Great Software for Child Care Centers
We love this program. It provides us with one place to quickly find out so much information. Log-in and see total enrollment, enrollment by classes or ages. Tracks child information without searching through files or looking in multiple places. Tracks employee attendance and any other info you might want to add like: Date of Hire, schedules, vacation time accrued or used, etc. Many things a pre-programed, but you can personalize it yourself or request assistance from a fantastic customer service person. This makes my job so much easier, especially with continual changes to State Day Care Licensing regulations. You do have to enter each child's information when they enroll, but once and it's done. Can update any information with only a few clicks and everyone that you assign a role can see everything.
Simplicity of use. Saves paperwork. Can be used to create reports. Easily see everyone who is still in the building (children and staff members). Records many different types of information (attendance, immunizations, medicals, state required paperwork, Food Program info for the USDA CACFP, tuition fees, and other misc info.) You can program it to add user specific information such as allergies, restricted pick-up, authorized individuals for pick-up, etc. We even have a door unit that stores fingerprints of authorized individuals for pick-up and then allows the door to unlock for entry.
W e have had to replace the door unit after someone cracked the screen and someone just chipped the fingerprint reader which may need replaced (it is still working). This is the result of individual user misuse though and not an actual flaw of the program or hardware. There is an annual update fee, but it is well worth the cost for the time and paperwork it saves.
We love Procare!
Overall I have a great experience! We have a large center with kids infant up to 13 years. We also are unique in that we use it for our swimming programs too. These range from 2 years old up to adults and the customer support to help us set this up was fantastic!
Procare does a lot for our center! We also love how there are additional features you can add on. It is great for tracking families, payments, and even adding activities. Overall we have had good experiences with the customer support. We also love the cloud so we can access this anywhere! The customer support is usually great as well. The people are willing to help and teach you learn more about Procare's capabilities!
Procare does a lot but some of the features are a bit updated. The texting feature isn't great. It still uses phone emails to send these and we always have problems with it working correctly. The emails are also not great. It can't be customized, images can not be added unless it is an attachment and it can only come from one email administrator unless your company uses Outlook. I also feel like the customer support overall is great but sometimes, I get someone who doesn't seem to know what he is talking about. After a long wait, this can be very frustrating.
Great information management and tuition software
We used to use several different Excel spreadsheets to record tuition paid, fundraiser income, before and after school program fees, etc. Issuing a year end receipt was a nightmare. Now it is done with one click of a button. Having an access to database program to keep a list of all of our current and alumni families is also very helpful.
Ease of collecting tuition and printing reports, receipts for families. Being able to view past families and siblings is wonderful. All information in one place easily accessible and easy to make updates or corrections.
I wish custom reporting could be easier if any report needs to be manipulated after exporting to Excel there are too many extra fields and columns to easily work with the report.
Unfortunate investment of time and money
Overall I think the core and idea of procare is beneficial but ONLY if it works. Can't use a product if it is continually locking up.
This has a great foundation of ideas. Student check in/out, Employee check in/out, billings, time tracking, payroll, general ledger. Truly an all in one for a small preschool. Too good to be true for sure!
The cloud base software clearly has issues they can not fix. Our check in computers are constantly locking up since the last update in November 2019. After using the same computers and hardware for 5.5 months they ran an update and now problems. We manually key in employees and students often which is time consuming because the computers are locked up at the time parents are picking up or dropping off. Tech support is NONRESPONSIVE to emails and hold times are on average of 35-45 minutes when calling tech support. They said today it is because they are "swamped". That speaks volumes, that means their product ISN'T working. They have been "working on patches to fix this" but in the mean time they have used the excuse it was because I wasn't hard wired to the internet. After the expense of hiring someone to run the wire and hardwire all of the computers they still are locking up. Now Procare support wants me to replace the router because it maybe causing problems. Cutting my losses at this point. A lot of time invested in a software that locks up frequently through out the day.
Training is horrible and much of my experience has been self guided. They do have an extensive online resource which is very helpful but yet time consuming as you navigate which article you really need. When training is scheduled it has been late and limited to one function of the software. When asking about other functions you are directed to schedule training for that specifically.
