Procare Launch Guide

Getting Started

1. Review the Implementation Process
2. Check your computer specs to make sure it meets our System Requirements
3. Run the Compatibility Checker on all Procare Computers
4. Install Procare!
5. Log in with admin as your Username and Temporary Password and follow our First Time Sign In Tutorial
6. Get to know your resources on our Support Website.
7. Use the Search bar to find quick tutorials
   • Watch our Recorded Training Webinars
   • Explore your new software!
   • Use the ? In the top right corner of each window in the software to easily pull up tutorials

Implementing Procare

Your Implementation Specialist will call you to introduce themselves and schedule your first appointment. You can also schedule your appointment by using the calendar link found in the Welcome to Procare email.

Before meeting with your Implementation Specialist, please complete the following:

• Complete Steps listed above
• Watch the Family Data Webinar

Scheduled Call 1: Implementation Specialist (Family & Employee Data)

During this call you will configure the initial setup of Procare and learn how to enter family and employee data. Here are the steps we will cover on this call and important instructions for you to follow after the call:

• Family Data Overview

  • Please note that if you are considering a data conversion from another software, do not enter in your classrooms or family information

• Employee Data Overview

• Call 1 Homework: Please complete the following prior to Call 2

  • Enter in your Family Data, or have families register online through MyProcare

    • Important. Include the following for each family:
      • Parent Email Address
      • Child Classroom
      • Child Enrollment Status

  • Enter Your Employee Data

    • Important: Include the following for each employee:
      • Employee Email Address
      • Work Area
      • Employment Status

  • Watch the Family Accounting Webinar

    • Data Conversion: If your Software Consultant or Implementation Specialist has authorized a data conversion, you can submit a backup of your data.

Congratulations! You have completed the first major step to setting up your software. Your next step is to attend your second appointment with your Implementation Specialist. More information is listed below.

Scheduled Call 2: Implementation Specialist (Family Accounting)

This call will cover how to set up your charge/credit descriptions and tuition charges, how to assign recurring tuition rates to families and how to run your billing. Here are the steps we will cover on this call and important instructions for you to follow after the call:

Important. It is best to have all your family and employee information entered in Procare before your second call with your Implementation Specialist. This will give us concrete examples to use during your training session.

• Family Accounting

  • Configuring Family Accounting: Setup Charge and Credit Descriptions, Standard Amounts and Billing Cycles
  • Setup Agency Accounting (if applicable): If you want to track payments from a government subsidy program
  • Assign Tuition Rates to Billing Boxes and Run Billing
  • Family Ledger Card
  • Applying Payments (training on electronic payments will be covered on your next call with Tuition Express)
  • Closing Deposit Reports
  • Billing Statement Options: Print, Email, MyProcare Online Parent Portal

• Call 2 Homework: Please complete prior to Tuition Express Training

  • Complete Child Billing Boxes
  • Add Child Schedules (if needed)

Scheduled Call 3: Tuition Express Training (Electronic Payments)

During your call with your Payments Trainer, you will learn the different electronic payment methods Procare offers and determine which method(s) will be best for your center. Your trainer will show you how to introduce payments to families and teach you how to collect payments.

• Work with your Tuition Express trainer to set up electronic payments and determine which payment method is best for your center
• Call 3 Homework: Please complete the following prior to Call 4
  • Inform families that your center will be collecting payments through Procare’s payment processor, Tuition Express
  • Review the Tuition Express Training Webinar

Scheduled Call 4: Implementation Specialist (Q & A Session)

This meeting is an optional Question-and-Answer session where you can ask any final questions you may have and review

• Billing Refresher (if needed)
• Optional Topics to Cover: Tracking Items, Immunizations, Family Data Reports, Family Accounting Reports
• Parent Engagement Introduction and Using Procare with the Parent/Teacher App

Implementing Engagement Functionality

1. Review the Launch Guide

2. Attend the Engagement Functionality Live Webinars: (Click here to schedule)

   • Getting Started with Enagement Functionality
   • Attendance, Daily Activities and Communications

3. Read the Engagement Functionality Best Practices Article

4. Schedule a Question-and-Answer Session with Your Implementation Specialist (if needed). This appointment can be scheduled using the calendar link proved in your Engagement Functionality Welcome Email.