RoomRunner is a forecasting and planning tool that helps you schedule student movements and predict room availability up to 12 months ahead. RoomRunner ’s AI agent can recommend move plans on your behalf and surface suggestions for your review. These best practices or recommendations are based on our customers' questions and will continue to grow as customers use the feature.
The Student Age Report and RoomRunner Workflow Example
The Student Age Report provides an overview of student ages projected forward based on the month you select. Any move plans created in RoomRunner are not factored into the report. For more information about the Student Age Report, click here. RoomRunner is a real-time forecasting and planning tool that works independently from the Student Age Report, looking up to 12 months ahead, taking into account the move plans that you've created.
Run the Student Age Report.
Then use RoomRunner to act on it.
Once you have identified students who are approaching or exceeding their room's age range, RoomRunner is where you actually plan what to do about it:
scheduling the room transitions,
seeing how those moves create openings
then filling those openings from your waitlist.
Its AI suggestions can even propose which waitlist families are the best fit for the spots that open up.
Note
RoomRunner can also be used entirely on its own. Since it provides a real-time, forward-looking view of student ages and room availability, many providers may find it sufficient for day-to-day transition planning without running the Student Age Report at all.
School-year-based Class Schedule
Centers can begin using RoomRunner as early as June to plan for September, if student schedules are expected to change, we recommend waiting until June to start — updating schedules prior to that could affect current capacity data. At this time, there is no ability to assign a future schedule or schedule a schedule change in advance.
For seasonal enrollment, RoomRunner is most valuable during the enrollment period, after which usage and value will naturally taper off. Regarding student schedule updates, it is currently the center's responsibility to update each student's schedule during the enrollment period to ensure accurate projections.
Seasonal Enrollment and Drop-In Care Workflow Suggestions
Seasonal Enrollment:
A sample workflow for handling seasonal enrollment with RoomRunner:
| Before your main intake period, use the forecasting dashboard to map out all upcoming transitions and manage your waitlists. This helps ensure every room is being fully utilized. |
| During the enrollment window, continue using the dashboard to track changes and confirm placements. |
| Once the enrollment window closes, your main work in RoomRunner is complete. |
| Revisit RoomRunner as needed to manage mid-year adjustments, for example, when a family withdraws or a student needs to transition to a different room. |
