Family Data Topics

Getting Started with Family Data

Configure Family Data: Before entering family and child information you’ll want to configure at least some of the overall “Data Management” settings that affect all families like classroom names. Other items such as re-usable schedule templates, tracking categories, enrollment status and immunization requirements you may set up now or come back to later.

Family Information: Once you’ve set up the basic System Configuration settings you’re ready to begin entering families and children.

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Family and Child Data

How to Add Families

How to enter a new family account or edit an existing account.

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How to Email Families

You may send email to families (with or without attachments) directly through Procare if you use Microsoft Outlook® or an email program that supports SMTP (like gmail).

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How to Setup Family and Child Tracking

Tracking Items are categories you create that may apply to many families and children. Possible uses of Tracking Items include : marketing (how someone heard about you), marital status, parent volunteers, bus runs, programs, activities, field trips, allergies, developmental milestones and whether certain forms or permission slips have been received. Most anything you’d want to track would work.

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Why do Rollcall or Sign In Sheets Start with Sunday Instead of Monday?

How to change the first day of the week on reports to Monday.
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How to Print Enrollment Reports or Waiting Lists

This article shows how to print the standard enrollment reports or build enrollment reports in Data Viewer.
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How do I email a letter to my families?

Use the Letter Merge / Word Processor to compose a letter, insert fields (like name, address, balance due, etc.). See the Letter Merge Article for complete instructions.
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Can I send text messages to parents?

Yes. You can text individual people or send a group text (known as a “bulk” texting) to many people at once. See: Sending Text Messages
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Intro to Family Data

Getting started with Procare including: Adding Payers and children, how to look up, filter and edit families; set up child schedules; print reports, like roll call sheets; and configure settings, such as classroom names, etc.

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Family Data Webinar
How to Add Families

How to enter a new family account or edit an existing account.

Contents:

  • How to add a new family
  • How to edit a family
  • Instructional videos

View the ‘Account / Family Information’ Article

How to Assign Schedules to Children

Assign each child a Schedule Template you have previously set up or give them a Custom Schedule then add Exceptions for days that fall outside the norm.

Contents:

  • Assign schedules to children
  • Instructional videos

View the ‘Assign Child Schedules’ Article

How to Enroll Children

Each child must be assigned an Enrollment Status such as enrolled, withdrawn, waiting list, pre-registered, etc. In most cases only children who are actively “enrolled” are included on reports like Roll Call Sheets and procedures like Automated Contract Billing.

Contents:

  • How to create enrollment statuses
  • How to assign enrollment statuses

View the ‘Child Enrollment Status’ Article

How to Add Relationships, Emergency Contacts and Authorized 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 Add, Change or Combine Classrooms

How to add, change or combine classroom name.

Contents:

  • How to add a new classroom
  • How to change a classroom name
  • How to combine classrooms

View the ‘How do I add a new classroom, change a classroom name or combine classrooms’ Article

How to Email Families

You may send email to families (with or without attachments) directly through Procare if you use Microsoft Outlook® or an email program that supports SMTP (like gmail).

Contents:

  • How to setup the email options
  • How to send emails to families
  • Instructional videos

View the ‘Send Email to Parents, Employees, Vendors’ Article

How to Delete a Family

How to remove a family account. Removing an account is a serious and permanent step and should only be done in certain situations.

Contents:

  • When to remove a family
  • How to remove a family

View the ‘Remove / Delete a Family’ Article

How to Withdraw a Child

How to properly handle withdrawn children and accounts.

Contents:

  • How to withdraw a child
  • How to hide a family

View the ‘How do I withdraw a child’ Article

How to Send Text Messages to Families

How to enable and use text messaging in Procare.

Contents:

  • How to setup texting
  • How to text an individual person
  • How to batch text individuals
  • Instructional videos

View the ‘Send Text Messages’ Article

How to Setup Family and Child Tracking

Tracking Items are categories you create that may apply to many families and children. Possible uses of Tracking Items include : marketing (how someone heard about you), marital status, parent volunteers, bus runs, programs, activities, field trips, allergies, developmental milestones and whether certain forms or permission slips have been received. Most anything you’d want to track would work.

Contents:

  • How to setup tracking
  • How to assign tracking to a child or an account
  • How to print reports by tracking items
  • Instructional videos

View the ‘Assign Tracking to Child, Account, Employee, Vendor’ Article

How to Print Enrollment Reports or Waiting Lists

This article shows how to print the standard enrollment reports or build enrollment reports in Data Viewer.

Contents:

  • How to print the standard enrollment reports
  • How to create a waiting list in Data Viewer

View the ‘How do I print an enrollment report or waiting list’ Article

How to Hide or Un-Hide a Family

It’s easy to mark a family account as “hidden” or change them to be visible again. Although you may hide a family for any reason most often it is because they no longer have any children enrolled and they have a zero balance on their account.

Contents:

  • What to check before hiding a family
  • How to hide a family
  • Instructional video

View the ‘How do I make a family “hidden” or un-hide them’ Article

How to Graduate Children to a New Classroom

How to use the Classroom Graduation Tool to quickly change the Primary Classroom to which children are assigned.

Contents:

  • How to graduate children

View the ‘Can I change classrooms for all children at once’ Article

How to Batch Enroll Children

How to use the Batch Change Enrollment feature to change the enrollment status of many children at once – for example from “Summer Break” back to “Enrolled”.

Contents:

  • How to batch enroll children

View the ‘How can I quickly re-enroll children who were away for the summer’ Article

How to Add an Alert to a Family

How to add an alert to help you remember something important about a family.

Contents:

  • How to add a family alert

View the ‘Can I add an “Alert” to help remember something important about a family’ 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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