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Kiddie Academy – Procare User Guide

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Contents Owner Initial Setup ...................................................................................................................................... 5

Permissions (Group Limits) ....................................................................................................................... 5

Editing Academy Information ................................................................................................................... 9

Tracking Items ......................................................................................................................................... 11

Setting Up Classrooms ............................................................................................................................ 13

Projecting Future Classroom Forecasting ............................................................................................... 15

Chart of Accounts .................................................................................................................................... 17

How to set up recurring fees .................................................................................................................. 21

o Tuition Charges ................................................................................................................................... 23

• Special Charge ..................................................................................................................................... 24

• Special Credits ..................................................................................................................................... 24

• Tuition Charges Continued.................................................................................................................. 24

• Other Charges ..................................................................................................................................... 24

• Credits ................................................................................................................................................. 24

• Payment .............................................................................................................................................. 24

Functions for Sign In/Out Screen ............................................................................................................ 25

Introduction to the tabs on Procare .......................................................................................................... 29

Tab Functions .............................................................................................................................................. 31

Children’s portion of tabs ........................................................................................................................... 41

Introduction to Employee Tabs on Procare ............................................................................................... 50

Posting Fees ................................................................................................................................................ 60

Double Posting ........................................................................................................................................ 62

Posting Adjustments and Individual Fees ............................................................................................... 64

Group posting ......................................................................................................................................... 65

Formula billing ........................................................................................................................................ 67

How to post payments ............................................................................................................................... 68

Reversing a payment ............................................................................................................................... 70

Posting Batch Payments .......................................................................................................................... 71

Closing Batch Deposits ............................................................................................................................ 72

Book Close and Sending Back Up ................................................................................................................ 74

Security Deposits (Escrow Balance) ............................................................................................................ 76

Subsidy ........................................................................................................................................................ 78

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Mass/Individual Emails .............................................................................................................................. 87

How to Send an Individual Email ............................................................................................................ 89

How to Send a Mass Email ...................................................................................................................... 90

Reports ........................................................................................................................................................ 92

Students Without a Fee .......................................................................................................................... 92

Rosters .................................................................................................................................................... 93

List of Enrolled Students ......................................................................................................................... 97

Full/Part Time.......................................................................................................................................... 99

Aging ..................................................................................................................................................... 103

Active and Inactive Credit Reports ....................................................................................................... 104

Recurring Fee Report ............................................................................................................................ 105

Royalty Report with Charge Credit Summary ....................................................................................... 106

Specific Summary .................................................................................................................................. 109

Adds and Drops ..................................................................................................................................... 111

Payment Journal ................................................................................................................................... 115

Student Fee Schedule Assignment by Classroom ................................................................................. 115

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Owner Initial Setup

Permissions (Group Limits) Procare Home > Configuration > User Groups and Limits to set limits for employees

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• After entering new group information click Group Limits. The icon will be highlighted in the bottom left corner after group information is input.

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• Here are the options you can select for User Group Limits. You can select collapse in the top right corner, and this will give you the option to select a whole section of limits. Or, you can scroll through the limits and select individual permissions.

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Once your groups are set up, you can now set up your users with their permissions (limits)

Configuration > Location and Users > Procare Users

Select Users and add employee information. Once information is input into the system you can update their title and user group.

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Editing Academy Information On the Procare Home Screen > Configuration > System > Locations & Users > Regions & Schools

Click on your Academy to highlight it and select edit, at the bottom of your screen.

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This box will allow you to change the Academy name, Email, Address and phone numbers.

This screen will allow you to add your Tax Identification Number and Hours of Operation.

On the prior screen you can select Set Options

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Tracking Items Procare Home > Configuration > Data Management > Tracking Systems & User Defined Fields > Global Tracking Items

To set up marketing as an example – you will need to select child.

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Click the tracking group name and add in a new tracking category. Enter marketing, choose tracking type as multi item, check it as active and input a tool tip text. An example for the tool tip text: how did you find out about us?

You will manually enter each marketing method and save after each one. The usage limit will be unlimited, and make sure all the methods are checked off as active. Exit when completed. When complete, close the drop-down menu for marketing. While marketing is selected – click expose.

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Setting Up Classrooms

Please note that classrooms must be set up as a work area before they can be added into the list of classrooms.

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Procare Home > Configuration > System > Data Management > Scheduling > Classrooms

You can enter the number of classrooms.

