Attendance Tracking Topics

Getting Started with Attendance Tracking

Overview: Attendance Tracker lets you record hours for children and/or staff (with Employee Data), charge attendance based fees, and import staff hours to Payroll Checks. You may send messages to parents when they check children in and display recent accounting history, immunizations due, etc.

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Attendance Tracker

How to Batch Check In or Out Children

Use Batch Check In to check in, out, or transfer selected groups of children, such as those who arrive or depart on a particular bus. You’ll also use this feature at the end of each day to check out anyone who forgot to check out.

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How to Manually Make Entries on a Child’s Time Card

Use the Time Card to view a child’s clock in times or make manual entries and corrections.

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How to Install Procare on a Check-In Computer

How to install Procare on a computer used as a Check-In station for child or employee to check in. This could be a standard computer or a Procare Touch computer.

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Where is the Procare Icon or Check-In Icon?

During installation a Procare shortcut (icon) is automatically placed on your desktop. However, the Check-In shortcut is only created if you answer “Yes” when asked if this computer will be used as a Check-In station. If you answered “No”, by mistake, you can easily make a new one as follows. Do not reinstall.
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May I Change Hours to Decimal Format, or Hours & Minutes?

Yes. You may choose how hours on time cards and reports should be displayed. Select either HH:MM (hours and minutes) format to display two-and-a-half hours as 2:30 (2 hrs 30 minutes), or HH.HH (decimal format) to display 2.50 hours.
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How is Fingerprint Data Stored?

Your actual fingerprint is not recorded and the system does not store any fingerprint images. Instead, the software extracts the unique features of each fingerprint and creates a mathematical representation, called a “fingerprint template”. This template can only be used to identify you for check in/out purposes. It cannot be used to recreate the original fingerprint. To further secure the template, it is encrypted. For these reasons there are no privacy issues nor any identity theft exposure.
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How to Clean the Fingerprint Reader

Depending on the amount of use, the reader window will pick up dirt and salts from fingers over time and will need to be cleaned periodically.
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Check In & Attendance Tracking Webinar

Learn how to assign authorized pick up people to children, get people registered to check in, and how to check in children, employees or both. We’ll also cover checking in a bus load of children and running attendance reports.

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Attendance Tracking Webinar
How to Register a Pickup Person

Before checking in the very first time each pickup person (and employee) will need to register at the check-in computer (or Time Clock).

Contents:

  • How to register a pick-up person
  • Instructional videos

View the ‘Register a Pickup Person or Employee’ Article

How to Setup the Check-In Options

If you’re using a computer for families and/or staff to check in you’ll need to set these options to control how the check-in process works, what information people may view and how check-in times are rounded. There are also special settings for hardware devices like fingerprint readers, door control devices and receipt printers.

Contents:

  • How to setup the Check-In options
  • Instructional videos

View the ‘Check-In Options’ Article

How to Check In With an ID Code Rather than a Fingerprint

Sometimes, not everyone is able to use the fingerprint reader reliably. Some people may have Fingerprints that Cannot be Read even after following the recommended Cleaning Procedures for the reader. For this reason, bypass must be selected and the person needs to be re-registered.

Contents:

  • How to setup and use the bypass option
  • Instructional videos

View the ‘Bypass Fingerprint & Check In with Person ID’ Article

How to Manually Make Entries on a Child's Time Card

Use the Time Card to view a child’s clock in times or make manual entries and corrections.

Contents:

  • How to add or change an entry to a child’s time card
  • Instructional videos

View the ‘Child Time Card’ Article

How to Check In Children Using the Receptionist Feature

The Receptionist check-in feature allows front desk personnel to look up a parent (or other authorized pickup person) and quickly check in the appropriate children on behalf of that person. This feature may be used in lieu of a check-in computer station where the parent would directly check children in. The two methods are not intended to be used in a mix and match fashion.

Contents:

  • How to use the Receptionist feature
  • How to block the Receptionist feature
  • Instructional videos

View the ‘Receptionist Check In’ Article

How to Send Messages to a Person When They Check In

Learn how to send a message that will appear at a check-in computer when a person checks in.

