RoomRunner - Create and Manage Move Plans

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Move plans let you schedule student transitions, withdrawals, and graduations in advance, so your center's future enrollment is always visible, helping you proactively plan with confidence.

There are six types of move plans. All scheduled move plans appear in the Upcoming Transitions field on the student's profile.

Billing Plans
Click here to see an important note regarding Billing Plans.

What Move Plan Are You Trying To Do?

Click on the move plan type below and it will take you to the instructions.

Move Plan Type	What It Does	When	Who It Applies To
Room Transition	Transitions a student to a different room.	Transition occurs at the start of the scheduled day.	Any active student
Scheduled Enrollment	Enrolls a lead as an active student on a future date.	Enrollment occurs at the start of the scheduled day.	Any lead on your RoomRunner Waitlist
Withdrawal	Marks a student Inactive on a future date.	Move occurs at the end of the scheduled day.	Any active student
Graduation	Marks a student Graduated on a future date.	Move occurs at the end of the scheduled day.	Students in the oldest room/aging out
On Hold Activation	Returns an On Hold student to Active on a future date.	Move occurs at the start of the scheduled day.	Students with On Hold status
Transition to On Hold	Marks Active student to On Hold	Move occurs at the start of the scheduled day.	Any active student.

Learn more about student Enrollment statuses.

Learn more about Lead statuses.

AI Enrollment Agent Suggestions
Based on your data, the AI Enrollment Agent:
Generates immediate move-up suggestions Highlights how a suggested move unlocks additional moves Identifies the best-fit waitlist candidates for enrollments Read more about Using the RoomRunner AI Enrollment Agent here.
Move plans can be managed without the AI Enrollment Agent.

AI Enrollment Agent Suggestions

Based on your data, the AI Enrollment Agent:

Generates immediate move-up suggestions
Highlights how a suggested move unlocks additional moves
Identifies the best-fit waitlist candidates for enrollments

Move plans can be managed without the AI Enrollment Agent.

Review the Room Card

Learn more about the Room Card definitions.

Room Transitions

What

Notes

Schedule a student's transition from their current room to a new one on a future date
Room transition plans can be scheduled in bulk

When scheduling a move:
- Select the destination room
- Age-aligned rooms are recommended but not required
- Suggested dates align with the child's schedule and real daily capacity limits
Edit or cancel any existing move plan from the Incoming or Outgoing lists on the Room Card

Schedule age-up transitions directly from the Room Card using:

The Active List for any student
The Ready to Transition List for students aging out of their current room

Individual Move

Edit Individual Move

Cancel Individual Move

Bulk Move

Cancel Bulk Move

To move a student:

Go to the Room Card where the student is currently active or ready to transition.
Select the Room Card Active View or Ready to transition: Manage view.
For the student moving, select More Options .
Select Move.
Select the Destination Room.
Select the Transition Date.
Click Confirm.

To move multiple students:

Go to the Room Card where the student is currently active or ready to transition.
Select the Room Card Active View or Ready to transition: Manage view.
Options:
1. Select the Name field to select all listed students.
2. Select the Name field to select all listed students and deselect the ones you do not want to include.
3. Select one or any number of students.
Select Bulk Actions.
Select Schedule Room Transition.
Select Date.
Select Room.
Click Update.

To edit a student move:

Go to the Room Card where the student is currently incoming or outgoing.
Select the Room Card Active or Outgoing View or the Room Card Incoming View of the room they are moving to.
For the student you are editing, click More Options .
Click Edit.
Select the Date
Click Update.

To cancel a student move:

Go to the Room Card for the student whose room transition you want to cancel.
Select the Room Card Active or Outgoing View or the Room Card Incoming View of the room they are moving to.
For the student you are canceling, click More Options .
Select Cancel Plan.
Click Yes, Cancel Plan. The student is returned to the original status in the original room.

To edit multiple students moves:

Go to the Room Card where the student is currently incoming or outgoing.
Select the Room Card Active or Outgoing View or the Room Card Incoming View of the room they are moving to.
Options:
1. Select the Name field to select all listed students.
2. Select the Name field to select all listed students and deselect the ones you do not want to include.
3. Select one or any number of students.
Select Bulk Actions.
Select Cancel Transition.
Click Update.

Scheduled Enrollments

What

Use when a RoomRunner Waitlist lead is ready to enroll, and you want to lock in their start date
Find the lead:
- select View next to Waitlist on the Room Card (already filtered by age match) or
- use the AI recommendations.

