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Using Immunization Tracking Software at Your Child Care Center

Girl Holding Teddy Bear while Getting a ShotHugging a teddy bear can help kids feel braver when it comes to getting a shot. And while they may have to endure a brief moment of pain in the name of good health, at least they don’t have to deal with the hassle of keeping track of immunization records and paperwork. Truth be told, neither should you.

As a child care professional, chances are you’re familiar with the recommended immunizations for young children and you’re careful to make sure every family brings in the child care immunization records for their children before they can attend. Next on your list is the question of how to efficiently keep track of all the immunization requirements, due dates and child history.

How to Track Child Care Immunizations

To help you simplify the paperwork, here are some essential features to look for in  immunization tracking software to keep your immunization records up-to-date.

Flexible Immunization Schedule

In order to track when the next immunization is due, you’ll need a way to define the schedule of required vaccinations. Since each shot requires a different schedule, you’ll want the child care database you choose to be flexible. For example, one immunization may have multiple doses due at specific ages, another may be due every 12 months, and a third may be due so many months after the last one, rather than at a specific age—such as when children are on a make-up schedule.

See Video: Set Up Immunizations

Allow for Exemptions

Children may be exempt from certain vaccinations for a variety of reasons.

  • If they’ve already had an illness, like chickenpox, the immunization (such as varicella) may no longer be necessary.
  • A child might have an exemption due to family philosophical or religious reasons.
  • Combo-vaccinations are another reason for exemptions. Families might choose (or their pediatrician might recommend) individual shots or a vaccine that combines multiple immunizations into one. Therefore, you’d need a way to exempt children from the “individual” shots or vice-versa.
  • An age exemption is another possibility. For school-age children you may not be required to track immunizations that apply to younger children.

Mark Child as Exempt from an Immunization

One final thought on exemptions: you’ll also want a way to indicate the reason why a child is exempt.

Alerts When Immunizations are Due

It’s good to know when an immunization or other requirement (physical, etc.) is due, but it’s even better to get advanced notice of when it’s coming due. In other words, you’d like the parents to know ahead of time, so they’re able to make sure they have the necessary doctor’s appointments arranged.


Immunization Due Alert

You may also want a way to:

  • Easily see on your director’s screen when immunizations are due or coming due.
  • Let parents see immunizations that will be needed soon, at the time they check their children in.
  • Generate reports and lists showing immunization information.

Immunization History

Beyond knowing what’s coming due, you’ll also want an efficient way to track the history for each child. In other words, what dates did a child receive each vaccination in the sequence? Typically, this information should be available on an immunization history report.


Immunization History Report
Final Thoughts

Making sure the kids attending your child care center are up to date with their immunizations is necessary to ensure the health of every child in your care. However, when the year gets underway and your schedule fills up, it can be easy to lose track of the multitudes of paperwork that go along with immunizations records. To mitigate these challenges and manage health records, child care centers should employ immunization tracking software with a degree of flexibility and customization that allows them to account for each child’s needs.

Learn how Procare can help you better keep track of  family health information at your child care center.

Interested in learning more about managing health information at your child care center? Check out these related articles.

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3 Methods For Simplified Child Attendance Tracking

Pretty soon the school buses will be rolling again. Perhaps they already are in your area. That likely means your childcare business will be busy with school-age children in a variety of before and after school programs.

The thing is, when a large group of children arrive or depart at once, how do you efficiently track their time and attendance? The bus arrives, the children hop off and you need to get the entire bus load checked in, pronto! This can be especially challenging as kids have varied schedules, some arriving earlier and leaving later.  Have no fear, Procare is here with a number of easy-to-use child attendance tracking options.

child attendance tracking

Child Attendance Tracking Basics

The most basic way to record child arrival and departure times is with a simple bus run sheet. You can print them out and have the bus driver or other staff person mark who is being picked up or dropped off.

If you’re already using Procare Software, bus rosters are built right in. You’ll find them under the “Tracking” section in the Family Data module. This makes it easy to automatically print the names of the children assigned to each bus.

If you’re not yet using Procare, print some of our free bus run sheets that come blank, and you can fill in the names yourself.

