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Procare Best Practices During COVID-19
Procare Best Practices During COVID-19

A helpful resource to address various situations that may arise as a result of COVID-19

Matt avatar
Written by Matt
Updated over a week ago

With the uncertainty that we are all facing at this time, we have compiled these resources to provide guidance to ensure that your program can continue to operate as seamlessly as possible. 

You may also be interested in this Interactive PDF with tips for touchless check-in, child tracking, and more!

Tracking Attendance

If your program is using the Parent Kiosk to sign their children in and out, you may consider having a staff member track attendance to limit the number of individuals touching the tablet. If you would like for your staff members to track attendance but for your records to reflect that the parent signed the child out, have the staff member follow the steps listed as "Option 1" in the first help article. 

Assigning Tags

Using tags as a way to track students who are not currently attending as a result of COVID-19 is a great solution for schools that wish to maintain communication with these families. By assigning a tag such as "COVID-Withdrawn" to these students, your school will be able to account for the withdrawn students, maintain communication, and easily filter for these students. To maintain communication with these families, you will need to keep these students listed with an Active enrollment status. 

Assigning Tags

Pausing Recurring Plans 

If your program is using tags to maintain communication with withdrawn students, you can simply pause the automated billing. Pausing recurring plans can also be helpful for schools with students actively attending who have changed their tuition fees as a result of COVID-19. Below you will find an article that will help you pause the recurring plans and the steps to doing this in bulk.

Batch Actions for Recurring Plans  (Note: If you are pausing all of your recurring plans you will need to perform these actions for each page of students)

Changing Enrollment Statuses

For the children who may be taking time off from your program (and you do not have a need to communicate with these families), the first step is to change their enrollment status to "On Hold." This will pause their billing and allow you to easily filter for the students still actively attending your program.

Changing Enrollment Statuses

Edit and Canceling Invoices

If you were not able to pause your recurring plans before the invoices were generated, you can always cancel the invoice and this will properly adjust the family balance. You can also edit the invoice to charge the family for a portion of the regular fee. 

Edit and cancelling invoices (Note: Editing or Canceling an invoice will affect the family balance but will not affect any payments in process)

Issuing Credits

In some cases, school's may find that it is easier to issue a credit for their families than to adjust their billing. You will find the steps to easily issue a credit to the family below. 

Issuing Refunds

If you were not able to adjust the recurring plans or invoices before the family made a payment, you can simply return these funds through Procare. Once a payment is posted as successful, you can follow the steps below to issue a refund. 

Issue Refund (Note: Only complete refunds can be made through Procare. See partial refunds in this article for more information)

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