Ratio is the number of students per teacher.

Max is the number of students allowed in the classroom.

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Projecting Future Classroom Forecasting Each student and employee need to have a schedule set up. These schedules can be set up for future dates based off ages and where you expect them to be. Schedules can be set up as far in advance as you would like.

Reports > Standard Reports > Family Data > Classroom Schedule. Choose your roster and enter the future date range you would like to view.

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The report can be viewed to compare and see future ratios or graphs. Example below.

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Chart of Accounts Procare Home > Configuration > System > Accounting Management > Family Accounting > Charge/Credit Descriptions

Charge/Credit Descriptions is your fee schedule. This is where you will set up a breakdown of your posting descriptions. Use the green arrows at the bottom left to arrange how you would like the fees to appear.

Tuition charge is used for everything we take royalties on.

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• Each tab on the toolbar is referred to as a bucket that represents different postings you will be able to use.

• The special charge bucket is only used for security deposits.

Other charge is everything we do not charge royalties on.

*Activity fees and registration fees will not be included

This bucket will also include: write-off charge, write-off credit, barter and taxes.

*Refunds will be removed from this bucket and put into the payment bucket.

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• The credit bucket will include discounts, free weeks and referrals. This bucket contains anything that we will pick up for royalties.

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• The payment bucket will include refunds.

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How to set up recurring fees Procare Home > Configuration > System > Family Accounting > Standard Amounts

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• Select each description individually and click the update button to set up fees accordingly. From here you can proceed across the toolbar to set up individual fees.

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o Tuition Charges o Infant 5 Day o Infant 4 Day o Infant 3 Day o Infant 2 Day o Infant 1 Day o Infant 5 Half Day o Infant 4 Half Day o Infant 3 Half Day o Infant 2 Half Day o Infant 1 Half Day o Toddler 5 Day o Toddler 4 Day o Toddler 3 Day o Toddler 2 Day o Toddler 1 Day o Toddler 5 Half Day o Toddler 4 Half Day o Toddler 3 Half Day o Toddler 2 Half Day o Toddler 1 Half Day o 2 Year 5 Day o 2 Year 4 Day o 2 Year 3 Day o 2 Year 2 Day o 2 Year 1 Day o 2 Year 5 Half Day o 2 Year 4 Half Day o 2 Year 3 Half Day o 2 Year 2 Half Day o 2 Year 1 Half Day o 3 Year 5 Day o 3 Year 4 Day o 3 Year 3 Day o 3 Year 2 Day o 3 Year 1 Day o 3 Year 5 Half Day o 3 Year 4 Half Day o 3 Year 3 Half Day o 3 Year 2 Half Day o 3 Year 1 Half Day

o 4 Year 5 Day o 4 Year 4 Day o 4 Year 3 Day o 4 Year 2 Day o 4 Year 1 Day o 4 Year 5 Half Day o 4 Year 4 Half Day o 4 Year 3 Half Day o 4 Year 2 Half Day o 4 Year 1 Half Day o 5 Year 5 Day o 5 Year 4 Day o 5 Year 3 Day o 5 Year 2 Day o 5 Year 1 Day o 5 Year 5 Half Day o 5 Year 4 Half Day o 5 Year 3 Half Day o 5 Year 2 Half Day o 5 Year 1 Half Day o Before And After 5 Day o Before And After 4 Day o Before And After 3 Day o Before And After 2 Day o Before And After 1 Day o Before 5 Day o Before 4 Day o Before 3 Day o Before 2 Day o Before 1 Day o After 5 Day o After 4 Day o After 3 Day o After 2 Day o After 1 Day o Summer Camp 5 Day o Summer Camp 4 Day o Summer Camp 3 Day o Summer Camp 2 Day o Summer Camp 1 Day

Standard Charge/Credit Descriptions (to be editable by Franchisee)

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• Tuition Charges Continued o Drop in Day o School Out Day o Late Fees o Late Pick Up o Registration Fee o Payment Processor Fee o Watch Me Grow o Returned Check Fee o Activity Fee o Summer Camp Fee o Meals o Field Trips o Agency Transfer o Vacation Correction o Vision and Hearing

• Other Charges o Write off Charge o Write off Credit (entered as a

credit) o Barter (entered as a credit)

• Credits o Family Discount o Employee Discount o Corporate Discount o Military Discount o Absent Credit o Vacation Credit o Free Week o Referral Credit o Agency Credit

• Special Charge o Security Deposit

• Special Credits o Security Deposit Refund

• Payment o Payment by Cash o Payment by Check o Payment by Credit Card o Payment by ACH o Payment by Other o Returned Check (Negative Payment) o Reverse Payment (Negative Payment) o Payroll Deduction o Refund (Negative Payment)

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Functions for Sign In/Out Screen Family Data & Accounting > Functions > Attendance Tracker > Batch Check in/Out

• This function will help with students whose parents forgot to sign them out. Before leaving at the end of the day, we recommend checking this screen. You can select a date and time and sort by different tracking items.

