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AI Enrollment Agent
What do the AI-powered recommendations do?
Move Up Recommendations analyze students' ages and current room capacities to suggest which students may be ready to move to the next room. Waitlist Recommendations rank your waitlisted leads by time in queue, age, and schedule-to-availability match so you can quickly identify the best-fit families for open spots.
Why does the Move Up Recommendations agent start with the oldest rooms instead of the youngest?
The agents work from oldest to youngest to avoid a cascade effect in which filling younger rooms first would block older students from moving up. Starting at the top ensures room availability flows downward naturally.
Can I modify an AI suggestion after I accept it?
Yes. Accepted suggestions become standard move plans, which can be edited or canceled at any time from the Incoming or Outgoing lists on any room card, or from the student's profile.
What happens if I reject an AI suggestion?
The suggestion is dismissed and no move is created. You can re-run the agent at any time to generate new suggestions. Rejecting a suggestion does not affect other pending suggestions.
Is any student or family PII processed by the AI?
No. All personally identifiable information is anonymized before any data reaches the AI model.
Does the AI make enrollment or placement decisions?
No. Every recommendation requires your review and approval before any action is taken. The AI surfaces suggestions, you make the decisions.
Is our center's data used to train AI models?
No. Your center's data is not used to train, improve, or develop any AI models.
Why am I seeing an AI suggestion after I reject it?
Within a session, the system remembers rejections and won't repeat them. However, cross-session memory isn't available. When you return, the agent reevaluates from scratch. If nothing has changed and that suggestion is still the best valid match, it may reappear.
Billing Plans and RoomRunner
Has the functionality in Billing changed for the students On Hold?
No. Billing remains the same. On Hold students are not visible in Billing > Recurring Plans. Their recurring plans are paused and then automatically resumed as soon as they are made Active again.
If the status of a drop in student is changed to On Hold, will they automatically receive their recurring attendance-based billing plan invoice for the day(s) they drop in?
An On Hold student will not receive recurring billing plan invoices. If you bill drop-in students using a recurring billing plan, the dedicated drop-in room assignment strategy might be the best one for your situation. Click here for Seasonal Enrollment and Drop-In Care Workflow Suggestions.
RoomRunner Dashboard
Can you look forward to a variety of time periods, such as quarterly or semiannually?
The Date Picker in the RoomRunner Dashoard is designed to look forward 12 months. You can view a one-month snapshot at a time.
Enrollment
Is On Hold the same as Waitlist?
On Hold is a status for your students that indicates they were enrolled and are currently not active. You will find these students listed under My School > Students. Filter for the On Hold status. The RoomRunner Waitlist comprises the non-archived leads with the Lead Statuses selected in the Manage Lead Statuses (limit of two) step of RoomRunner setup.
Will currently enrolled children with set graduation dates show up as available openings?
As long as those children have a move plan to graduate, their spots will show as available openings on the date after they graduate. If you have the graduation date field filled out on the student's profile but no move plan, RoomRunner will not know the student is graduating. Set up that move plan in RoomRunner during your first-time setup of this feature.
FTE
How does FTE work for part-time students when their attendance days overlap?
FTE calculations are not affected by specific attendance days. However, when creating a move plan, RoomRunner will use the exact days available, considering room capacity and existing student schedules.
My center operates four days a week. Will the FTE numbers be accurate?
FTE calculations assume a five-day operating week, so centers with different operating schedules may see inaccurate totals. This is a known limitation being tracked for a future update.
What does it mean when I see a decimal value like 0.3 in the # Spots field?
This reflects FTE-based availability rather than a simple headcount. A value of 0.3 indicates that fewer than one full-time seat is available, typically made up of part-time openings.
Miscellaneous
Will RoomRunner identify students who do not have a date of birth on their profiles?
Yes. That is part of the initial setup, and those students will be flagged on the right-hand navigation so you can quickly add birth dates.
Is there a way to calculate/manage how many teachers are needed, along with the spots available?
