published | 2/8/2011

Procare Software Tracking Software

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.

Create Child Allergy Tracking Items

At the Procare Home screen, go to Configuration > System > Data Management > Tracking Items and User Defined Fields > dbl-click Global Tracking Items or Local Tracking Items (we suggest using Local Tracking Items if you want to limit them to a particular school). Click the Child tab at the top, then click the + sign next to the Allergies group to be sure you have all the allergy items you may need. For help creating tracking groups and items see Setup Tracking Categories.

Assign Items to Child Records

In the Family Data & Accounting module, Look Up the Family and child record. Click the Tracking button on the child’s toolbar.

Child Allergies with Standard Reports

There are several different standard reports that can be useful. Go to Reports > Standard Reports > Family Data > Tracking report options. Your reports may appear in a different order.

Procare Software: Standard Report Example

The Child: Photo, Categories, Items report includes a small photo of the child with their name, age, date of birth and primary classroom, grouped by the Allergy item. This report might be useful for a food server to identify children by photo with certain food allergies. For a simple listing of child names and classrooms (grouped by allergy) try the Child: Roster report. You can also get this report by classroom, it’s the one called Child: Roster by Classroom.

Using the Data Viewer

Another option is to build a custom Data View. Go to Reports > Data Viewer > Family Data > Child Information (Tracking). Click Choose Fields and select the information you’d like such as the full name, primary classroom, enrollment status, category description and item description.

Then Filter so the Category Description is equal to “Allergies” and Enrollment Status is equal to “Enrolled”. If desired, you may then deselect these fields so they are not included in the final report – the filtering will still apply. Further you can group by Classroom so the list comes out by classroom with allergies listed for each child.

Be on the lookout for next week’s article Tracking Child Allergies – Part 3 where we’ll look at making lists with User Defined Fieldsby any category you would like to create. You may also be interested in Tracking Child Allergies: Part 1 to see how to use the child’s Comment field for tracking allergies.

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