Schedule Individual Enrollment

Edit Individual Scheduled Enrollment

Cancel Individual Scheduled Enrollment

Cancel Bulk Scheduled Enrollment

To schedule enrollment for a student:

Go to the Room Card where the student is currently on the waitlist.
Select the Room Card Waitlist View.
Click More Options for the student.
Select Schedule Enrollment.
Select the room.
Select the Enrollment Date.
Click Enroll.

To cancel scheduled enrollment for a student:

Go to the Room Card where the student is currently incoming.
Select the Room Card Incoming View.
Click More Options for the student.
Select Cancel Enrollment.
Select the Move back to status.

To cancel scheduled enrollment students:

Go to the Room Card where the students are currently incoming.
Select the Room Card Incoming View.
Click More Options for the students.
Select Bulk Actions.
Select Cancel Transtion.
Select Move back status.
Click Confirm.

To edit scheduled enrollment for a student:

Go to the Room Card where the student is currently incoming.
Select the Room Card Incoming View.
Click More Options for the student.
Select Edit.
Select the Transition Date.
Click Update Date.

Learn more about Lead statuses.

Withdrawal

Withdrawals schedule a student to be marked Inactive on a specified future date. On the scheduled date, the students’ status automatically updates to Inactive at the end of the day.

Individual Withdrawal

Edit Individual Withdrawal

Cancel Individual Withdrawal

Bulk Withdrawal

Cancel Bulk Withdrawal

To withdraw a student:

Go to the Room Card where the student is currently active or ready to transition.
Select the Room Card Active View or Ready to transition: Manage view.
Click More Options for the student.
Select Withdraw.
Select the Withdrawal Date.
Click Confirm.

To withdraw students:

Go to the Room Card where the student is currently active or ready to transition.
Select the Room Card Active View or Ready to transition: Manage view.
Options:
1. Select the Name field to select all listed students.
2. Select the Name field to select all listed students and deselect the ones you do not want to include.
3. Select one or any number of students.
Select Schedule Withdrawal.
Select the Date.
Click Update.

To edit a student withdrawal:

Go to the Room Card where the student is currently withdrawing.
Select the Room Card Active View or the Outgoing View.
Click More Options for the student.
Select Edit.
Revise the Withdrawal Date.
Click Update.

To cancel a student withdrawal:

Go to the Room Card where the student is currently withdrawing.
Select the Room Card Active View or the Outgoing View.
Click More Options for the student.
Select Cancel Plan.
Click Yes, Cancel to confirm.

To edit students withdrawals:

Go to the Room Card where the student is currently withdrawing.
Select the Room Card Active or Outgoing View.
Options:
1. Select the Name field to select all listed students.
2. Select the Name field to select all listed students and deselect the ones you do not want to include.
3. Select one or any number of students.
Select Bulk Action.
Select Cancel Transition.
Click Update.

Learn more about Student Enrollment Statuses.

Graduation

What

Graduations schedule a student to be marked Graduate on a specified future date.
On the scheduled date, the student's status automatically updates to Graduate at the end of the day.
Graduation is only available for the oldest room or for students aging out.

Individual Graduation

Edit Individual Graduation

Cancel Individual Graduation

Bulk Graduation

Cancel Bulk Graduation

To schedule a student for graduation:

Go to the Room Card where the student is currently active.
Select the Room Card Active View or Ready to transition: Manage view.
Click More Options for the student.
Select Graduate.
Select the Graduation Date.
Click Confirm.

To cancel a student’s graduation:

Go to the Room Card where the student is currently outgoing.
Select the Room Card Active or Outgoing View.
Click More Options for the student.
Select Cancel Plan.
To confirm, click Yes, Cancel.

To edit a student’s graduation:

Go to the Room Card where the student is currently outgoing.
Select the Room Card Active or Outgoing View.
Click More Options for the student.
Select Edit Plan.
Select the Graduation Date.
Click Update.

Note
A suggested graduation date is displayed.

To schedule students for graduation:

Go to the Room Card where the student is currently active or ready to transition.
Select the Room Card Active View or Ready to transition: Manage view.
Click More Options for the student.
1. Select the Name field to select all listed students.
2. Select the Name field to select all listed students and deselect the ones you do not want to include.
3. Select one or any number of students.
Select Bulk Actions.
Select Graduation.
Select the Graduation Date.
Click Update.

