This article explains the fields available for use with the Data Viewer feature. Some fields are obvious such as Last Name, First Name and Date of Birth, but others require more clarification like Account ID, Person Sort ID, Classroom ID, etc.

Getting There

See the article on how to use the Data Viewer.

Data View Fields

A Data View is a collection of information organized in a certain way. Procare includes the following preset views to use as a starting point for creating your own custom data views. Select a data view for details on the fields included with that view.

Family Data: Account Information, Account Information (User Defined), Child Information (User Defined), Child Relationships
Family Accounting: Account Ledger Information
Meal Tracker: Meals Served
Attendance Tracker: Child Time Card
Employee Data: Employee Time Card, Employee Information (User Defined)

Account Information

Field Name Description
Account ID Unique ID number assigned to each family account by Procare. Used internally. Not displayed within the Family Data module.
Account Key Typically the first few letters of the family’s last name. Determines alpha order on main screen of Family Data. Assigned on the Account Information screen.
Is Hidden Shown as true (with a check mark) if this is marked as a “hidden” account on the Account Information screen.
Account Comment Text entered in the Comment box on the Account Information screen.
Account Alert Text entered in the Account Alert box on the Account Information screen.
Person Type Type of person such as Child or Payer.
Person Sort ID Order in which a Payer or Child is displayed on screen. Payer with a Sort ID of 0 is the Primary Payer (listed 1st).
Primary Classroom Classroom assigned to a child on the Information & Relationships screen.
Classroom ID Unique ID number assigned to each classroom by Procare. Used internally. Not displayed within the Family Data module.
Classroom Sort ID Order in which class names are displayed on the Classrooms screen in System Configuration, like Infants, Toddlers. Used internally. The ID number itself is not displayed within the Family Data module. Useful if you wish to sort classrooms in the order you defined rather than alphabetical order.
Full Name Person’s full name in the format Last Name, First Name Middle Initial.
Last Name Person’s last name only.
First Name Person’s first name only.
Middle Initial Person’s middle initial only.
Date of Birth Person’s date of birth. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Gender Person’s gender displayed as M (male) or F (female).
Email Person’s email address.
Photo Person’s photo.
Address Type Indicates whether address data is stored in USA or non-USA format.
Add 1, Line 1 1st line of person’s 1st address like 1234 Main Street.
Add 1, Line 2 2nd line of person’s 1st address like Apt. # 101.
Add 1, City City of person’s 1st address.
Add 1, Region Two letter state abbreviation (like OR, WA, CA) for 1st address – when using USA format.
Add 1, Postal Code Zip or postal code for 1st address.
Add 1, Comment Comment for 1st address like “Home Address”.
Add 1, Is Mailing Shown as true (with a check mark) if this is marked as the Mailing Address on the Person Address screen.
Add 1, Is Physical Shown as true (with a check mark) if this is marked as the Physical Address on the Person Address screen.
Add 2, Line 1 1st line of person’s 2nd address like 1234 Main Street.
Add 2, Line 2 2nd line of person’s 2nd address like Apt. # 101.
Add 2, City City of person’s 2nd address.
Add 2, Region Two letter state abbreviation (like OR, WA, CA) for 2nd address – when using USA format.
Add 2, Postal Code Zip or postal code for 2nd address.
Add 2, Comment Comment for 2nd address like “Work Address”.
Add 2, Is Mailing Shown as true (with a check mark) if this is marked as the Mailing Address on the Person Address screen.
Add 2, Is Physical Shown as true (with a check mark) if this is marked as the Physical Address on the Person Address screen.
Phone 1 Person’s 1st phone number.
Phone 2 Person’s 2nd phone number.
Phone 3 Person’s 3rd phone number.
Phone 4 Person’s 4th phone number.
Phone 5 Person’s 5th phone number.

 

Account Information (User Defined)

Field Name Description
All account related fields like Account ID, Account Key, etc. are the same as the Account Information View.
User Defined All remaining fields in this view come from the User Defined Fields you set up at the account level. Since the names of these fields are created by you they will vary.