Contents:

  • How to setup Check-In to display messages
  • How to send messages
  • How to delete messages
  • Instructional videos

View the ‘Send Message’ Article

How to Install Procare on a Check-In Computer

How to install Procare on a computer used as a Check-In station for child or employee to check in. This could be a standard computer or a Procare Touch computer.

Contents:

  • How to install on a check in computer
  • How to setup the Check-In options
  • How to setup the Windows Power Options

View the ‘Install on Check-In Computer’ Article

Where To Set the Max Hours Per Day, Time Card Rounding, Etc.

You may control the maximum number of hours per day for which a child or employee is allowed to be checked in as well as other attendance related settings like Time Card Rounding, the hours your center is open, and whether staff members must check in within their scheduled time frame. This is all handled in the Region / School Options screen.

Contents:

  • How to setup the Region/School Options for Max Daily Hours Attendance and time card rounding
  • Instructional videos

View the ‘Where do I set the max hours per day, time card rounding, etc.’ Article

How to Add Pick-Up People to Children

On the child Information & Relationships screen you’ll assign their Primary Classroom and add people who are connected to the child including their parents or guardians, emergency contacts and authorized pick up persons. You may add other people as well such as a doctor or dentist.

Contents:

  • Assign Classrooms & Link People to Each Child

View the ‘Child Information & Relationships’ Article

How to Batch Check In or Out Children

Use Batch Check In to check in, out, or transfer selected groups of children, such as those who arrive or depart on a particular bus. You’ll also use this feature at the end of each day to check out anyone who forgot to check out.

Contents:

  • How to batch check in or out children
  • How to batch transfer children
  • Instructional videos

View the ‘Child Batch Check In or Out’ Article

How to Run Attendance Reports

This article contains a brief description of the various types of reports available for Time and Attendance Tracking.

Contents:

  • Detail on the various attendance reports
  • Instructional videos

View the ‘Attendance Reports’ Article

How to Check In With an ID Code and Password

This article explains how check-in codes work and highlights the thought process behind the design of the system.

Contents:

  • How to check in with ID codes and other options
  • Instructional videos

View the ‘Check-In ID Codes & Passwords’ Article

How to Monitor Who is Checking In

Use the free Check-In Monitor “extra” to see which children and staff are checking in and out. Get a quick visual of the child, pickup person or employee. The monitor software may run in a separate computer monitor (dual monitors) or other area of your screen. You must be logged into Procare in order to use the monitor.

Contents:

  • How to download and use the Check-In Monitor add-on

View the ‘Check-In Monitor’ Article

How to Generate Temporary Registration Numbers for Check-In

Use the free Check-In Monitor “extra” to see which children and staff are checking in and out. Get a quick visual of the child, pickup person or employee. The monitor software may run in a separate computer monitor (dual monitors) or other area of your screen. You must be logged into Procare in order to use the monitor.

Contents:

  • How to generate a temporary registration number for a single pick-up person
  • How to generate temporary registration numbers for all pick-up people
  • Instructional videos

View the ‘Temporary Registration Number for Check In’ Article

What Does %22You are note eligible for any transactions%22 Mean

When trying to check in a person might get the message: “Your information was found, but you are not eligible for any transactions at this school.”

Contents:

  • How to correct the ‘not eligible’ check-in error

View the ‘What does “You are not eligible for any transactions” mean’ Article

How to Setup Bus Runs

How to properly setup and handle bus runs.

Contents:

  • How to setup and apply child tracking for bus runs
  • How to print bus run reports
  • How to batch check in bus runs

View the ‘What does “How do I set up Bus Runs” mean’ Article

How to Allow People to Open the Door Without Checking In

If your check-in station is connected to an electrically operated door, using the Procare Door Controller, you may allow employees or pick up people to buzz the door open without checking in or out.

Contents:

  • How enable Check-In to allow people to open the door without checking in

View the ‘May I allow people to buzz the door open without checking in” mean’ Article

What Does %22Please see the Director%22 Mean

When trying to check in a person might get the message: “Please see the Director.”

Contents:

  • How to correct the ‘Please see the Director’ Check-in error

View the ‘What does “Please see the Director” mean’ Article

Need Some Training?

Schedule some time with a Procare Training Specialist.

Need Some Training?

Schedule some time with a Procare Training Specialist.

Need Some Training?

Schedule some time with a Procare Training Specialist.

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