Response from Procare Software
Sherrie - We're very sorry to hear about on-going issues with the check-in system at your preschool. This appears to be a unique situation and we will work with you individually to resolve it. It's true that January is typically the busiest month for technical support; it can be easier to reach us later in the day (after 2:00 p.m. Pacific) or to email a request to [email protected] As to training, we are happy to get you whatever help you may need. We will reach out soon to see how we can help.
Procare in a nutshell
Overall I think it has great ideas but it needs to be more user friendly or "dumb proof" having to double click on certain things to view billing or data took a while to train other people.
-you can generate tons of reports with data entered
-check in kiosk can make payments and check in and out.
-adding a child's schedule if its not 5 days is a lengthy process.
- always updating when moving kids to new classrooms
-features aren't user friendly.
Response from Procare Software
Hi Bailey - we're glad to hear you like the reports, check-in kiosk and automated billing. We will have one of our Training Specialists get in touch with you about moving children to new classrooms and setting up schedules, including how templates can be set for any number of days. Thank you so much for your feedback.
Procare is the best over other softwares I've tried
Collections and Tuition Express has been a blessing, almost EVERY parent Has been impressed with the idea that we can take a debit or credit card they can also login in the evenings after they've taken care of their families and pay their bill or check on tomorrow's schedule it's made our life easier. I like to work smater vs harder and thus totally fits in to with us.
I love just about everything in this software it is so efficient. Covers all my bases for the business side of things and customer service side of things. I've dealt with other softwares in my career at least 4 and this is the best. I can't see me ever changing software again. I use it for everything and there still Room to grow. I still need to learn things that I'm not using to the fullest, so I got more than my money's worth. I highly recommend that you give it a whirl. I don't think oe see anyone being disappointed. The support team there for us is truly AMAZING. THANK YOU Procare!!
Learning or trying any new software is difficult and a nightmare in itself. Y
This was not a nightmare and I have more to learn and it's already doing so much for me. If that's what I like the least I'm doing really good.
We had constant issues with our families understanding their billing and the emails they were receiving. With ProCare everything is clear, concise and I am in control of what emails are going out which has helped tremendously. Summer is our busiest time as we run a summer camp and this year has been so much easier than last year. I refer to ProCare as the "Cadillac" of child care software and it has run smoothly from the first drive off of the showroom floor.
Ease of billing for the child care services for our 120+ students.
That's tough because I really like the system. One piece I won't use is Tuition Express as I find it far too expensive (I have worked around it to keep our accounts receivable in a pre-paid status and all payments done by ACH which keeps our expenses down.)
It's a good product
When I call I typically get good customer service.
I like the ability to automate billing based on contracts that are setup...and reconciling payments to the accounts immediately upon payment.
- The interface for the desk product is very antiquated
- I'd prefer the option to print the 'application' for my files. Currently we still use a paper form and I type everything into Procare because all of the fields and information I need isn't available online. I want a completely online registration process.
- I want to capture student photos directly from procare using my laptop instead of having to import/upload photos
- I want an app to communicate with parents. I currently upload all my parents to Remind and use that technology to communicate with parents.
- I purchased a unit for parents to be able to sign the students in and we never got it to work properly so we are still doing a manual/paper sign in process.
Saving time, saves money
Overall, Procare has been amazing and provided us with prompt and effective support. We've been with them through all the different stages of software development.
It provides an attendance record that allows me to stay on top of building census. It also allows me to process tuition on just a few clicks. It works with our door strike security
The software update that was done last year did not work with the Procare interface and crashed our computer. Procare offered to send us a new video card that would fix the issue however the expense of a technician to repair it is on us. The alternative is to mail them the device and to go without a check-in station(which also allows access to our security system and unlocks the door for parents.) This options had a 2 week turn around in which our program would have no way to secure our door to the center. Additionally, I do not like that when they change software or Hardware, it is the customers responsibility to absorb the loss of the use of outdated equipment . The initial investment is not cheap and the updates are absolutely mandatory, to mainitain functionality. Also, the number of seats you need to run your business can vary based on how much of their products you use. everything has a cost. This cost does not include equipment that you need, it just is the ability to access your software that you are already paying for.
I have been a user for 18 years and any problems or questions I have had customer service has assisted me with.
I like how easy it is to use, the different options for filtering data and the best customer service I have ever experienced, included as a user of the program!!