Any students still signed in at the end of the day will show within this box. If a student is NOT signed out at the end of the day, the parent will NOT be able to sign that student back in the following day.

Note: This function can also be used under Employee Data & Payroll to ensure all employees are clocked out at the end of the day.

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Sending Messages Through the Check in Screen

Family Data & Accounting > Functions > Attendance Tracker > Messages

This screen will allow you to view messages already sent and to create a new message by clicking new.

You can choose your dates of how long you would like this message to pop up and if you would like it to show once at sign in or every time a guardian signs in.

You can also select to send the message to everyone, by a classroom, by a balance or manually select which people you would like to view this message.

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o This will bring up the list of guardians and students to choose from.

To select individual people, leave person selected and click select people.

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If you would like to sort by balance, once the Current Balance is checked, enter the amount you like the message to pertain to.

Once you have made your selection of who to send the message to, type your message in the box and click save.

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Introduction to the tabs on Procare • Click the dashboard tab on Procare’s home screen

o This is a snapshot of the current status of your academy. You will see your current total balance, your current FTE for students and employees who are signed in, and upcoming birthdays.

• The Family Data & Accounting tab is where you can view all the parents and students.

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The list of active families can be seen to the left. You can do a search or filter by different groups.

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Tab Functions

1) The add guardian tab is where you will add the payers for the account. The account key is part of the guardian’s last name.

o If you would like to enter an identification number, it can be a driver’s license number or any way you would like to distinguish the guardian. This step is optional and it is only for when you’re registering the child.

o The first person on the account is the guardian who signed the enrollment agreement. You can have as many payees as you would like.

o When adding the address and phone number in, please make sure you click add new. When the next guardian is added in, if the address and phone number are the same, then you can click the copy button and paste the information.

If it says there is a duplicate, your person that you added will be at the bottom. Select that individual and click save.

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• If you have a scenario where the guardians are separated, and they want to make payments individually, then you will need set up each guardian under separate accounts.

Type in the child’s information to search for the guardian

On the tool bar click the add

child tab and select add existing.

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2) The edit account tab can be used to access account information.

Each guardian’s name will be under the student billing.

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To Add Additional Payers, Click on the Add button and select Add New Person or Add Existing Person.

Add all new payer information and click on Continue.

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You will be given options to select someone with a similar name or the new Person. Click on the Payer you want. This will highlight the line blue and click on save.

The Payers window will now be updated.

The new payer may need to be added to the Information and Relationships tab for all students in the family.

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3) The account specific reports tab is where you can access all account information in one report.

Check the hide account box when the family withdraws. This allows the balance to no longer show with the enrolled families balances. If a family re enrolls, this will need to be unchecked. A hidden student will not appear on the enrollment analysis report.

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4) The remove account tab is where you can remove an account if necessary. Otherwise, please disregard this function.

5) The ledger tab is the Procare version of the payment account tab. This is where you will post payments and there is a drop-down menu for other options for posting.

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6) The contract billing summary tab is Procare’s version of Parent Fees. This contract billing summary is their recurring fee. Any fees associated with this guardian will be listed.

7) The tracking tab is where you can designate individual tracking information. Examples would be marketing and payment method. Guardians can be sorted by these individual selections.

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8) The user defined fields tab is used to record specific information about the family or child. It’s another part of the tracking function, which is the previous tab discussed.

9) The log sheets tab is used to make notes on the account. It is similar to the comments section in the enrollment tab in SchoolLeader. To update the comments you will select new in the bottom left corner. From there, you will be able to select a topic in the drop-down menu and then add your comment and save.

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10) The documents tab is where you can upload important documents. Be mindful of how much you upload into the system because it will slow down the program.

11) The letter merge tab is a feature for you to email or print letters to the account holders.

12) The tuition express is Procare’s payment portal.

