Using Procare Desktop with Engagement
What are the best practices for using Procare Desktop with Engagement functionality? What are the do’s/don’ts and considerations for what to do in which system? Since all data does not sync, this is a guide as to where you want to keep certain items.
Best Practices by Topic
Allergies and Tracking
In Procare Desktop they are set up as a Child Tracking items. They do not sync.
Engagement uses a general field for allergies on the Child Profile entered as text, not a tracking item). Engagement doesn’t produce a report of all children who have a specific allergy, like all kids w/dairy. Tags could be used, but not ideal because of mistyping the same allergy many ways.
If teachers need to know the allergies: Choose either recording them in Engagement and having an allergy icon on Engagement mobile devices, or using Procare Desktop and giving teachers a printed allergy report by classroom.
If you want both, you would need to double enter the data in both systems.
Tags in Engagement
Schedule info: M, W, F vs. Full time, part time. These do not provide scheduling for Roll Call and Check-In like Desktop does.
Before, After School, a specific activity.
Bus routes. AM Bus, PM Bus, Lincoln School, Westside Elementary, etc.
Anything you want to use for filtering, especially for daily activities or room transfers.
You may use QR codes, Geo Fencing, or Check In from the Procare child care mobile app.
Rounding in Procare Desktop: Set the minute interval to “none” on Procare Desktop if using Engagement for attendance.
Procare Desktop’s “deny entry” feature is not supported in Engagement.
Procare Desktop max hours should be set to default of 16. If it is set lower, say to 8… then auto sign out from Engagement won’t succeed.
Timecard edits will not sync. Each will retain the original time recorded for that day.
Authorized pickup people must be added as ‘payers’ in Procare Desktop to use the Engagement website. This gives that person more access than desired (account info).
Schedule exceptions in Procare Desktop, such as “absent” days, do not sync with Engagement’s absent day notation.
All emergency contacts are blended together in Engagement.
If you are seeing issues with this, contact support.
Doesn’t sync either direction.
Use Procare Desktop If you are issuing paychecks from Procare Desktop.
Use Engagement if you only need timecard data, or are using Gusto’s integration for payroll.
Use Engagement if you need the live room ratios (Procare Desktop has live display of numbers in Dashboard).
Vacation, sick, PTO are tracked in Procare Desktop. If using Gusto for payroll, this could be tracked in Gusto.
Schedules are tracked in Procare Desktop.
All “active” Procare users in Procare Desktop sync to Engagement. System supervisors are automatically designated as administrators in Engagement and automatically invited to download the child care mobile app.