I do wish the payroll module was less expensive so I would just have one program to use, it is less expensive to stick with quick books.
Procare for Parents
Procare saves us many hours every week. We do not figure accounts or depend on spreadsheets, or even correct data entry. We do have about 5 parents that like to pay cash, but the other 50 or so families all pay with debit card or auto debit, which automatically posts to their account and updates. It helps us to look professional and current. It is also a great safety feature. Procare has a place for pictures of each child, parent, and anyone the parent authorizes to pick up their children. So we can quickly access who can pick up a child and what they look like. Everyone at my center loves Procare and it improves the quality of my business.
Our Parents are always impressed that we are set up on a computer system for checking their children in and out. They really enjoy the fingerprint option for the most part. Some of the grandparents and a few parents do not have fingerprints that can be distinguished well enough to use, but they do have the option of using a code. Being able to look at their account, pay their account, and get their receipt emailed to them is just genius. It works perfectly, and requires no time on our part at all. The only thing we do is update the accounts on Monday morning. It truly is a great program for child care centers.
I would have to say, for the parents that do have to use a code instead of a fingerprint, have to use 2 separate numbers; a code, and a pass code. They get used to it, but at first grumble a bit about it.
I really like that parents are able to log into myprocare.com and view their account balance, payment history, and make a payment without my assistance. It saves me time and energy and gets us the tuition payments quickly. Overall, I have had a very positive experience. Tech support is stellar!!
It is easy to use. When I have a question or an issue, customer support is very responsive and helpful both via the phone or online chat. I really like the online wait list module that allows prospective families to contact us. It allows the prospective family to enter their information and it is automatically integrated into the client database with a few easy steps, no re-entry necessary. I also really like the myprocare parent portal which allows parents to log into their account ledger, view and print statements, make payments and more. The payments made their are automatically posted to their ledger card and deposited into our account. It is slick and easy and saves me time! I also really like that I am the one that processes the ACH payments each month. This makes my relationship with my parents much easier versus our old system where a 3rd party processed them making error resolution sometimes a nightmare.
This system gives me the flexibility to change the amount to reflect more accurately the amount owed as well as stopping payments easily when a family unenrolls from the program..
Creating certain reports, like a waiting list by age, can be tricky and took me some time to get set up. In a previous iteration of this software, pre V10, there was a labeled report already created that you just set date parameters of "waiting list" enrollment and voila, a waiting list was created for you. I also wish you could add a stand alone field to the client profile that designates a funding source for each client. It would help for enrollment and budgeting purposes. The only other draw back is the cost of the financial transactions, but those are inline with the rest of the retail industry. Just hard on the non-profit budget to spend money on convenience for the parents.
Great software but needs some tweaking
As described above, it has many perks and we do appreciate the flexibility it has given our school. I would absolutely recommend it to other people. However, we switched from an older version of Child Care Manager and lost some basic functionality for an "upgraded" software. Those issue need to be addressed to make sure this software stays as competitive as it needs to.
It's easy to use and offers the components we need. Helped us be able to use credit cards for our families and offer online registration. Great for tracking staff hours, shot records, etc. I like that this service is cloud-based and be accessed off-site. Makes my job easier.
It's missing some common sense elements - such as allowing families to enroll and complete all data for younger siblings. We have to do it on paper and enter the information manually. It is also missing some niceties such as preprogrammed signatures on emails - when you send them many times a day, it gets frustrating having to type a 3-4 line title each time. These are just two examples, but there are many small, yet inconvenient issues like these. Seems like these types of things were overlooked and could be easily corrected. We have called customer service with numerous questions and for the items that were not offered, we explained the need for them. NO CHANGES HAVE BEEN IMPLEMENTED TO DATE. It's frustrating that customer feedback isn't a bigger priority.
Decent basic functionality, but limited application
Serves a limited purpose, but is falling behind. We may start looking elsewhere
The system is easy to use for basic functions- child attendance, billing, child info tracking, basic reports.
Procare seems to be trying to expand functionality to different applications (Kids Report, etc). However, their core offerings are dated and have had few improvements to make them more functional. I submit requests for functionality, but few things ever change. Here are my top items to change, that would improve the system:
1. Mail merge document is terrible and incredibly limited. I should be able to create a licensing-compliant registration form for parents, which includes emergency contacts, allergies, medical insurance number, etc.
