New Director Resource List

If you are a new director, assistant director, or administrative staff member using Procare Online for the first time, here are some common questions and tasks you may want to address.

Each center uses Procare differently and the specific information that each new director or child care staff member needs to know varies based on their role in using Procare.

Explore Procare Support for more learning resources. You can also sign up for live webinars on a range of topics.

Frequently Asked Questions

Student & Family

How do I look up a student profile or make batch updates?
Use the Search and Filter tools to look up individual families or filter for select groups.

What are Tags, and how should I use them?
Tags are used to categorize students into different groups, activities, or programs. They are helpful for filtering and can be used for sending messages, communications, or for signing students in and out.

How do I update immunization requirements?
Add new vaccines, edit existing vaccines, and mark doses as exempt or scheduled for each child. Set up your account to automatically inform staff and/or parents of upcoming and overdue vaccines.

What are the benefits of inviting families to Procare and how do I invite families to create their Procare accounts?

Inviting families helps build closer relationships. By making it easier for parents to receive updates and respond to staff messages, they are more likely to feel confident that their child is receiving the best care at your center. The photos and videos you send will often be the highlight of a parent's day.

Once parents/guardians are added to the system, you can send an invitation and they can sign up for a Procare account through the website.

Share resources with families who would like more information about the Procare Child Care Mobile App.

How do I add an authorized pick up
Families can add authorized pick-ups in their Procare parent portal, or a staff member can "Add Pickup" from a student's profile. Authorized pickups cannot be invited to create a Procare account and they can only sign in and out for the specific student.

How do I send a group message to families?
Use the messages feature or calendar to send out group communications.

What other communication tools exist?
Communicate with families using newsletters. Create templates to simplify the communication process.

Additionally, send documents to families for their review and approval. Documents uploaded by parents will be visible on student profiles.

Student Attendance

What sign in-out options exist?
You can choose from staff-initiated sign in-outs, parent-initiated, or contactless methods. Read more about each option.

How do I enable parent signature for sign in-out?
Enable mandatory signatures under school settings.

How do I set up automatic sign out at the end of the day?
Contact Customer Support to set up automatic sign-out.

Staff Management

How do I invite staff to create an account?
Select the Invite to Procare option when creating a staff profile, or invite at a later date.

How do I manage staff access?
Manage staff roles and permissionsto provide different access levels.

How do I view time cards?
Track staff attendance by setting up clock in clock out via QR code or the Parent Kiosk.

Billing

How do I create an invoice
Create an invoice in the web application or the mobile application.

How do I set up Billing plans?
You should set up recurring billing plans using attendance-based or tuition-based plans. This streamlines the invoice process.

How do I setup multifamily billing?
Setup multifamily billing. Learn more about how Procare Online can accomodate multifamilies.

How do I send email families their invoices?
When the option to send an email is selected during the creation of a new one-time invoice or recurring plan invoice, an email is sent when a new invoice is generated.

How do I receive a payment?
If you or your parents have decided not to use online payments, you must record those payments manually. We highly recommend our convenient online billing; however, you can log payments made by check, cash or other to keep your accounts up to date. The Receive Payment option also allows you to process one-time payments via credit or debit card without requiring the payer to have a portal account.

How do I post payments?
There are multiple ways to record family payments. Parent-initiated payments will be automatically posted to their family ledger if your center uses integrated payment processing. The most efficient way to collect payments electronically for recurring payments and card-present transactions is with Tuition Express. It's a good idea to begin with the Billing collection.

How do I set up Tuition Express?
If you would like more information on integrated payments please contact Client Services at clientservices@procaresoftware.com