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Allergy Tracking for Child Care & Preschool

Mom and Child in Grassy Field with FlowersLying in a grassy field of dandelions is a great way to spend a lazy summer afternoon—unless a child in your care suffers from allergies.

Since keeping track of child allergies in your preschool or early learning center is a necessity, you’ll want an efficient way to organize the information. Using a database designed for child care management will give you the ability to record any type of child and family information you may need, including allergies, immunizations, schedules, programs, emergency contacts and basic demographics.

For users of Procare Software, allergy tracking just got easier. Now you can download a prebuilt allergy list directly within Procare! Continue reading

Tracking Child Allergies Part 3

Child Allergies: Girl with AllergyThis final article in our series of three explores creating your own data fields to track child allergies at your childcare, daycare or preschool using Procare Software®.  This approach combines some elements of the first two articles and relies on standard reports, built into the Family Data Software, to print child allergy lists.

Create Your Own Text Fields

Text boxes, or other data fields you create, are known as User Defined Fields. You’ll want to setup a child User Defined Field to hold the allergy information, similar to the way the built-in Comment box was used in Tracking Allergies – Part 1.

  1. Expose Field to All LocationsAt the Procare Home screen, go to Configuration > System > Data Management > Tracking Items and User Defined Fields > dbl-click User Defined Fields.
  2. Click the Child tab at the top.  In the blank Field Name box at the top add the name Allergies. Set the Field Type to Text. Tap Enter (on your keyboard) a few times until a new blank line appears at the top.
  3. Click once on the Allergies line to make sure it is selected then be sure to click the Expose button to make your new allergy field available to use in each of your locations, even if you have just one.
  4. Click Save > Exit.

Enter Allergies for a Child

In the Family Data & Accounting module, Look Up the Family and child record.  Click the User Defined Fields button on the Child Toolbar.

Child Toolbar: User Defined Fields

Type in any Allergies for this child then click Save > Exit.  It’s important to spell the names of allergies the same way for each child so you’ll be able to filter reports for a particular type of allergy.

Child Allergies Text Field

Printing Reports with User Defined Fields

There are several ways you can filter reports. Go to Reports > Standard Reports > Family Data > User Defined. Your reports may appear in a different order.

Reports with User Defined Fields

Select the Child: By Child’s Name report and the field Allergies (right side) to get a simple listing of children and their allergies as you entered them in the text box. You may want to type “Allergies” or “Allergy List” as the Report Header.

Report with Allergies Field Selected

To view only children who have a particular allergy, refine the report by clicking the Filter button then choosing User Defined Fields.  Specify what the field must contain like “Bee” or “Bee Stings” (no quotes). This is why spelling allergies the same way for each child is important.

Allergies Filtered for Bee Stings

You might want to also change the Report Header to more closely match your filter, such as “Allergies: Bee Stings”. Now you’ll get a list of only children allergic to bee stings.

Report: Children Alllergic to Bee Stings

Use True / False Fields Instead of Text

Another option would be to create individual User Defined Fields for each allergy you want to track with a field type of True/False rather than Text.  For each child mark an allergy “True” as needed. Then use the report  Child: By Field Name Order by Field Value and Filter only for those children whose field is set to True. This will give you an individual page for each allergy with all children that have that allergy.

Other Ways to Track Child Allergies

Since children’s allergies may be tracked in several different ways you may also be interested in our previous articles Allergy Tracking – Part 1 and Allergy Tracking – Part 2 for other approaches to this topic.

Until next time, enjoy experimenting with User Defined Fields and related reports to create allergy lists for your child care business.


If you have questions or comments about this article (or suggestions for another article) I’d be happy to hear from you. Drop a note to

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Tracking Child Allergies Part 2

This article is the second in a series of three exploring different ways to track child allergies at your childcare, daycare or preschool using Procare Software®. Today we’ll see how to assign allergies as Child Tracking Items to children. We’ll see how to use standard tracking reports or the Data Viewer to create your own. Continue reading

Tracking Child Allergies Part 1

Child Allergies: Girl with AllergyThis article is the first in a series of three, examining various methods of tracking children’s allergies at your childcare, daycare or preschool using Child Care Management Tools from Procare Software®.

Today we’ll look at using the child Comment Field in the Procare Family Data module.  The advantage of this method is that all allergies may be reported for each child, using either built-in reports, or by making your own with the Data Viewer tool. Continue reading

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