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Children’s portion of tabs

1) The add child tab is used to add children under the guardian account. Before you add a child, please go to the primary guardian account and copy their address and phone number if the information matches the child. That way, it will save you from having to input the information twice. All you will have to do is click paste.

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2) The information and relationships tab is where you can link the relationship between the child and the guardian. You can do this by selecting import payers from the account as related people. You can also add additional payers to the account by clicking Add. o Once you have clicked yes to import payers, the guardians will appear due to similar

information shared between them and the child. You can select the guardians, choose the relationship and check off if the child resides with the guardian, if they are emergency contacts and if they are permitted to pick up.

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3) The child specific reports tab is where you can access all account information in reference to the child in one report.

4) The remove account tab is where you can remove an account if necessary. Otherwise, please disgreard this function.

5) The enrollment status tab is where you can document the date the child enrolled and their status. Any updates on enrollment will be input here.

Suspensions will be shown as withdraws.

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6) The schedule tab is where you document the days the child will be attending. The first schedule below is premade in Procare. In the drop-down menu for schedule name you can select the age group of the child and the amount of days he/she will be attending.

A specific schedule is necessary for all students if you need students to appear on more than one roster.

This is the custom-made schedule. Customizing the schedule is available in the drop-down menu. You will have to manually choose the classroom name and then manually select the day and time in/time out. This can be done week to week. Then click save.

Once you click save you will be able to name the template. From here on out, you can customize a variety of schedules that suits your academy. They are available immediately in the drop-down menu for the other students.

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For Secondary Rosters

You may select as many classrooms for each day as necessary. The times the child is to attend in each classroom can not overlap.

The child will appear on each classroom listed in the schedule.

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7) The schedule override and absences tab is for if the child attends more, attends less, goes on vacation, etc.

8) The immunization and requirements tab is where you document when the child was immunized and when they received their physical or other required treatments.

If someone forgets to sign out, this is where the adjustment will be made. You must sign out to sign in the next morning.

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9) The time card tab is Procare’s version of the attendance tab in SchoolLeader.

10) This is the billing box tab. This is where you will set up recurring fees.

Select the ledger drop-down menu and choose the primary guardian, then continue to select the billing cycle, the description and the amount should correlate with the description of tuition. The amount can be overridden and make a note in the comment section if an override takes place. The comment should be the name of the student.

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11) The tracking tab documents individual student information. The student’s status (full time, part time, and withdrawn) are located here. A child’s status must be selected in order for it to appear on a report.

12) The user defined fields tab is used to define important information for a child.

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13) The log sheets tab is used to document any occurences for a child in particular and to make notes and comments.

14) The document tab is for uploading important documents about a specific child.

15) The meal tracker tab is used based off of a child’s attendance or schedule. Classroom meal rosters or menus can be documented and printed.

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Introduction to Employee Tabs on Procare - Start by going to Employee Data & Payroll.

1) The add new employee tab is where you will add employees. After you finish entering information, click continue.

2) The employee information & relationships tab is where you can assign a primary work area and add any emergency contact information.

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3) The remove employee tab is where you can remove an employee. We strongly advise you to not use this function. Instead of using the remove employee tab, please change the status of the employee instead.

4) The employee work history tab is where you can change the status of an employee.

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5) The schedule tab is where you can change the status of employees.

This is where you will input each employees schedule for their designated times. You can enter individual dates with a stop and start date depending on whether the schedule stays the same or changes every other week. You can also view the schedule and see planned absences. You can rename schedules as well at your own discretion.

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Under pay code you will select the title of the employee and the work area is the classroom they will be working in. From there, you will select the day and modify the times for that employee. Click save and proceed from there.

• To restrict employees schedules to their specific work times so they will not be able to clock in before their scheduled time: Procare Home > Configuration > Location > Regions and Schools – set your options – employee data – time card options.

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6) The benefits tab is where you can enter planned time off. In this tab, you will select the date, and then modify the start and end time. From there you can choose the benefit code. The drop-down menu for benefit code has vacation, sick time, jury duty, etc.

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7) The pay rate tab is where you will enter pay information in for each employee. You will go to salary pay code, select the title of the employee and then enter the amount per pay period.

8) The immunization and requirements tab is where you will document whether or not employees have been immunized.

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9) The time card tab is where you can see what the employee clocked in and clocked out at, and you can adjust any time in here.

