Family Data Topics

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

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

Each child must be assigned an Enrollment Status such as enrolled, withdrawn, waiting list, pre-registered, etc.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

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 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

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 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How to properly handle withdrawn children and accounts.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 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

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

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

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 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 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 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