 

Child Information (User Defined)

Field Name Description
Child ID Unique ID number assigned to each child by Procare for this school location. If the same child is set up in multiple locations they will have a different Child ID at each location. Used internally. Not displayed within the Family Data module. See also: Person ID
Full Name Child’s full name in the format Last Name, First Name Middle Initial.
Last Name Child’s last name only.
First Name Child’s first name only.
Middle Initial Child’s middle initial only.
Date of Birth Child’s date of birth. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Month of Birth Child’s month of birth shown in the format 01-Jan, 02-Feb, 03-Mar, etc.
Year of Birth Child’s year of birth in 4-digit format such as 2009, 2010, 2011, etc.
Age Child’s age in year/month format such as 2 Yr 6 Mo.
Age-Year Child’s age in years only such as 2.
Age-Months Child’s age calculated in months such as 30.
Primary Classroom Classroom assigned to a child on the Information & Relationships screen.
Classroom ID Unique ID number assigned to each classroom by Procare. Used internally. Not displayed within the Family Data module.
Classroom Sort ID Order in which class names are displayed on the Classrooms screen in System Configuration, like Infants, Toddlers. Used internally. The ID number itself is not displayed within the Family Data module. Useful if you wish to sort classrooms in the order you defined rather than alphabetical order.
Enrollment Status Child’s Enrollment Status based on the “As Of Date” selected for this view.
Status Date Date of the child’s enrollment status. For example the child may have enrolled on 12/31/2009. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Person ID Unique ID number assigned to each person by Procare. This number is unique across all locations. If the same child is set up in multiple locations they will have the same Person ID regardless of location. Used internally. Not displayed within the Family Data module. See also: Child ID
User Defined All remaining fields in this view come from the User Defined Fields you set up at the child level. Since the names of these fields are created by you they will vary.

 

Child Relationships

Field Name Description
Child ID Unique ID number assigned to each child by Procare for this school location. Each person related to the child will have the same ID as the child themselves. If the same child is set up in multiple locations they will have a different Child ID at each location. Used internally. Not displayed within the Family Data module. See also: Person ID
Person Type The Person Type will be either Child or Relationship to indicate the child themselves or a related person like a parent or emergency contact.
Person Sort Order Order in which people are listed on the Child Information & Relationships screen. A zero “0” indicates that person is the child themselves. Any number greater than zero is a related person with number one “1” being the first person.
Full Name Person’s full name in the format Last Name, First Name Middle Initial.
Last Name Person’s last name only.
First Name Person’s first name only.
Middle Initial Person’s middle initial only.
Date of Birth Person’s date of birth. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Gender M = Male, F = Female, U = Unknown
Email Person’s email address.
Comment Text entered in the “Comments” field on the Person Information screen.
Photo Person’s photo.
Primary Classroom Classroom assigned to a child on the Information & Relationships screen. The same classroom will be listed for each person related to the child.
Classroom ID Unique ID number assigned to each classroom by Procare. Used internally. Not displayed within the Family Data module.
Classroom Sort ID Order in which class names are displayed on the Classrooms screen in System Configuration, like Infants, Toddlers. Used internally. The ID number itself is not displayed within the Family Data module. Useful if you wish to sort classrooms in the order you defined rather than alphabetical order.
Enrollment Status Child’s Enrollment Status based on the “As Of Date” selected for this view.
Status Date Date of the child’s enrollment status. For example the child may have enrolled on 12/31/2009. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Relationship Type Indicates how the person is related to the child such as Mom, Dad, Neighbor, Friend, etc. Relationship Types are defined in the System Configuration. A “blank” field indicates the person is the child themselves.
Lives With A check indicates the child lives with this person as shown on the Information & Relationships screen. A blank box means the child does not live with this person and a box with a dot/square indicates this person is the child themselves. Note: the dot/square mark is recognized as a “blank” field.
Emergency A check indicates this person is marked as an Emergency Contact on the Information & Relationships screen. A blank box means this person is not an emergency contact and a box with a dot/square indicates this person is the child themselves. Note: the dot/square mark is recognized as a “blank” field.
Authorized Pickup A check indicates this person is marked as an Authorized Pickup on the Information & Relationships screen. A blank box means this person is not an authorized pickup and a box with a dot/square indicates this person is the child themselves. Note: the dot/square mark is recognized as a “blank” field.
For information on address and phone number fields see the Account Information section.

 

Account Ledger Information

Field Name Description
Account ID Unique ID number assigned to each family account by Procare. Used internally. Not displayed within the Family Data module.
Account Key Typically the first few letters of the family’s last name. Determines alpha order on main screen of Family Data. Assigned on the Account Information screen.
Is Hidden Shown as true (with a check mark) if this is marked as a “hidden” account on the Account Information screen.
Full Name Primary Payer’s full name in the format Last Name, First Name Middle Initial.
Last Name Primary Payer’s last name only.
First Name Primary Payer’s first name only.
Middle Initial Primary Payer’s middle initial only.
Ledger Card Name of the ledger card associated with this item, either the primary payer (like Primary: Adams, Michael) or a third party agency (like Agency: State).
Ledger Card ID Unique ID number assigned to each ledger card by Procare. Used internally. Not displayed within the Family Accounting module.
Ledger Card Sort ID 0 = primary payer’s ledger card (parent/family account), 1 = third party agency ledger. Used internally. Not displayed within the Family Accounting module.
Identifier Identifier (often the initials) of the Procare User who recorded this entry.
Post Date Date selected when item was posted to the ledger card. See also: Creation Date
Description The Charge/Credit Description for this item like Tuition Infants, Family Discount or Pmt by Check.
Description ID Unique ID number assigned to each charge/credit description by Procare. Used internally. Not displayed within the Family Accounting module.
Description Sort ID Order in which charge/credit descriptions are displayed in System Configuration, like Tuition – Infants, Tuition – Toddlers. Used internally. The ID number itself is not displayed within the Family Data module. Useful if you wish to sort descriptions in the order you defined rather than alphabetical order.
Comment Text entered in the Comment field on the ledger card, often the child’s name or check number.
Amount Dollar amount recorded for this item.
Creation Date Date this item was actually entered based on the computer date. This may be different than the date chosen by the person making the entry. See also: Post Date