10) The tracking tab is where you can designate individual tracking information.

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11) The employee user defined fields tab is used to record specific information about an employee.

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12) The log sheet tab is where you log miscellaneous employee information. To update the comments you will select new in the bottom left corner. From there, you will be able to select a topic in the drop-down menu and then add your comment and save.

13) The documents tab is where you can upload important documents. Be mindful of how much you upload into the system because it will slow down the program.

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14) The letter merge tab is a feature for you to email or print letters.

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Posting Fees • Dashboard > Family Data and Accounting > Functions > Family Accounting > Automated Billing

Procedures > Contract Billing

Select the billing cycle and click next to continue. The post date must have the Sunday date of the week you would like to post for.

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Automated contract and billing is complete. You will be able to see the total in charges and credits that were posted.

On the task bar, check total at the top right. That will set it up to bill everyone listed for that cycle.

Click post when finished, and then select okay.

*This can be edited for each person individually if you do not want to post all charges.

*For late fees, you will have to use the filter function on the side of the screen that has all the families. You will filter the account balances by using greater than or equal to.

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Double Posting - If you need to remove a double post, the same steps above apply to get to the automated

contract billing screen.

o Select the contract cycle, and then click the double post twice (the batch that was incorrect). This can only be done in the open accounting period.

Click void batch

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• All voided items will now appear in pink.

Enter a void comment and click void batch again

Click yes and you have successfully removed a double post.

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Posting Adjustments and Individual Fees

To post adjustments and individual fees: click the ledger tab under the guardian account

• This is where you can make an adjustment to the account. You can select the day, the description, for what classroom the child is in, then you can make a comment and manually input an amount depending on the situation.

• When making a post, you can type in the amount. Credits are automatically negative and will be in yellow. The exception for this will be returned checks, these must be typed in as negative.

• You can also remove or alter a fee for the week in this section as well. Click post & exit when you are finished.

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Group posting To make a group posting, click on the function tab > family accounting > automated billing procedures > selected accounts

Select the description. An example of a description would be registration fee.

Enter your comment, in the case of registration it would be re-registration fee.

Click next.

You can select each guardian individually or all together.

Click post.

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You can also select the Filter button. Filter by Account will allow you to filter by balances. Such as used for billing late fees.

Filter by Child will allow you to select specific classrooms etc. for room specific charges

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Formula billing Procare Home > Configuration > System > Accounting Management > Family Accounting > Billing Formulas

• Here is where you will find all your options for formula billing. Billings based on attendance or billing for time attended after scheduled hours.

Select the billing box tab

under the student and then click on the formula billing button. Select the formula billing you would like to use. The student will be based off the attendance and formula billing you have selected.

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How to post payments Please be sure to have your bank accounts set up first.

Procare Home > Configuration > System > Accounting Management

Within this screen, you can set up all the accounts you may deposit payments into.

• You can now post payments to accounts.

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• Go to ledger tab under the guardian account

In the first available line – type in the date, select the payment method, create your own comment to explain the payment method and then click post and exit.

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Reversing a payment

• Ledger tab under guardian account and select returned check in the drop-down menu.

Returned payments will reduce the amount of your current batch deposits. You will want to consider making all returned payments their own separate batch.

*Please note: Even though these are all entered the same as tuition and tuition adjustments, these will not affect your tuition or royalty totals because they are under separate sub accounts as defined in Section 1.

Note: Security deposits can be done at any time, you do not need a credit balance from a payment like you would in School Leader.

Please make sure you type in a returned check as negative.

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Posting Batch Payments This will allow you to post payments to numerous guardians without having to go to each family’s individual ledger card.

Under the Family Data & Accounting tab

Functions > Family Accounting > Quick Ledger Posting

• In this screen, you can choose from your list of families to the left, select payment type and enter the amount of the payment you received for each family.

Continue down the list until all payments have been entered.

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Closing Batch Deposits Functions > Family Accounting > Deposit Reports and then select view under Current Deposit Report.

Click the positive sign next to each payment method listed to view all payments needed. Select each payment for deposit by checking the box to the right.

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A comment must be entered for the deposits before closing to show on your deposit reports under standard reports. This comment can be anything you would like. Such as the Report Number or Date.

Below is the result after the process is complete:

NSF will be a separate batch.

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Select Deposit Accounts. Click on the drop-down box and select the account this batch pertains to (primary checking). Click on the total in red to turn the total green and ready to be closed. Once complete, select close report.

