published | 2/14/2011

Procare Software Tracking Software

This final article in our series of three explores creating your own data fields to track child allergies at your childcare, daycare or preschool using Procare Software®. This approach combines some elements of the first two articles and relies on standard reports, built into the Family Data Software, to print child allergy lists.

Create Your Own Text Fields

Text boxes, or other data fields you create, are known as User Defined Fields. You’ll want to setup a child User Defined Field to hold the allergy information, similar to the way the built-in Comment box was used in Tracking Allergies – Part 1.

  1. At the Procare Home screen, go to Configuration > System > Data Management > Tracking Items and User Defined Fields > dbl-click User Defined Fields.
  2. Click the Child tab at the top. In the blank Field Name box at the top add the name Allergies. Set the Field Type to Text. Tap Enter (on your keyboard) a few times until a new blank line appears at the top.
  3. Click once on the Allergies line to make sure it is selected then be sure to click the Expose button to make your new allergy field available to use in each of your locations, even if you have just one.
  4. Click Save > Exit.

Enter Allergies for a Child

In the Family Data & Accounting module, Look Up the Family and child record. Click the User Defined Fields button on the Child Toolbar.

Procare Software: User Defined Example

Type in any Allergies for this child then click Save > Exit. It’s important to spell the names of allergies the same way for each child so you’ll be able to filter reports for a particular type of allergy.

Procare Software: User Defined Fields Example

Printing Reports with User Defined Fields

There are several ways you can filter reports. Go to Reports > Standard Reports > Family Data > User Defined. Your reports may appear in a different order.

Procare Software: User Defined Field Report Example

Select the Child: By Child’s Name report and the field Allergies (right side) to get a simple listing of children and their allergies as you entered them in the text box. You may want to type “Allergies” or “Allergy List” as the Report Header.

Procare Software: Child: By Child’s Name Report Example

To view only children who have a particular allergy, refine the report by clicking the Filter button then choosing User Defined Fields. Specify what the field must contain like “Bee” or “Bee Stings” (no quotes). This is why spelling allergies the same way for each child is important.

Procare Software: Filter Example

You might want to also change the Report Header to more closely match your filter, such as “Allergies: Bee Stings”. Now you’ll get a list of only children allergic to bee stings.

Procare Software: Report Header Example

Use True / False Fields Instead of Text

Another option would be to create individual User Defined Fields for each allergy you want to track with a field type of True/False rather than Text. For each child mark an allergy “True” as needed. Then use the report  Child: By Field Name Order by Field Value and Filter only for those children whose field is set to True. This will give you an individual page for each allergy with all children that have that allergy.

Other Ways to Track Child Allergies

Since children’s allergies may be tracked in several different ways you may also be interested in our previous articles Allergy Tracking – Part 1 and Allergy Tracking – Part 2 for other approaches to this topic.

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