 

Meals Served

Field Name Description
All child related fields like Child ID, Date of Birth, Classroom ID, etc. are the same as the Child Information (User Defined) View.
Start Date Start Date selected by you which corresponds to the first day of the meal count period. See Meal01.
Start Date Age-Months Child’s age (in months) as of the Start Date.
End Date The End Date is automatically set to 30 days after the Start Date and corresponds to the last day of the meal count period. See Meal31.
End Date Age-Months Child’s age (in months) as of the End Date.
Meal Abbreviation Two character abbreviation like BR for “Breakfast” or AM for “Morning Snack”.
Meal Name Full name of the meal like “Breakfast” or “Morning Snack”.
Meal Sort ID Order in which meal names are displayed on the Meal Abbreviations screen. Used internally. The ID number itself is not displayed within the Meal Tracker module. Useful if you wish to sort meals in the order you defined (like Breakfast, Morning Snack, Lunch) rather than alphabetical order.
Meal ID Unique ID number assigned to each meal by Procare. Used internally. Not displayed within the Meal Tracker module.
Amount Reimbursement Amount for each type of meal.
Status Name Name of the Food Program Status level like Free, Reduced or Above Scale.
Status ID Unique ID number assigned to each Food Program Status by Procare. Used internally. Not displayed within the Meal Tracker module.
Status Sort ID Order in which status levels are displayed on the Food Program Status screen. Used internally. The ID number itself is not displayed within the Meal Tracker module. Useful if you wish to sort status levels in the order you defined (like Free, Reduced, Above Scale) rather than alphabetical order.
Meal01 through Meal31 Meal counts for a particular day. Meal01 is the Start Date of the reporting period while Meal31 is the End Date. A value of 1 means that meal was served, while 0 means no meal was served.

 

Child Time Card

Field Name Description
All child related fields like Child ID, Date of Birth, Classroom ID, etc. are the same as the Child Information (User Defined) View.
Classroom Classroom the child was checked in to. This is not necessarily the same as their Primary Classroom.
Checked In By Full name of person who checked the child in. Format: Last Name, First Name
Checked In By Initials First and last initial of person who checked the child in.
Punch In Date/Time Actual date and time of check in like 7/19/2010 7:43 AM. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Punch In Date Date of actual check in. The format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Punch In Time Actual check in time like 7:43 AM.
Punch In Date/Time Rounded Rounded date and time of check in like 7/19/2010 7:45 AM. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Punch In Date Rounded Date of rounded check in. This would usually be the same as the actual punch in date, however in cases where rounding would cause the time to cross midnight the rounded date may be different.
Punch In Time Rounded Rounded check in time like 7:45 AM.
Checked Out and Punch Out fields are the same as their equivalent Checked In and Punch In fields except they are based on check out transactions.

 