2. Staff timecards are poorly designed. After years of using the timecards, we stopped. Using our payroll providers timecards are a far superior experience. Editing timecards was awful, building in automation was challenging, and the check in/out was a poor experience.
3. The user interface using two different codes is onerous. All other systems we use has just one login pin.
4. There is no data viewer report to access all info in the SQL database. To create a simple pre-filled registration code, I have to download numerous data viewer reports, combine them, manipulate data, and then mail merge into a document. It's almost not worth it.
5. MyProcare is pretty terrible. It looks like a 2005 UI, has limited functionality, you can't update your own information, and customization is poor
1. There is no API to access the SQL backend. Without integration, it severely limits what we can do with the system.
Happy Procare User
Overall, I am very pleased and satisfied with the Procare Software. Since having the system, not only have my team and I been able to save a lot of time that was usually spent on manual entry, but we were also able to offer a convenient feature to the parents. Parents no longer have to wait to get to the front desk or call over the phone to make payments. Payments can be made via the online portal and immediately post to the account. They can also view statements and receive their monthly invoices via e-mail every month. I do wish that there was an easy way to transport information from one product to the next but I do understand the difficulty. That initial task of setting up 200+ families was tedious but once that was done I can definitely say it was worth the task! I am happy we made the switch.
What I like most about the Procare software is the ease of use in regards to monthly billing. The option to set up contract billing every month is much easier and less time consuming than having to manually enter invoices as we once did. This features allows my staff and I to save time as well as ensure better accuracy as far as billing goes. Also, now we are allowed to have our customers pay via the online portal Procare offers as opposed to having to pay in person. This is a feature we didn't have prior to gaining the Procare software. Not only do we appreciate this convenience factor, but the customers we provide service for as well.
Although not a big deal- the thing I initially liked least about the Procare software was the difficulty in figuring out how to navigate through certain reports. Because there are so many options it was a bit intimidating to find out how to access the various reports offered. However, I can say that the information provided by the websites customer service and videos were helpful. I do wish that there was an easy way to transport information from one product to the next but I do understand the difficulty in allowing that option.
BEST INVESTMENT FOR MY PROGRAM!
Prior to Procare, my scheduling took a big chunk of my time and now it is a done in no time! I can easily track tuition, absences, immunizations, physicals, training requirements for my staff, and so much more. Previously I had to track these in Excel and they were daunting tasks but now everything is up to date and easy to access.
I have been using Procare Software for a little over two years now and I can't imagine going without it! I like that everything I need is literally wrapped up into one software program. This has been such a time saver for me for scheduling, keeping records, and every day tasks!
The cost was a big commitment in the beginning but it has been so worth it! I started out with a few of the modules that I needed to get started with the help of a grant and have added on since then. Another thing is that it does take time to learn the system but I think that is with any software and Procare has some amazing tutorial videos available as well as live webinars that have been extremely helpful.
We are a licensed preschool and childcare facility that has used the software daily for many years.
Daily operations, accounting practices, collecting staff and student information and communication.
ProCare's versatility is extremely impressive. We use this application for students and staff alike as our sign in station and communication tool. This helps us track student and staff attendance down the day and minute which is invaluable to grant reporting, payroll and tuition reimbursements.
ProCare also has many useful faucets for early childhood organizations, such as behavior tracking, immunization records, emergency contacts and other pertinent information. As a Director that is responsible for all billing, income collection, and taxes, one of the most useful and irreplaceable aspects is the Family and Agency Accounting sections as well as Tuition Express. These areas are key to making sure we stay on top of our financial health.
I honestly cannot say how phenomenal this software is. The substantial amounts of report types are endless and extremely helpful in all areas of running and producing a professional preschool and child care facility.
We are also a two site facility and switching to ProCare Cloud has been the best monthly investment.
Interfacing software with our Website and Facebook Page. We recieve a lot of traffic through these sites and we would love to be able to collect date straight to ProCare through these web resources.
Response from Procare Software
Amanda ¿ We¿re glad Procare¿s versatility helps your center in so many ways. It¿s also great to see your suggestion about integrating with your center¿s website, Facebook, and similar places parents seek information. One way you can do that right now, as a Procare Cloud customer, is to place a link on your site (or anywhere you choose) for new families to register online. You can also make a link available for current families to log in, review information, choose schedules, pay online, and more at MyProcare! See: http://procaresupport.com/myprocare-overview/
Awesome Tech support.