Child Care Bus Roster

Childcare Time Cards

Another option is to check children in so hours are automatically recorded on each child’s time card. With time and attendance tracking software there are several options.


Before & After School Time Card

  1. A staff person (teacher or bus driver, etc.) can quickly check all children in or out at once. This can be done at a regular computer or through a check-in screen. See: Let Teachers Check Children In
  2. If you schedule children in advance, you can use the batch post time card tool to check kids in and out based on their scheduled times for the day. You can even schedule them for both before and after- school time slots.
  3. You can assign the teacher or bus driver as a pickup person for each child and use the Receptionist Check-In feature to look up the pickup person and quickly check in the appropriate children. See: 3 Time & Attendance Methods for Your Daycare.

Mobile Child Check-In App

Childcare providers who subscribe to the Procare Cloud have access to a host of Procare mobile web applications, allowing them to access child attendance tracking features from any device and location with an internet connection. This simplifies attendance tracking, allowing staff to check students in as they get on or off their assigned bus using a tablet. See: Mobile Apps for Childcare Management 











Final Thoughts

Attendance tracking is necessary at any childcare center. It ensures that every child gets to and from the center or after school program safely. It also helps childcare staff to calculate accurate hourly billing rates, based on when each child arrived and departed. With Procare, there are several simple options to track child attendance, allowing staff to choose the option that best fits in with established processes.

Learn how Procare can help streamline child attendance tracking and other childcare tasks.

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Want to learn more about keeping track of child and family data at your center? Check out these related articles.

Managing Your Child Care Waiting List

Waiting in line can be a hard thing to do, especially if you’re waiting for something important to you. For children, that might be as simple as waiting for lunch on pizza day. For their parents, it might be waiting for an opening at your child care, daycare or preschool. For you, as their provider, it might be waiting for the official pre-registration payment to hold their slot.

To make sure that families on your child care center’s waiting list actually enroll, it’s important to keep in touch with them through the process. Luckily, for child care administrators, it’s easy to create a contact list of parent names, phone numbers, and email addresses for your wait list families. By using a child care management solution like Procare Software®, you can create a printed list or choose to email or send text messages to selected families all at once.

Child Care Management

Wait List Directory

It’s easy to get a list of everyone on the waiting list with parent contact information. Start with the standard “School Directory II” report (found under Reports > Standard Reports > Family Data > Filtered Reports) and use the Filter button to include only children whose enrollment status is set to “Waiting List”. See Sample: Wait List Directory 

Customized Wait List

With the Procare Data Viewer you have more control over how the information is laid out and can include other fields, such as the date they got on the waiting list (the Status Date). Start with the Child Relationships view and add the fields you want like Primary Classroom, Enrollment Status, etc. See Sample: Data Viewer Wait List  

Use the filter icon (funnel) on the Enrollment Status header to include only “Waiting List”.

To group the report by classroom, drag the Primary Classroom header into the gray area just above the other headers.

You may also want to remove the page break so you don’t get a separate page for each class. Right-click the gray area next to Primary Classroom and uncheck Insert Page Breaks.

Then you are ready to Print or Export to another format, like a spreadsheet, PDF, etc.

Email or Text People on Your Wait List

To begin, use the Select Filter to include only families with children whose enrollment status is “Waiting List”. Then you’re ready to Email the Families or Send Text Messages to the people of your choice. You can even use the built-in Letter Merge to automatically fill in certain fields, like the name and address of each person, etc., and email (or print) the letter.

Final Thoughts

As you get under way for the year at your child care center, it can be easy to lose track of the families on your waiting list. However, though your classrooms might be too full at the moment, at some point you will have space to accept new students.

It is important that you have family contact information for those on your wait list, and are keeping in touch with them regarding their status. Using child care management software, it’s easy to manage your child care waiting list to ensure a positive relationship with prospective parents and simplify their enrollment process.

Learn more about how Procare simplifies family data management at your child care center.

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Mobile Apps for Child Care Management

Roads are wonderful metaphors. They can represent links between time and place, ways to get from here to there, and anticipation of what’s coming around the bend. So, what might that road look like between technology and your child care business?

