published | 1/31/2011

Procare Software Tracking Software

This 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.

Record Allergies in the Comment Box

In the Family Data & Accounting module, Look Up the Family and child record. Dbl-click the child’s name to edit the Person Information for the child. Click in the Comment box and enter the allergies (and any other comments you might want as well).

Hint: It’s a good idea to use the keyword “allergies” as part of the comment, so you could filter for this word, if you later decide to use the Data Viewer tool to create your own report view. For example you might enter something like this:

"Allergies: dairy, peanut butter, penicillin, hay-fever"

View with Standard Reports

You may use a couple of different reports from the Reports > Standard Reports > Family Data menu section. The first is under Account Information and is named “Child: Information Sheet”, which provides a listing with the child’s name, including photo, comments and all relationships with contact information. This report has each child on a separate page.

Another report to try is located under Filtered Reports and is named “Child: General Information”. This report can be grouped by classroom (so you get one page per class), but excludes contact information.

Using the Data Viewer

Another option is to build a custom Data View. Go to Reports > Data Viewer > Family Data > Child Relationships. Choose the fields you’d like such as the full name, comment and perhaps photo. Filter so the person type is equal to “child”. Be sure to click wrap text in the options. You may also make the photo larger by dragging the row divider down to increase the height of the row.

Next week, be sure to check out Part 2 of Tracking Child Allergies to see how to use Child Tracking Items to group lists of children by specific allergy, followed by Part 3 where we’ll explore User Defined Fields to make lists by any category you would like to create.

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