RoomRunner Checklist

RoomRunner is exclusively available in Procare Online. Procare Desktop + Engagement customers must contact Customer Success if they are interested in exploring Procare Online.

RoomRunner is a permission-controlled feature. Staff without the correct role setting will not be able to navigate to My School > RoomRunner.
Learn more about Managing Staff Access.

Procare offers free live training on RoomRunner. Attending before your first setup session reduces errors and helps your team get the most out of AI suggestions.

RoomRunner's dashboard is built around your existing rooms. Later, you can decide which rooms to include or exclude from RoomRunner.

Add, Edit or Deactivate Rooms

RoomRunner is a permission-controlled feature. Staff without the correct role setting will not be able to navigate to My School > RoomRunner.
Add, Edit or Deactivate Rooms

Accurate age ranges are required for RoomRunner to match waitlisted children to the right room and to surface age-up transition suggestions. Rooms can have overlapping age ranges.

Add, Edit or Deactivate Rooms

RoomRunner pulls data directly from student profiles.

Birth dates power every age-based calculation in RoomRunner — room matching, 'Ready to Transition' signals, and AI suggestions all depend on accurate dates of birth.

Students and Family Reports

Room assignment determines which Room Card a student appears on. Misassigned students will make occupancy numbers inaccurate.
Assigning Default Room to Students

RoomRunner uses FTE-based seat math. A part-time student mistakenly listed as full-time will show fewer available spots than you actually have.

RoomRunner only surfaces Active students in the room cards. On Hold students appear in a separate window. Understanding statuses prevents confusion when students appear missing or misplaced.
Student Enrollment Status

RoomRunner's waitlist section draws from your leads pipeline, not your active student roster. Leads are prospective families managed in the Enrollment section. You can manually add lead profiles, or families can register through a registration form.

Leads Overview
Managing Lead Profiles

Creating an Online Registration Form

During RoomRunner setup you select which Lead Statuses count as your  RoomRunner Waitlist. Only families in those statuses appear in the RoomRunner Waitlist window and AI recommendations. In the Leads section, you can customize your Lead Statuses.
Lead Status for New Families

The AI Enrollment Agent evaluates age eligibility and schedule compatibility for waitlist matches. Missing Date of Birth (DOB) or schedule on a lead means they won't be suggested for placement.
Edit Lead Details