It can keep track of the immunizations. It alerts us when immunizations are going to expire. Tracking and changing classrooms is a breeze.
We can't put comments on each child or employees. For example, teacher calls out, we don't have a place to keep track of call outs and the same with students, if a parent has a concern, we have to write it down, but prefer to keep track on ProCare. Less steps is always best when it comes to billing and charges, etc. It is a challenge to just delete one sibling when they have moved on to another school and the younger one is still with us. I have had tech support, but still shows up. If I delete the one sibling, it deletes both students on the folder so I end up adding them both back on the hidden folder. I just want to hide the one that moved on.
Response from Procare Software
Yolanda ¿ We¿re glad you¿ve had such positive interactions with our Tech Support team and that immunization tracking and classroom management are now a breeze. As for adding comments to children or staff, there are a few different ways that could be done including using Log Notes for items that require a permanent record. Also, when children leave theYolanda ¿ We¿re glad you¿ve had such positive interactions with our Tech Support team and that immunization tracking and classroom management are now a breeze. As for adding comments to children or staff, there are a few different ways that could be done including using Log Notes for items that require a permanent record. Also, when children leave the center, typically you¿ll want to unenroll them but maintain their records for historical purposes (rather than delete them)¿and it¿s perfectly fine if their sibling is still in attendance. This article on when (and how) to remove a child may be helpful: http://procaresupport.com/remove-child/
The Procare Whisperer - AKA - Benji
So... I had one little question, right? One little itty bitty - probably could have figured it out by myself - question. But.... it's people's finances, so I called to make sure I didn't screw anything up.
Holy Goodness Gracious. NO.
I solved what I had initially called about - but I still scheduled an additional call with the rep because of how many ???s he answered that I didn't even know I had.
I started with TE and Procare about 6 mos. ago. I simply take parents tuition for a small(ish) preschool. That's it. No big deal. The person who was in this position before me trained me the best she could on the software and she was trained by someone else who really never understood the initial training given to her. Follow all that? Yeah. Exactly.
Enter our rep.
I seriously have sat in front my computer using Tuition Express software every week for 6 mos. I've never fully understood it, never appreciated what it could do and can promise I've never been excited about exploring its further uses.
I've been called by your sales department 3 times to consider Cloud services and MyProcare. Firm no. Every time.
I can tell you that after speaking with our rep - I'll be bringing a proposal to switch to Cloud capabilities soon. Our rep made me feel comfortable with my software abilities, taught me how to use TE better. He taught me about the ins and outs of TE that I wasn't even aware I was missing. (POS, files, individual posting, etc).
Our rep's enthusiasm, his passion toward your product, and his knowledge of the Family Data and Accounting Portal is above and beyond. He was encouraging & really sparked my interest to now speak with Shauna about Ledger & Expense and Employee & Payroll.
Our rep cemented my opinion that my school should stick with TE software. He inspired me to learn more about it. He sold me on the idea of additional portals - and as someone who is supposed to be running a tight ship - that's no easy task. I'm pretty sure I even exclaimed "Hot Damn!" in a church preschool more than once today.
My background is in Sales Management and Customer Service, our rep is a gem of an employee and please be so aware of that. He is a representative for you in every sense of the word. Professional, knowledgeable, fun to talk to and passionate about what he's working with. A++
It's fluidity. It can grow with us and help us grow. It can be my checks and balances so that I will always be accountable to my staff, my parents and my board. I can organize and create clear reports in ways I wasn't able to do previously. Amazing stuff really.
Learning it. It's hard to self-navigate. But the training you can get is very good.
Procare Products and Services
My overall experience has been amazing.
The thing I like the most about this software is the amount of time I get back in my day from the simplistic and shorter routines brought about by the features of Procare. I don't have to spend hours on billing and chasing money now that we use tuition express. I am able to import directly from our waitlist software to the ProCare software so I am not keying client information twice! The tax season is less of a hassle when producing their tax statements. This software is priceless when you think about what you are getting for your money. I would be lost without it.