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Book Close and Sending Back Up On the Family Data & Accounting Tab > Utilities > Procare Extras > Transmit to Corp

• To close the period, make sure the Close Books & Transmit Option is selected. The book close date will be as of the Sunday date. Click the OK button to the right.

• To transmit without closing the books, select the Transmit Data Only circle and click the OK button to the right.

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Once the books have been closed, the items posted that week on the ledger cards will be locked.

• If the books have accidentally been double closed or the books weren’t closed before posting charges (causing charges to be double posted in the same period), you can choose to roll back the period.

• Select the Roll Back to Last Close Date and click the OK button the right. This will notify the corporate office that a rollback has occurred.

The items have now been unlocked.

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Security Deposits (Escrow Balance)

On the ledger card , post your deposit as previously set up in your posting descriptions.

• Once this is posted, click the deposit button at the bottom of the ledger card.

• Your deposit box will now reflect your new deposit amount.

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When you would like to use their security deposit, post a Deposit Refund as previously set up in your posting descriptions.

• Click the deposit button. If you approve of the amount, click exit. On the ledger screen select post and exit. Your ledger balance will be reduced by the amount of the deposit.

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Subsidy • Start with Procare Home screen > Configuration > System

• Accounting Management > Family Accounting > Third Party Agencies

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Fill in the subsidy information, click save and exit.

After adding your new agency click and highlight the agency, then click expose and exit.

Click new

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After you have exposed the new agency, you will be back on the main Procare home screen. You will do the same steps as before when you were initially setting up subsidy except for a few things.

• Configuration > Select System > Location & Users > double click Regions & Schools. • Select each school and click set options

In the side menu bar – select family accounting. Set your Agency Payment Method and parent charge description as shown.

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In the guardian account, go to edit account and click agencies

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Select the student and go to their billing box

• The parent co-pay will be under the primary guardian. It can be billed weekly, monthly, bi-weekly. The subsidy portion will be set up under the agency and can be billed as you receive payment (monthly, weekly, bi-weekly)

• Choose the agency in the drop down menu.

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Subsidy balances can be viewed under family by going to the ledger and selecting the agency

You can also view every family within the subsidy at one time. Functions > Agency Accounting > Agency Payment Posting

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• Select your agency

• Put the total of your subsidy check in the amount box at the top of the screen. • Enter each families’ amount next to the month in the payment column. • If you have a variance between the amount due and your payment amount – enter this total in

the adjustment column and select your adjustment code. If you want to bill the family for the difference, do it as a write off or a credit due to non-attendance.

• All subsidy adjustments have been designated as credits. If you would like to post a charge adjustment, enter a negative (-) sign before the amount. This also works with guardian transfers. Ex. -$200.00 will bill the subsidy account and credit the guardian account.

Type in the amount as a negative if you want to bill the subsidy agency.

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Your total amount of payments will show at the top of the payment column and should match the total check amount entered in the amount box earlier.

• Once you are done click post and exit.

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• If an amount is transferred to the guardian folder if will appear as an adjustment on the ledger.

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Mass/Individual Emails • First, you will have to have your email configured correctly. You must be a system supervisor to

set up email options

Procare Home Screen > Configuration > System > Location & Users > Regions & Schools

• Select the school name

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• Enter your academy’s email address and select TRUE for the type of email address. Make sure your email provider supports SMTP servers. If you are unsure, you will have to contact your email provider. Once you are done, click save and exit.

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How to Send an Individual Email Family Data & Accounting > Functions > Family Data > Email Accounts

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How to Send a Mass Email Family Data & Accounting > Account Select Filter

• Click on all accounts at the top to filter it and exit

Functions > Family Accounting > Email Account Statements

• Select a date range and choose report for what report you would like to send. • Click on the only include accounts that have a ledger card activity in specified date range. • Fill in the customer statement message. Your subject will default to your report name – you are

able to change this. • Click next

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• You can select all by clicking the Primary Payer box at the top. You can also select individual students. The names in the pink do not have valid email addresses.

• Depending on your email provider, you may have a limit on the amount of emails you can send so you may need to send them in groups.

Once you select who will be receiving the email, click send. To verify the email has been sent, you can go

to the log sheets tab

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Reports Included you will find a list of commonly run reports in School Leader and their corresponding Procare reports. As well as new reports that can be useful.

