Using Procare Desktop with Engagement

Procare’s Engagement functionality is intended to be used along with Procare Desktop for your complete child care management solution. Data about students, parents, staff and pickups automatically syncs from Procare Desktop so there’s no need to enter that information into the Engagement website. For information on using the engagement features, see: Procare Engagement

Connected with Engagement

To recognize if you are set up to sync to Engagement, you will see a “Connected with Engagement” menu item in Procare Desktop. When clicking “Connected with Engagement”, there are two options:

• Launch Engagement – this option will launch the engagement website
• Sync Help – this option will launch the Procare Support website with articles specific to sync information

Updating Family Information

This article explains what data syncs from Procare Desktop to Engagement so you know exactly what will be updated and where the data comes from. The sync is one way—from Procare Desktop to Engagement—and includes new information and changes made to family members, children, teachers, and rooms.

Changes to family information, teachers, or rooms must be made in Procare Desktop so they can be synced to Engagement. Engagement displays a lock icon next to information that comes from Procare Desktop.

Some tips for smooth Desktop to Engagement syncs

School Information

The following data for your school syncs from Procare Desktop to Engagement:

• School Name
• School Address
• School Phone
• School Director Email

The school information entered in Procare Desktop. You can update this information by going to:

Procare Home then go to Configuration > System > Locations & Users > Regions & Schools. Click on the School name then click Edit which opens the Edit School Information screen (image below).

Update the School Name, Address, Phone, and Director Email and these fields will sync to Parent Engagement to update the school information.

Teachers

The following data for your school’s teachers syncs from Procare Desktop to Engagement:

• Name
• Classroom
• Email
• Cell Phone Number
• Employment Start Date

In Procare Desktop, go to Employee Data & Payroll to access teacher information. Select the teacher from the Name menu at left, then click on the Work History icon.

Teacher profiles will sync only if they show a Start Date, a status of Currently Employed, and are assigned a Primary Work Area. You can assign the Primary Work Area by going to Information & Relationships and Select the room from the menu at upper right.

Employee Information

To deactivate a teacher in Engagement, go to Procare Desktop and change the Work History status to anything other than Currently Employed and show a termination date. On the next sync, the teacher will be set to inactive in Engagement.

Parents and Family Members

The following data for your school’s families syncs from Procare Desktop to Engagement:

• Payers – payers in Procare Desktop will sync to Engagement as Parent/Guardians
  • Name
  • Email
  • Cell Phone Number
• Additional Child Relationships – additional child relationships in Procare Desktop will sync to Engagement as Additional Authorized Pickups if they are listed as a Pickup in Desktop
  • Name
  • Relation
  • Cell Phone Number

The parent must appear as a Payer in Procare Desktop to trigger them to sync into Engagement as a parent/guardian. You can see the parent or family member role by going to Account Information and see who appears as a Payer.

Important: Child Relationships have to be set as a Pickup in Procare Desktop (under the Information & Relationships screen) to sync to Engagement as Additional Authorized Pickups.

Syncing Cell phone numbers from Desktop to Engagement

Important: Engagement utilizes SMS messaging and uses the cell phone number from the Text Message field on the Person Information screen in Procare Desktop (not the phone information fields on the Person Information screen).

1. Navigate to your school configuration settings to ensure your Messaging Options are enabled (please follow the instructions under the Enabling Procare Messaging Service in the above article).
   

2. In each person’s person information screen (under the Family & Data Accounting tab for payers and child relationships and under the Employee Data & Payroll tab for teachers), ensure each person’s cell phone number is listed as “Cell.” They will receive text messages to that phone number.
   

3. Navigate to the Procare Home screen > Utilities > Download Procare Support File.
   

4. Click Yes on the Download Support File popup.

5. Enter the password “TM01” and click Download.
   

6. Click Update Numbers. When completed, click Exit.

Children

The following data for your school’s children sync from Procare Desktop to Engagement:

• Name
• Classroom
• Date of Birth
• Siblings
• Enrollment Date
• Photo*

*Photo will sync between Procare Desktop and Engagement on the initial sync only.

Children will sync from Procare Desktop to Engagement as long as they have a Status of Enrolled, and a Primary Classroom assigned in Procare Desktop.

• Enrollment Status can be found by clicking the Enrollment Status icon, then select Enrolled.
  
• Add a Primary Classroom by clicking the Information & Relationships icon, then use the Primary Classroom drop-down.
  

Attendance/Pickup

Child attendance is a two-way sync to/from Procare Desktop and Engagement. See article: Attendance Sync.

Payers can use the use the Procare child care mobile app and all methods available to it (geofencing, QR codes). Pickup people that are not Payers use the pin method only on the Kiosk at the center.