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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.

How to Track Child Care Certifications and Trainings

Are your employees current on their CPR class? How many CE (Continuing Ed) hours does your staff have so far this year? Child care centers must know that employees are keeping up with periodic continuing education hours and health-and-safety certifications to provide high quality care for children.

It can be difficult to stay up to date on the child care certification and training requirements for each member of your staff, as well as how frequently they must be renewed. This is one area where child care management software can be valuable for your daycare center, after school program or preschool.

Child Care Employees

Tracking Child Care Certifications and Training  

Employee Data Software from Procare lets you track those types of requirements and training hours. To track employee certifications and continuing education hours, you can use either the Employee Requirements or Benefit Hours features, or both, depending on your situation.

Tracking Certifications with Requirements or Benefit Hours

Requirements are recorded much like immunization tracking. They may be a one-time or recurring event, such as a CPR certification. Benefit Hours, on the other hand, are entered on the Employee Time Card. They may be totaled based on the Benefit Code you assign, like “Training”.  Using benefit hours is appropriate if you need to know the number of training hours (during specific dates) for each employee.

Using a Requirement

An example of a requirement might be a CPR certification renewal that occurs every 3 years. You would simply record the date the requirement was met. The Requirements Due report will include only staff who are near or past the required expiration date.

Sample Requirements Due report

Using Benefit Hours

Recording training hours in the Employee Time Card lets you report specific hours for a certain date range. A quick way to post training hours is to enter them through the Batch Post Time Card feature. Once recorded, you can run benefit code reports grouped and totaled by the code (or the employee) for the period selected.

Bonus Tip: To track hours based on the employee’s hire date, create Employee Tracking items to match each hire month.  When you run reports, you can filter them by selecting only the hire month you’re interested in viewing.


Sample Benefit Hours Report By Employee

Sample Benefit Hours Report By Benefit Code

Keep in mind that you can use both of these methods together to give you the most flexibility in tracking your employee training and certification requirements!

Final Thoughts

To run a successful child care center, you need a staff that meets the training and education requirements of your center, as well as the various regulations required by the state. It’s easy to get caught up in the day-to-day tasks of caring for children and forget when there is a training deadline coming up.

In order to complete child care certifications on time, child care centers need a consolidated view of each employee’s training status. The Employee Data module from Procare allows daycare centers, preschools, and after school programs to monitor these requirements seamlessly, ensuring the best child care experience.

Learn more about managing employee information and certifications with child care management software.  

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Interested in learning more about employee data management? Check out these related articles.  



ProCare Software Achieves Level One PCI Compliance

Internet securityWe’re celebrating today at ProCare Software! Our Tuition Express Payment Processing Service has successfully completed a PCI DSS Level One Audit. PCI DSS stands for Payment Card Industry Data Security Standards. This means that we are meeting the highest standard of security to ensure that our data, and the data of our Tuition Express clients, remains secure. ProCare is the first Child Care Software company to do so in the entire industry!

ProCare Achives Level One PCI Compliance – Read the full press release >>

Warm Regards –


Yum-O! Kid-Friendly Recipes from Rachael Ray

Most of us are familiar with Rachael Ray, the cooking and talk show personality. Rachael Ray has launched an exciting new cause called Yum-O!

Yum-O! is an organization that empowers kids and their families to develop healthy relationships with food and cooking. You can read more about their mission here, “Cook, Feed, Fund.”

In the spirit of Rachael’s Yum-O! mission, we’ve included some of her great ideas to get kids in the kitchen that any provider can try in their child care center!

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