll (right side).
    cc-crm-select-child-detail.png
  2. Click the Enroll button or just dbl-click their name.
    btn-enroll.png
  3. A list of Children Pending Enrollment (for that family) is displayed. The child you initially selected will be checked (right side). To enroll other children for this family place a check next to their name(s)
    online-reg-select-children.png
    Note: A yellow alert icon (!) means this person may already be in the system. Dbl-click the icon and choose the person in the system who should be merged with the person on the wait list. If the people shown as possible matches are not the same person, do not select anyone and ignore the alert.
    owl-possible-match.png
    The icon will change to a red “M” symbol meaning the existing person will be updated with information from the selected person.
    owl-merge-match.png
  4. Optional: Add another child or update information for an existing child at the same time.
    1. Click the drop down arrow on the Add Child button (right side).
      btn-add-child-online-reg-import
    2. Choose Add Existing Child if there is a child already in Procare, on another family account (divorced parents) or in another Procare location (changing schools) who you want to add to this family. After adding them to the list of pending children, be sure to place a check next to them.
    3. Choose Add New Child if the family gave you information about another child (verbally perhaps) but they were never added to the wait list. After adding them to the list of pending children, be sure to place a check next to them.
    4. Choose Search & Merge if the child is already in Procare (an existing child) AND you wish to update their record with new information from the wait list.
  5. Choose an Enroll Status, Enroll Date and Primary Classroom for each selected child.
    online-reg-enroll-status-date-class.png
  6. Decide if you want to import marketing information from ChildCareCRM to the Child’s Log Sheet. The first time you see this screen the Logging is Off warning appears.
    owl-log-off.png

    1. Choose the Log Sheet Type to use, such as “ChildCareCRM” (lower left). If you do not select a log type the information will not be saved anywhere.
      crm-log-type.png
    2. If a log sheet type is selected, a box will appear for you to type Additional Log Comments. There is a 2,000 character limit for all text imported to the log. See: Why is the log cut off or split into multiple log notes?
      online-reg-add-log-comment.png
  7. When the children you wish to enroll are checked click Next.
    btn-next-(1)
  8. Will these children be added to a New Account (brand new family)? If so:
    1. Mark New Account and type an Account Key used to look up this family – usually the first few letters of their last name.
      owl-new-act.png
    2. Under the Parent/Guardian section confirm whether the person should be added as a New Payer on the account, their Relationship to the selected children and that you do intend to import them (the parent).Note: A yellow alert icon (!) means this person may already be in the system. This works the same as for children. See: Alert Icon
      Import Childcare CRM Parent to New Procare Account
    3. The payer is the person responsible for paying for this child. If the person listed is not the payer, click the drop down arrow on the Change button (right side) and choose one of the following:
      btn-owl-change-payer.png
      c1. Choose Replace With Existing Person, if there is a person already in Procare you want to substitute as the payer for this family. The person originally shown will not be imported.
      c2. Choose Replace With New Person to create someone new as the payer for this family. The person originally shown will not be imported.
      c3. Choose Search & Merge if the person is already in Procare AND you wish to update their record with new information from the wait list.
  9. Will these children be added to an Existing Account (family already in Procare)? If so:
    1. Mark Existing Account and select a family from the Account Key list. By default only “visible” accounts are shown. Check the box to Include Hidden Accounts, if desired. Hidden accounts will appear in italics.
      owl-existing-act.png
    2. Choose the Primary Payer’s Relationship to the children you are importing. This refers to the current payer on the existing account.
    3. Parent/Guardian section: Confirm the Relationship to Children for the person who registered the children. This person will be added as an additional payer on the account. (If they are not a payer, uncheck the box labeled Incude as Payer on Existing Account.)
      Import Childcare CRM Parent to Existing Procare Account
      Note 1: If this person is the SAME AS THE EXISTING PAYER, you may choose not to import them (uncheck Import) or update their information (click the arrow on the Change button and choose Search & Merge).
      btn-owl-change-payer.png
      Note 2: To import someone else as an additional payer, click the arrow on the Change button to replace them with either and Existing Person or a New Person. The person you replace will not be imported.
      Note 3: A yellow alert icon (!) means this person may already be in the system. This works the same as for children. See: Alert Icon
  10. To complete the process click Enroll.
    btn-enroll.png
    Note: Once a child is imported to Procare, the Export tab in ChildCareCRM will show their status change from “Pending” to “Processed”, or, in cases where the child’s enrollment date is in the future, it may say “Waiting”.  Contact ChildCareCRM for details about how this appears in the ChildCareCRM system.
    crm-export-status.png

Export ChildCareCRM Wait List

You may export all your families on your CRM Wait List for use in another program, like Excel.

  1. Click Export (lower right).
    btn-export-owl.png
  2. Browse to or type the path AND file name to create, like C:\Users\MyName\Desktop\WaitList.csv. The file must include a valid extension, like .csv (comma separated values) or .txt (text) or any valid extension the program you intend to import the file to will accept.
    btn-browse.png
  3. The browse button defaults to .csv, but you may choose .txt or another format. For use with Excel or other spreadsheet software, .csv is recommended.
    owl-export-file-type.png
  4. Click Export on the Waitlist Export File Path screen. YOU MUST TYPE A FILE NAME, like WaitList.csv in order for the export to work.
    owl-export-path-with-filename.png
  5. Open the exported file in your third-party software, like Excel. The export file includes parent and child information.

 

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