RoomRunner is for student enrollment, so this is not currently available.
What is the difference between RoomRunner and the Student Age Report?
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.
Can you look at past months in RoomRunner?
This feature is not currently available or on our near-term roadmap, but our plans are always evolving based on customer feedback. We'd love to hear more about your needs — submit a feature request and it will be sent to the product team.
Will this program work for a school-year-based class schedule? Based on their registration each school year, students' schedules may change.
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 way to assign a future schedule to a student or make changes to a student's schedule in advance without overwriting their current schedule.
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.
| Learn more about working with RoomRunner in your workflow. |
We have our waitlisted children in a spreadsheet. Are we able to upload them all to Procare Online, or does the parent need to?
Here are two options:
Upload the spreadsheet to Procare Online.
Move the uploaded students to the On Hold status. They will not appear on your waitlist, but can still have move plans scheduled through RoomRunner. Click here for more information.
Set up a registration form in Procare to add families to your Leads. They will appear on your waitlist in RoomRunner. Click here for more information.
Move Plans
Can I compare two months side by side?
Not yet. The dashboard currently shows one month at a time per session. Opening the dashboard in two browser windows will not work. A comparison feature is planned for a future update.
Can I create the rooms for the next school year and have them projected to that date without affecting current enrollment?
Yes. With a workaround, you can accomplish this.
Create the new rooms for the next school year.
Add them to your RoomRunner dashboard.
Set up move plans and waitlist enrollment into the new rooms.
To view accurate enrollment for the current school year, remove the new rooms from the RoomRunner dashboard.
How will I add a transition to graduating students?
Graduation is available for your oldest room. For all other rooms, you can select Withdraw if they are exiting your program.
Can RoomRunner handle age-based room transitions with cutoff date requirements?
Yes. RoomRunner reviews each student's date of birth and the age range of each room. It can tell when a student will age into a room and is available for a room transition, so it will make that suggestion through the Ready to Transition results on each room card 45 days prior to the cutoff date.
When we create a move plan, will the student appear in reports, including the Sign-In Sheet, for that room before their start date?
No. The student will not appear on any active student reports for that room (including the sign-in sheet) until their scheduled enrollment date in that room.
Room and Room Capacity
Our part-time options are 2- and 3-day options, not half days. Will RoomRunner accommodate that?
Yes. When setting student schedules on their student profiles, you can select specific days of the week they attend and keep each student at full days (both AM and PM selected). When RoomRunner makes suggestions through the Ready to Transition results on room cards, or through the Move Up Recommendations agent, it will factor in the actual available days based on student schedules
How do you change the total capacity number in a room?
To change the room capacity, go to My Schools > Rooms > Select a Room > click the 
icon in Max Student Capacity.
We have a few multi-age rooms. Can RoomRunner manage that complexity?
Yes. Make sure each room has an accurate age range set up, and RoomRunner will factor in those age ranges when providing Ready to Transition results on each room card and when making recommendations through the Move Up Agent and Waitlist Agent.
Can I add more students to a room than my capacity limit?
Yes. You can override your capacity limits at any time.
Student Status Change
Will a student's information remain in the software after their status is updated to Graduate or Inactive?
Yes. You can view a student's full profile after the status has been updated to Graduate or Inactive. Documents, activities, attendance records, and the billing account ledger are also available. Go to My School > Students > filter the list by enrollment status.
Waitlist
How do you add a child to the waitlist?
Students on your waitlist come from the Leads. You can manually add a lead, or children can become a lead when their family fills out a registration form. During the RoomRunner dashboard setup, you can then configure your RoomRunner Waitlist, which is comprised of the non-archived leads currently in the Lead Statuses selected in the Manage Lead Statuses (limit of two) step.
Why are some waitlisted families not showing up in the room's Waitlist section?
To manage your Leads statuses in RoomRunner, click the 
icon in the top right corner of the RoomRunner window > click Manage Lead Statuses > select the statuses you would like to include in your forecast > click Save Selections.
