} Expanded Technical Support Hours - Our technical support team is now accepting calls weekdays from 4am to 5pm Pacific Time.

Exclusively for Procare Cloud customers! Use Procare’s free KidReports Extra to synchronize family, child and staff information in Procare with KidReports.

Step 1: Be Sure You Meet the Requirements

  1. To use this utility, you MUST:
    1. be a current Procare Cloud customer
    2. who does not already have KidReports
      IMPORTANT! If your situation is different or you are unsure, please Contact Support before proceeding.
  2. The following Procare modules are needed:
    1. Family Data (required)
    2. Employee Data (required)
    3. Attendance Tracker (recommended) to take advantage of additional integration features expected in spring 2018.

Step 2: Confirm Director’s Name and School Email

You must have the appropriate director’s name and email address set in Procare for each center that will use KidReports. This is the person who will act as your adminstrator for KidReports and the email used to send your next steps, including links to instructions and videos.

To confirm your director and email address are set correctly:

  1. From the Procare Home screen go to Configuration > System > Locations & Users.
  2. Dbl-click Regions & Schools.
  3. Click the plus sign (+) next to the Region Code to see all schools in that region.
  4. Click just once on the name of the school to select it (do not double-click).
  5. Click Edit (bottom of screen).
    Edit Button
  6. On the Edit School Information screen:
    1. Confirm the Director and Email address are correct and make changes if needed. This is the person who will act as your adminstrator for KidReports. It’s okay, but not necessary, to also have them set up in the Employee Data module. If they are in both places, they’ll have two log ins—this one as an administrator, and another as an employee.
      Director's Name and School Email Address
    2. Click Save > Exit. You’ll return to the Regions and Schools screen.
  7. Repeat step #6 for all other schools that will use KidReports.

Step 3: Data Entry and Validation Requirements

Family, teacher, and classroom information is always entered in Procare. Each night Procare syncs with KidReports, so that all new families/staff and relevant changes made in Procare are automatically updated in KidReports.

3a. Check for Hidden Accounts that still have Enrolled Children

Since all children who are “Enrolled” are transmitted to KidReports, it’s important to make sure you do not have old, hidden accounts that still have children marked as enrolled. You do not want them showing up on classroom lists in KidReports nor have email sent to their parents.

  1. At the main screen of Family Data & Accounting, use the Select Filter to:
    1. filter by Child
    2. while viewing Hidden Accounts
    3. whose Enrollment Status is “Enrolled” as of Today
      Filter for Hidden Accounts with Enrolled Children
    4. Then choose Exit. Only those families (and children) will be shown on the screen.
  2. To unenroll the children in these families, go to Functions > Family Data > Batch Enrollment Status.
    1. From the Status dropdown choose “Withdrawn” (or anything appropriate for your center).
    2. Click Apply To All, which adds the date and status to everyone on the list.
    3. Make any manual changes to the Date or Status of individual children, if needed.
    4. Check the box at the top of the column to select all these children.
    5. Click Save > Exit.

3b. Confirm Classroms and Check for Children without a Classroom

You’ll want to confirm that each child is assigned to the appropriate Primary Classroom, and especially make sure there are not any enrolled children who are missing a classroom.

  1. At the main screen of Family Data & Accounting, use the Select Filter to:
    1. filter by Child
    2. while viewing Visible Accounts (this time you want only the visible / active families).
    3. whose Enrollment Status is “Enrolled” as of Today
      Select Visible Accounts with Enrolled Children
    4. Then choose Exit. Only those families (and children) will be shown on the screen.
  2. To confirm classroms, go to Functions > Family Data > Classroom Graduation.
    1. Click once on the heading Old Classroom. Anyone whose classroom is blank (unkown) will come to the top of the list. Other classrooms will be listed in order.
      Sort Children by Classroom
    2. If a child needs their classroom changed (for example their Old Classroom is blank), choose the classroom you want them to have under New Classroom. Go through the whole list making sure the classrooms are correct.
      Assign New Classroom
    3. Click Save > Exit.

3c. Check for Hidden Employees that are still marked as Employed

Since all employees who are “Currently Employed” are transmitted to KidReports, it’s important to make sure you do not have old, hidden employees that are still marked as being employed.

  1. At the main screen of Employee Data & Payroll, use the Select Filter to:
    1. filter by Hidden Employees
    2. whose Employment Status is “Currently Employed” as of Today
      Select Hidden Employees
    3. Then choose Exit. Only those employees will be shown on the screen.
  2. To show that they are no longer employed by your center:
    1. Click the Work History icon on the toolbar.
    2. Add a new line to their status, like “Terminated Positive” or whatever is appropriate.
      Change Employment Status
    3. Click Save.
    4. Use the blue Down Arrow to move to the next employee and repeat step 2b. If there are none, click Exit.

3d. Check for Employees without a Work Area (Classroom)

You’ll want to confirm that there are not any employees who are missing a Work Area (usually a classroom).

  1. At the main screen of Employee Data & Payroll, use the Select Filter to:
    1. filter by Visible Employees (this time you want only the visible / active employees)
    2. whose Primary Work Area is “Unknown”
      Select Employees without a Work Area
    3. Then choose Exit. Only those employees will be shown on the screen.
  2. To assign a Work Area:
    1. Click the Information & Relationships icon on the toolbar.
    2. Choose a Primary Work Area from the dropdown list.
      Assign Employee Work Area
    3. Click Save.
    4. Use the blue Down Arrow to move to the next employee and repeat step 2b. If there are none, click Exit.

3e. Confirm each parent (payer) has a valid email address

Each parent (payer) must have a valid email address in Procare in order to access KidReports. This will be used to send an email introducing them to KidReports (when you choose to do so within KidReports).

You’ll use a Data View in Procare to see which parents do not have an email address.

  1. From the main screen of Family Data & Accounting, go to Reports > Data Viewer.
    Select Data Viewer from the Reports Menu
  2. Click the plus sign (+) to expand the Family Data section.
  3. Click once on the Account Information subsection (within Family Data).
  4. Click the Browse Library button (bottom left).
    Browse Library Button
  5. The Data View named KidReports – Parent (Payer) Email should already be selected. Click Install (lower left).
    Install Parent Email View for KidReports
  6. Exit the Shared Data Views screen. You’ll return to the Data Viewer with your new view already selected.
    Data View for Parents Selected
  7. Click View (bottom right).
    The View Button
  8. Use the Print or Export buttons to create a copy you can mark up. Each person listed as a Payer must have an email address. Hint: If the view comes up blank, that’s great news. It means all the parents in active families already have an email address.
  9. As needed, update the email addresses in Procare.

Step 4: Download the KidReports Extra

Important! Before you download this utility, make sure you follow the Data Entry and Validation Requirements above.

  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.

Step 5: Use the KidReports Extra

You’ll run the KidReports extra just one time, to establish your KidReports account and the connection with Procare.

  1. From the Procare Home screen go to Utilities > Procare Extras > KidReports.
    Procare's KidReports Extra (add-on)
  2. Choose the version of KidReports you want to use (Standard or Lite). See: Feature Comparison.
    KidReports: Select Standard or Lite Version
  3. Next, choose the location(s) that will use KidReports.
    Select Schools for use with KidReports
  4. Click Submit. The information will be transmitted to KidReports.
    Submit Procare info to KidReports
  5. The person listed as the Director (see: Director’s Name and School Email Address) will receive an email from KidReports with your next steps, including links to instructions and videos.
image_pdfimage_print