Well, there’s a good chance you have some kind of mobile device, perhaps more than one. You may own a smartphone, iPad, or similar tablet or Android device. If so, you’re familiar with the dazzling array of apps available to do anything from teaching kids the alphabet to checking your bank balance and everything in between.

Mobile child care

Apps for Child Care Management

At Procare we know that daycare instructors and staff are always on the move with their active students, and therefore need to have access to their business and student information from many locations. That is why we offer mobile child care apps that give instructors the ability to view reports and account balances, see who has checked-in, and more from their mobile devices through the Procare Cloud. To give you a better idea of the capabilities offered through our apps, let’s take a road trip through the Procare Cloud Web Apps, and their functionality.  

Should I pack my iPhone, iPad, Android or Windows Mobile Device?

Sure, it’s good to plan ahead for your trip. There’s no reason to pack something you’ll never use. But the road ahead is easy in this regard. The Procare apps are be web based, so you only need access to the browser built into your device to use them. That means the operating system of your device (iOS, Android, etc.) won’t matter, the applications run seamlessly on all of them.

The First Leg

As we already mentioned, Procare’s applications are web based. This means you do not have to download or install a separate application to your device. All you have to do to have regular access to your child care app is bookmark the Procare web apps page on any device or tablet.

A Few Miles Down the Road

Within the child care app, instructors can get real-time reporting, a great functionality while in the field. This allows them to see who has checked in for the day, who owes money, review revenue, and look up bank statements. Instructors can also look up important student information such as emergency contacts and phone numbers. They can then call or text parents or guardians directly from the application.


Emergency contacts by classroom [Click images to enlarge]

Mobile App: Classroom Contact List

Open a class to see individual contact people with instant call/text options

Mobile App: Child Emergency Contacts

Children currently checked in

Mobile App: Children Checked In

Family balance due

Mobile App: Child Care Balance Due

Recent charge, credit and payment totals

Mobile App: Child Care Revenue & Payments

Bank account balance

Mobile App: Child Care Bank Balance

A Longer Journey

Our apps run through the Procare Cloud, allowing child care instructors to view and update their business-critical information from any computer with internet access whether at home, the office, or working remotely. The Procare Cloud offers a host of features that simplify administrative work for child care professionals. Aside from the mobile apps, Cloud users get automatic free updates, ensuring they always have the most up-to-date software and features.

The nightly backup service stores user data automatically, ensuring that any technical difficulties do not result in complete loss of information. Procare Cloud users also get access to the MyProcare Parent Portal, which allows parents to be more engaged and active in planning their child care. For additional communication and engagement, the Procare Cloud also integrates with KidReports classroom management and parent engagement. This allows daycare providers to seamlessly communicate with their parents on-the-go using SMS, video, and daily sheet updates. Finally, the Procare Cloud is secure, meaning private information is only available to you, or other authorized users.

Mobile App: Child Care Check In

Final Thoughts

Modern technology gives us the ability to be more efficient in every aspect of day-to-day life, including child care. With mobile child care apps and automated updates and backups in the Procare Cloud, you can focus on collaborating with parents to give your students the highest-quality care, rather than printing out and filling in check in sheets by hand, or worrying about technical maintenance.

What’s Your Destination?

Wherever your child care business is headed, Procare will keep working hard to deliver the best solutions in child care management. If you have ideas for mobile web-apps you’d like to see, please leave a comment below.

Looking for more information about managing your child care business on the go? Learn how Procare can help.

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Summer is here! Summer is here!

Now is the time to streamline
pre-registration, scheduling and forecasting of your enrollment and revenue.

If there were a town crier, he’d be excitedly running through the streets yelling, “Summer is coming! Summer is coming!” And it is… finally! We are beginning to see it everywhere: longer days, brighter skies, blooming flowers and for us in childcare, the management of summer and fall pre-registration.

For all of us in the child care industry, we are consistently preparing for the season ahead. Managing what’s going on now while predicting what will be coming up is a tall order and it certainly keeps everyone on their toes this time of year.

Procare Software® offers exciting new features designed to help early childhood administrators improve and streamline the process of pre-registration, scheduling and forecasting enrollment and revenue for future sessions so that centers can run profitably at full capacity. Continue reading

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