Editor’s note: For Cloud customers, parents will register through MyProcare. Please see the MyProcare Overview. The article below is primarily intended for non-Cloud customers.

Once parents have pre-registered, using the Procare Online Wait List service (known as OWL), you may import the enrollment information to the Family Data module.

Before You Begin

  1. Follow the Overview to set up your Online Wait List.
  2. If you want to log answers given for each child (from your online questions) create a child Log Sheet Type under which to record them such as “Registration”.
  3. Once parents register their children online, you’re ready to import the enrollment to Procare.

Getting There

At the main screen of Family Data & Accounting go to Functions > Family Data > Procare Online Wait List / Pre-Registration.
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Filter, Sort, Copy, Move or Delete Enrollment Info

Use the Questions Filter (left side) to mark the answer to one or more questions. This will display only children for whom that answer was given.
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If multiple answers are selected, you may show children marked for all items (using the AND option) or children with any of the marked items (using the OR option).
online-reg-and-or

To see all children click Clear Filter.
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To see answers for a particular child click once on their name to select them (right side). Their answers will be highlighted (left side).
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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.
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Use Staff Notes to add additional information about this child. This will be imported to the Child’s Log Sheet (step 5 below) if desired.
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Use Send Email or Bulk Email to contact a prospect directly from this screen.  Send Email will send an Email to the currently highlighted child’s Parent/Guardian.  Bulk Email allows you to send an e-mail to either all individuals in the current Online Wait List Selection, or just those you have. In either case, the Staff Notes will automatically record the fact that an email was sent to them.
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If you are on the Bulk Email screen you may “mouse over” the box to the left of the child’s name, and view the e-mail addresses that will receive the letter.
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When an e-mail is sent from either button above, a note is added on each child’s Staff Notes that includes the subject line and date sent of the e-mail. You can later save the Staff Notes to the child’s log sheet when importing the child.

Use Copy Phone or Copy All (phone, email and address) if you want to copy Parent/Guardian information to the Windows clipboard. You may then paste it to Notepad, email, etc. This information will also be imported when you enroll the child. If more than one parent/guardian is listed choose the tab for the person whose information you wish to copy.
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If you have more than one location, use the Move button to transfer this child to the waiting list for another location.
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To remove a child from your online waiting list click Delete. If there are no other children (from that family) who are still pending, then the parent / guardian information is also removed from online.
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You may Export your online wait list to CSV (comma separated values) format for use in another program, like Excel. See: Export Your Online Wait List
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Import Enrollment to Procare

  1. Select a child you wish to enroll (right side) then click the Enroll button or just dbl-click their name.
    btn-enroll.png
  2. 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, which means the existing person will be updated with information from the selected person.
    owl-merge-match.png
  3. 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).
      Add Child: Import Online Wait List
    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.
  4. Choose an Enroll Status, Enroll Date and Primary Classroom for each selected child.
    online-reg-enroll-status-date-class.png
  5. Decide if you want to import marketing information (questions, answers, staff notes) 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 a Log Sheet Type to use, such as “Registration” (lower left). If you do not select a log type the information will not be saved anywhere.
      online-reg-log-sheet-type
    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
  6. When the children you wish to enroll are checked click Next.
    btn-next
  7. 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). If more than one parent/guardian was entered online, you’ll have an extra tab labeled Additional Parent/Guardian to review as well.
      owl-import-parent.png
      Note: A yellow alert icon (!) means this person may already be in the system. This works the same as for children. See: Alert Icon
    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.
  8. 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.
    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 Include as Payer on Existing Account. If more than one parent/guardian was entered online, you’ll have an extra tab labeled Additional Parent/Guardian to review as well.
      owl-import-parent.png
      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).
      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
  9. To complete the process click Enroll.
    btn-enroll.png

Remove Child and Parent/Guardian Info

Once a child is imported (or deleted) their information is automatically removed from your online wait list page. If there are no other children (from that family) who are still pending, then the parent / guardian information is also removed from online. If the parent / guardian needed to register additional children online, they would create a new account.

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