The only thing I struggle with is sitting on hold with customer service for so long when I do have a question/concern that I cannot find a solution to on the website. It is made up for though when the customer service personnel is so polite, helpful, and quickly/efficiently help me with my problem.
Great Functionality at a Great Price
The right switch
Overall I love the easy access to all the help. Anything I may not understand how to do I can quickly search and find get explanation on how to complete the steps. Also the help desk is very quick to respond via email or telephone wit answers and even help walk me through steps.
I love the organization of having all products in the same program window. The set up and implementation was very simple. You could make things as simple or complex as you need. Tuition Express has made the process for payments of tuition the smoothest its ever been. Parents love going to the portal to make payments at their convenience.
I wish that when you were selecting GL accounts that you could search by alpha characters and not just numbers in all areas. Also wish that you could check balances on the budget by account more quickly than the current process. In our previous system (ACS) we had an area that we could just type the GL number or name and it would pull up the account showing the current balance, current budget amount, and all expenses that had come out on a screen. The current process is very time consuming to pull this.
Great as a parent or director
Overall, if you're looking for a central place to organize all the many things that come with childcare, this is the best product on the market that I'm aware of.
I first used Procare as a parent in my infant son's childcare center. It was easy to check him in and out by having an ID and password number and I loved that I could see my balance on our account and get messages from the director of the childcare center.
When I took over at a different center as the director, I was pleased to see they used the same program. Additionally, this center increased the ease of checking in and out by having a fingerprint scanner for parents to check students out and for employees to clock in/out. As a director I could easily see which students were there on the home page and the home page was customizable to what I wanted to see (ex. upcoming staff/child birthdays, children currently checked in, children recently checked in/out etc.). There is another tab where detailed children information is easily inputted and organized as well as an employee tab.
I really haven't seen anything else within childcare systems that has as many options and functions as Procare.
Some reports can be difficult to find and not, at least to me, logically sequenced. However, I can usually Google to find the answer.
I would love Procare to come out with an app for classroom teachers to access and parents to access where teachers can input students eating records and parents can pay their balance.
Response from Procare Software
Marissa - Thank you so much for your wonderful review. Also, we have good news--parents can pay online through the MyProcare portal--and our KidReports app is perfect for staff to record meals, daily sheet entries, photos, videos and more. See: https://www.procaresoftware.com/products-and-services/services/kidreports/
Quick and Easy!
I can't tell you how much easier my job is now that we have Procare and Tuition Express! We are able to run our school more efficiently and professionally. I can't believe we operated so long without it!
This software makes it super easy to email groups of parents. Whether I'm sending a message to the entire school or just one class, customization of my email groups is quick and simple. I can also look up features about specific families within seconds, making my response time to questions extremely fast.
I also love the billing features in Tuition Express. I can now post billing with just a few clicks on my keyboard and collect payments with ease. I am promptly alerted when there is a decline and the account is automatically updated, which ensures the accuracy of accounts.
If there is a con to this software, it would be that when I am emailing a statement to an individual family, I have to copy the email before I click the choice to send a statement. It does not autofill the email address for that family. That's a pretty minor complaint for a really great system!
Robust software with superb customer service
We've been able to move all of our data to a secure, cloud-based management system, allowing us to get rid of our outdated servers and making our in-house IT personnel very happy in the process. We've also begun offering online payment options to our grateful families, many of whom kept a check book on hand solely for tuition payments. We have been very happy with the support offered by Procare's customer service team. They have walked us through setting up new products, both software and hardware, and are readily available with a quick response to any questions we've had. Additionally, Procare does a great job in offering very clear instructions through webinars and other online resources. Their customer service is second to none.
This software provides solutions for so many things at once...from data management to parent resources...and allows our center to be run much more efficiently. Our organization is currently exploring just a fraction of the available software system, but we are excited about the prospect of adding more and more over the next few years, simplifying options for parents and families as well as for our administrative team and other employees.
There is a LOT to learn in order to use the software. Things that we were able to do in one click in our last system now require quite a bit more "digging" in order to execute. We have also found that the available reports are not as intuitive as our old software. We are having to input a lot more data in multiple places in order to access necessary reports. However, we attribute this extra bit of effort on our part to the increased capabilities of this system. Plus, the learning resources are plentiful, so we are able to figure out easily enough how to make the software work for our needs.