Standard Reports can be reach through Family Data & Accounting Tab > Reports >Standard Reports

Students Without a Fee – Family Accounting > Billing Box > Children without Contract Billing Select your Date Range and Run Report. Please note students without a fee will not appear on reports.

Any students without a fee will be listed on this report.

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Rosters > Family Data > Rollcall Sheets (below are several examples of what can be printed)

Select Weekly: 7 Day

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Filter by enrolled and the date you want to print. Exit the filter box and run report.

This will give you rosters for Sunday through Saturday.

You can print out a report that will block out any time the student is not expected to attend. Note: Students must have schedules set up to appear.

Family Data > Rollcall Sheet > Weekly 7 Day (AM/PM), Schedule.

Filter by enrolled students for the date and select your date range. Then run report.

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To view actual schedules with times.

Family Data > Rollcall Sheets > Weekly M-F (AM/PM), Actual Schedule. Filter by enrolled date. Select Date Range of the rollcall reports and select all classrooms. Run report.

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List of Enrolled Students – Family Data > Child Enrollment > Enrollment Status Summary

Enter your date.

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Please note this total included Drop In students. Also, students missing a birthdate will not appear on this report. Double click on the enrolled number for a full list of students.

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Full/Part Time – Family Data > Tracking > Student Enrollment Analysis

Click on “Filter” and select enrolled as the enrollment status as of date you would like to view.

Exit this box.

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Check Student Type under Tracking Categories. Select Date Range. Click OK and then Run Report.

This report will list all active students WITH a status. Please note children without a Full Time, Part Time or Drop in status WILL NOT appear on this report.

On the final page you will find the count totals for each status.

101

To find students with a missing status, look to your list of families to the right of your screen and click the filter button.

Filter by Child. Enrollment Status – enrolled as of date.

102

Child Tracking – scroll to select Full Time, Part Time and Drop In and check Not Marked

Once you exit this screen, the account list will only show students missing the select item. Check their schedules to see if they should be Full Time or Part Time.

103

Aging - Agency Accounting > Account Balance Summary > All Accounts (Primary & Agency)

Select your date. Group by Visibility. Check Only Display Account with a Balance Due

Run Report. This will bring up two sections. Visible (active) and Hidden (inactive)

104

Active and Inactive Credit Reports > Family Accounting > Account Balance Summary > Primary Accounts Only.

Select date range, group by visibility and run report.

This report will need to be exported and sorted to get visible account credits (active) and Hidden account credits (inactive).

105

Recurring Fee Report - Family Accounting > Billing Box >Child Contract Billing Summery

Select Date Range.

Each student is listed with their fees. A total amount of tuition for each billing cycle is at the bottom of the last page of this report.

106

Royalty Report with Charge Credit Summary > Family Accounting > Charge/Credit Summary

Select your date range and run report

Page one will have your billings (Income). We will use the Total Gross Tuition for Transaction Detail Total.

107

If Procare payroll is used, the payroll dollars for the week will be listed here.

Page one will also have a total number of enrolled students. Please note Drop In students are included in this total. Also, any students missing a birthdate will not be included in this total.

Page two, has a breakdown of the individual charge and credit accounts. (Ex. Late fees, registration). Note: This report cannot be drilled down into.

108

109

Specific Summary – Primary Accounts Only > Family Accounting > Charge/Credit Summary

Select date range and run report.

110

This report allows you to view all postings for the time period selected.

This report can be drilled down into for detail. Double click on the line you would like to see the detail for. Example below.

111

Adds and Drops > Family Data > Child Enrollment > Change of Enrollment Status

Select the dates of the time period you would like to view.

The initial report will show a total.

112

Double click on enrolled and withdrawn to see the detail.

113

Adds and Drops Report with Fees > Reports > Data Viewer > Family Accounting > Billing Box Activity (Enrollment)

Select the dates you would like to view and Create Report.

114

Click on Choose Fields and check the items you would like to view in your report.

The columns can be dragged to the order you would like them to be in. You can also click on the Enrollment Status heading to sort the list by enrolled and withdrawn.

115

Payment Journal > Deposit Report > Deposit Report Detail

Select date range and run report

Student Fee Schedule Assignment by Classroom Standard Reports > Family Accounting > Billing Box > Child Contract Billing Summary

116

Select the current week for your Date Range. Group by Primary Classroom under Group and Sort. Run Report.

Procare will not include any students who do not have an amount in their billing box.