Activity Manager

Activity Manager – Overview and Set Up Set Up Activity Manager Use the optional Activity Manager to create a series of activities, classes, camps or programs you may assign to the children. This might be used for classes that have prerequisites, l...

For children (and/or staff) whose schedules rotate back and forth you’ll want to use the built-in “advanced” scheduling feature. This allows you to rotate multiple weekly schedules back and forth (automatically) with two or more weeks in rotation. ...

Using the optional Activity Manager you can assign activities like soccer sessions, day camps, after school programs, etc. directly to each child. Before You Begin You’ll need to Set Up Activities you wish to assign to children. Getting ...

Documents in .pdf format may be linked to a family account, child (or employee). This may be used to keep an electronic paper trail of important documents related to the family – for example: a copy of their registration paperwork, rate sheet agreem...

Assign activities to many children at once using the Batch Assign Activities function. Before You Begin You’ll need to Set Up Activities you wish to assign to children. Getting There From the main screen of Family Data & Accounting go ...

Once an activity (soccer, dance, etc.) is over, you may quickly indicate which children completed the class and enter a comment as needed. Marking an activity as complete means the child has met the prerequisite (if any) for future activities. ...

The accrued benefits feature lets you quickly calculate and post hours earned for vacation and sick time, etc. to the Benefits screen of each employee. Getting There From the main screen of Employee Data & Payroll click the Functions menu ...

The Batch Post Time Card feature is used to record in and out times for many employees at once. This is useful for a variety of reasons such as to enter paid holidays and training, transfer planned benefits (like vacation) to the time card, or post ...

Use the calendar reminder to alert you to things that need to be done, appointments, meetings, etc. You may create reminders for yourself or other Procare Users (staff members) who are at or below the User Group level to which you are assigned. This...

Enrollment Status (children) and Employment Status (staff) are nearly identical in the way they function. For children “Enrolled” is the status you’ll use during times a child is attending the center (now or in the future). You may create additional...

Relationships are used to explain how different people are connected to each child or employee. For example a relationship may be defined as a family member like mom, dad, grandparent, aunt, etc. Other people outside the family like emergency contac...

Employee Information If a new employee receives the message “you don’t have any children enrolled at this school” when they attempt to check in, they are most likely missing a “Currently Employed” status in their employee work history .

Analyze classroom schedules for open slots or future classroom staffing requirements by comparing child schedules to staff schedules room by room. Overview You will need to set up schedules for children to forecast available slots, and if you al...

Create Departments (like Infants, Toddlers, PreK, Kindergarten, Administration, Transportation, Food Service, etc.). Departments are then connected to Work Areas and Classrooms. Overview A Department is the top level of the Departments/Wor...

Using FTE in Procare Full-Time Equivalency (FTE) can be used to determine if your classrooms have a “full” schedule of children. Rather than simply count children, some of whom may be scheduled for just a few hours, FTE converts the total schedule...

Region and School Options are choices that affect a particular Region or School like the hours a location is open or how Child Time Cards should be rounded. Only persons in the System Supervisor User Group may set or change these options. Getting ...

Use the Review button to see or print a child’s schedule or activities in a weekly, monthly, or daily format. Getting There There are several ways to get to the Review screen, depending on whether you are reviewing a child’s schedule or acti...

Limit staff check in/out times to their scheduled hours so employees will be unable to check in before their scheduled start time nor out after their scheduled end time. This is referred to as the “Schedule Adherence” or “Restrict to Schedule” f...