Employee Time Card

Field Name Description
Employee ID Unique ID number assigned to each employee by Procare for this school location. If the same employee is set up in multiple locations they will have a different Employee ID at each location. Used internally. Not displayed within the Employee Data module. See also: Person ID
Full Name Employee’s full name in the format Last Name, First Name Middle Initial.
Last Name Employee’s last name only.
First Name Employee’s first name only.
Middle Initial Employee’s middle initial only.
ID Number ID number you assigned to each employee on their Person Information screen such as a driver’s license number or another number determined by you.
SS Number Displays the last 4 digits of the employee’s Social Security number.
Person ID Unique ID number assigned to each person by Procare. This number is unique across all locations. If the same employee is set up in multiple locations they will have the same Person ID regardless of location. Used internally. Not displayed within the Employee Data module. See also: Employee ID
School Code 1 to 4 character abbreviation for this location set up on the Regions & Schools screen such as ABCN for “ABC Child Care – North”.
School Name Name of the location as set up on the Regions & Schools screen such as “ABC Child Care – North”.
School ID Unique ID number assigned to this location by Procare. Used internally. Not displayed within the Employee Data module.
School Sort ID Order in which locations are displayed on the Regions & Schools screen. Used internally. The ID number itself is not displayed within the Employee Data module. Useful if you wish to sort locations in the order you defined rather than alphabetical order.
Work Area Name Work Area the employee was checked in to, like Infants Room, Toddlers Room or Kindergarten. This is not necessarily the same as their Primary Work Area.
Work Area ID Unique ID number assigned to this Work Area by Procare. Used internally. Not displayed within the Employee Data module.
Work Area Sort ID Order in which Work Areas are displayed on the Work Areas screen in System Configuration. Used internally. The ID number itself is not displayed within the Employee Data module. Useful if you wish to sort Work Areas in the order you defined rather than alphabetical order.
Department Name Overall department assigned to the Work Area on the Work Areas screen in System Configuration.
Department ID Unique ID number assigned to this Department by Procare. Used internally. Not displayed within the Employee Data module.
Department Sort ID Order in which Departments are displayed on the Departments screen in System Configuration. Used internally. The ID number itself is not displayed within the Employee Data module. Useful if you wish to sort departments in the order you defined rather than alphabetical order.
Pay Code Pay Code (position) used when the employee checked in, like Teacher Aide, Teacher, Director.
Pay Code ID Unique ID number assigned to this Pay Code by Procare. Used internally. Not displayed within the Employee Data module.
Pay Code Sort ID Order in which Pay Codes are displayed on the Pay Codes screen in System Configuration. Used internally. The ID number itself is not displayed within the Employee Data module. Useful if you wish to sort Pay Codes in the order you defined rather than alphabetical order.
Checked In By Full name of person who checked the employee in. Format: Last Name, First Name
Checked In By Initials First and last initial of person who checked the employee in.
Punch In Date/Time Actual date and time of check in like 7/19/2010 7:43 AM. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Punch In Date Date of actual check in. The format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Punch In Time Actual check in time like 7:43 AM.
Punch In Date/Time Rounded Rounded date and time of check in like 7/19/2010 7:45 AM. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Punch In Date Rounded Date of rounded check in. This would usually be the same as the actual punch in date, however in cases where rounding would cause the time to cross midnight the rounded date may be different.
Punch In Time Rounded Rounded check in time like 7:45 AM.
Checked Out and Punch Out fields are the same as their equivalent Checked In and Punch In fields except they are based on check out transactions.
Pay OT Check box indicating if this Pay Code qualifies for overtime as determined on the Pay Codes screen. A check means “yes”.
Total Minutes Total time (straight time and overtime) in minutes for this set of check in/out times.
ST Minutes Amount of straight time in minutes.
OT Minutes Amount of overtime in minutes.
Total Hours Total time (straight time and overtime) in hours for this set of check in/out times. Hours are shown in decimal format for example 7 and 1/2 hours would be displayed as 7.50.
ST Hours Amount of straight time in hours.
OT Hours Amount of overtime in hours.
ST Rate Straight time pay rate for this employee at this Pay Code.
OT Rate Overtime pay rate for this employee at this Pay Code.

 

Employee Information (User Defined)

Field Name Description
Employee related fields like Employee ID, Full Name, ID Number, etc. are the same as the Employee Time Card View.
Date of Birth Employee’s date of birth. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Month of Birth Employee’s month of birth shown in the format 01-Jan, 02-Feb, 03-Mar, etc.
Year of Birth Employee’s year of birth in 4-digit format such as 1979, 1980, etc.
Age Employee’s age in year/month format such as 35 Yr 6 Mo.
Age-Year Employee’s age in years only such as 35.
Primary Work Area Place assigned as the Primary Work Area on the Employee Information & Relationships screen.
Work Area ID Unique ID number assigned to this Work Area by Procare. Used internally. Not displayed within the Employee Data module.
Work Area Sort ID Order in which Work Areas are displayed on the Work Areas screen in System Configuration. Used internally. The ID number itself is not displayed within the Employee Data module. Useful if you wish to sort Work Areas in the order you defined rather than alphabetical order.
Employment Status Employment Status of the employee based on the “As Of Date” selected for this view.
Status Date Date of the employment status. For example this person may have become “Currently Employed” on 12/31/2009. The date format is determined by Regional Settings in Windows such as M/d/yyyy or dd/MM/yyyy.
Person ID Unique ID number assigned to each person by Procare. This number is unique across all locations. If the same employee is set up in multiple locations they will have the same Person ID regardless of location. Used internally. Not displayed within the Employee Data module.
User Defined All remaining fields in this view come from the User Defined Fields you set up at the employee level. Since the names of these fields are created by you they will vary.

 

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