Procare University

Learn to Use Procare better by taking classes at your own pace.

Each lesson has three parts:

1. Show Me

Watch a short instructional video.

2. Let Me

Practice what you’ve learned

3. Test Me

Take a quiz to test your knowledge

Open a section below and choose a lesson.

The Basics

Learn basic concepts and operations that apply throughout Procare such as understanding the “person” concept, searching, filtering, etc.

The Person Concept

Identify different roles a person may have, such as a Procare User, a payer, a child, an authorized pickup/related person, an employee or a vendor contact. See the places you might add a person and learn the difference between adding a “new” or “existing” person.

Filter, Look Up, and Hide Accounts

Understand how to look up records, filter your view, and mark accounts as “hidden” or “visible”.

Procare Search

Effectively use the Search All Locations and Binoculars search tools.

Remove Duplicate People

Use the Remove Duplicate People utility to combine records for people who were accidentally entered more than one time.

Configuration Lists

Understand the differences between global, local, and System Supervisor configuration settings.

Family Data

Learn about child and account information, immunizations, child schedules, classroom forecasting, tracking, and logs.

Adding People

Be able to add people, copy address & phone, and reconcile people when a match is found. This lesson builds on The Person Concept.

Add, Edit and Remove Family Accounts

Understand how to add accounts, add comments, alerts, assign agencies, hide / unhide, and remove accounts. This lesson builds on the concepts of Adding People and The Person Concept.

Add a Child, Related People, Classroom and Enrollment Dates

Understand how to add children, add related people, assign the child’s classroom and record enrollment status dates. This lesson builds on the concepts of Adding People and The Person Concept.

Assign Tracking Items

Assign account-level and child-level tracking items and use them with filters, reports, and common functions—such as batch attendance, charging selected accounts, sending email, etc. This lesson builds on the concepts of Filters.

Child Schedules

Create a custom schedule for a child, save it as a template, and apply the template to other children. This lesson builds on the concepts in Add a Child.

Child Schedule Overrides & Absences

Create schedule overrides and absences for children and then see the results on rollcall sheets and other schedule-based reports. This lesson builds on the concepts in Add a Child and Child Schedules.

Family Accounting

Manage tuition charges, credits, and payments, and generate financial reports, including accounts receivable reports.

Introducing the Ledger Card

Understand how to access the ledger card, recognize charge, credit, payment and voided types of transactions, move between accounts, group and un-group transactions by description, audit changes made to transactions, and discover why transactions are locked.

Direct Ledger Card Entry

Understand how to make, cancel, change and void direct entries in an account’s primary (private) ledger and agency ledger card(s). This lesson builds on the concepts in Introducing the Ledger Card.

Automated Billing Overview

Understand the steps of Automated Billing: set up the Child Billing Box, run the Automated Billing function, and confirm entries were posted to the Account Ledger. This lesson builds on the concepts in Direct Ledger Card Entry.

Automated Contract Billing

Learn to set up contract billing for children (including a discount line), copy billing from one schedule to another, run Automated Contract Billing, and confirm entries were posted to ledger cards. This lesson builds on concepts in Automated Billing Overview.

Automated Formula Billing

Compute and post charges for time attended or scheduled, such as an hourly/daily rate, half/full day attendance, or after hours late pickup minutes. Requires the Attendance Tracker module. This lesson builds on the concepts in Automated Billing Overview.

Payments: Ledger Card & Quick Ledger Posting

Post private payments either directly to ledger cards or through the Quick Ledger Posting function. This lesson builds on the concepts in Direct Ledger Card Entry.

Deposit Reports: Making Deposits & Viewing Closed Reports

View a closed report and deposit newly posted payments to a bank account by closing the current deposit report. This lesson builds on the concepts in Payments: Ledger Card & Quick Ledger Posting.

Fixing a Payment on a Closed Deposit Report

Remove payments from closed reports to change or void and re-close the corrected deposit report. This lesson builds on the concepts in Deposit Reports.

Split Account Billing (Divorced Parents)

Track charges, payments and credits on separate accounts (for divorced parents) and split the billing for children among two or more accounts. Generate separate aging, customer statements and year-end tax summaries for each parent. This lesson builds on the concepts in Automated Billing Overview.

Selected Account Billing

Learn to use child-based or account-based criteria to select certain families for a one-time fee. This is useful for things such as charging a field trip fee to a particular classroom, or annual registration fees based on month of registration. This lesson builds on the concepts in Automated Contract Billing and Split Account Billing.

Agency Accounting

Learn how to track the agency portion for subsidized care, apply payments to specific charges, and make corrections.

Basic Agency Accounting

Post charges to agency ledgers cards with Automated Contract Billing by using a daily rate multiplied by the number of eligible days. Then process the agency payment and write-off any remaining balance or transfer it to the family. Learn how to save your work and permanently record the payment later.

Advanced Agency Payment Posting

Learn two different ways to record an overpayment from and agency and correct out-of-balance charge lines due to payments posted incorrectly to a single child. This lesson builds on the concepts in Basic Agency Accounting.

Attendance Tracker

Lessons relating to child and employee time cards, check-in computer settings, and time & attendance reports.

Check-In Computer Options

Set options for your check-in computer, such as the identification type (personal ID, fingerprint or cardswipe), choosing what information to display to families, etc.

Temporary Registration

Learn how to issue temporary registration numbers to authorized child pickup people and employees, so they may register to use the check-in station.

Using the Check-In Computer

Learn to use a check-in computer station to check children or employees in or out using three possible identification methods, read pending messages, and review other information. This lesson builds on the concepts in Check-in Computer Options and Temporary Registration.

Child Time Cards

Learn to record child attendance, view rounded or actual time, modify or delete lines, use the Copy Day/Week feature (and the Audit button), and run individual time card reports.

Check-In Issues

Learn how to access the Check-In Issues screen for employees or children, correct time card errors, and delete the check-in issue messages once corrected. This lesson builds on the concepts in Using the Check-in Computer.

Child Batch Check In, Out, Transfer

Record child check in/out and transfer times as a group for bus runs, end-of-day check out, and transfer of children to another room. This lesson builds on the concepts in Child Time Cards.

Child Batch Post Time Card

Record child in and out times from roll call or sign in/out sheets, and/or post times for children currently checked in for attendance on a previous day.

Using the Receptionist

Learn how to use the Receptionist to have a staff person check children in or out on behalf of the parent or other authorized pickup person. Use this feature when you don’t have a check-in computer available, but want times recorded as if the pickup person performed the operation. This lesson builds on the concepts in Temporary Registration.

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The A-Z Guide for Getting Started with Procare

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The A-Z Guide for Getting Started with Procare

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