To cancel students’ graduations:

Go to the Room Card where the student is currently outgoing.
Select the Room Card Active or Outgoing View.
Click More Options for the student.
1. 1. Select the Name field to select all listed students.
  2. Select the Name field to select all listed students and deselect the ones you do not want to include.
  3. Select one or any number of students

Select Bulk Actions.
Select Cancel Transition.
Click Update.

Learn more about Student Enrollment Statuses.

Activation and Transition to On Hold

What

How It Works

Students who are placed On Hold can be scheduled to automatically return to Active status on a future date.

This allows administrators to plan ahead and avoid manual follow‑up while ensuring the student is reactivated at the appropriate time.

Activation = On Hold to Active
Transition = Active to On Hold

Scheduling an activation is done directly from the Student Profile or from RoomRunner.
Once an activation date is set, the system will automatically transition the student to Active on that date at the beginning of the day.
Scheduled activations appear in Upcoming Transitions on the Student profile, go to My School > Student > Select a student
These transitions are distinct from Move Plans and are clearly labeled with On Hold Activation in the transition name so they can be easily identified.

On Hold to Active

On Hold to Active Individual

Edit On Hold to Active Individual

Cancel On Hold to Active Individual

Bulk Move On Hold to Active

Cancel Bulk Move from On Hold to Active

Move a student from On Hold to Active.

Select On Hold from the RoomRunner dashboard. If there are no students with On Hold status, it will not appear as a tile on the dashboard.
Select More Actions for the student to schedule the activation.
Select Schedule Activation.
Select the Return Date.
Select the Room Upon Return.
Click Schedule.

Edit a student with On Hold to Activate status.

Select On Hold from the RoomRunner dashboard or Incoming view on the room card that the student is transitioning into.
Select More Actions to edit the student activation.
Select Edit.
Select the Return Date.
Select the Room Upon Return.
Click Update.

Note
Use to filter by room.

Cancel a student with an On Hold to Active status.

Select On Hold from the RoomRunner dashboard or the Room Card Incoming View the student is transitioning into.
Select More Actions to edit the student activation.
Select Cancel.
Click Yes, Cancel.

Move students from On Hold to Active.

Select On Hold from the RoomRunner dashboard. If there are no students with On Hold status, it will not appear as a tile on the dashboard..
Click More Options for the student.
1. 1. Select the Name field to select all listed students.
  2. Select the Name field to select all listed students and deselect the ones you do not want to include.
  3. Select one or any number of students
Select Bulk Actions.
Select Schedule On Hold.
Select the Date.
Click Update.

Cancel students with an On Hold to Active status.

Select On Hold from the RoomRunner dashboard or the Room Card Incoming View the student is transitioning into.
Click More Options for the student.
1. 1. Select the Name field to select all listed students.
  2. Select the Name field to select all listed students and deselect the ones you do not want to include.
  3. Select one or any number of students
Select Bulk Actions.
Select Cancel Transition.
Click Update.

Active to On Hold

Active to On Hold Individual

Edit Active to On Hold Individual

Cancel Active to On Hold Individual

Bulk Move Active to On Hold

Cancel Bulk Move Active to On Hold

Move a student from Active to On Hold.

Select the Room Card Active View.
Click More Options for the student.
Select Schedule on Hold.
Select the On Hold Date.
Click Confirm.

Edit a student moved from Active to On Hold.

Select the Room Card Active or Outgoing view.
Click More Options for the student.
Select Edit.
Select the On Hold Date.
Click Update.

Cancel a student moved from Active to On Hold.

Select the Room Card Active or Outgoing view.
Click More Options for the student.
Select Cancel Plan.
Click Yes, Cancel.

Move students from Active to On Hold.

Select the Room Card Active View.
Click More Options for the student.
a. Select the Name field to select all listed students.
b. Select the Name field to select all listed students and deselect the ones you do not want to include.
c. Select one or any number of students.
Select Bulk Actions.
Select Schedule On Hold.
Select the Date.
Click Update.

Cancel students moved from Active to On Hold.

Select the Room Card Active or Outgoing view.
Click More Options for the student.
a. Select the Name field to select all listed students.
b. Select the Name field to select all listed students and deselect the ones you do not want to include.
c. Select one or any number of students.
Select Bulk Actions.
Select Cancel Transition.
Click Update.

Common Use Cases for an On Hold Student

Medical or Personal Leave
A student may temporarily pause their attendance due to illness, family responsibilities, or other personal circumstances. Scheduling activation ensures they return to Active status when their leave is expected to end.

Example: A student on medical leave is expected to return on August 15th. You place the student On Hold and schedule activation for August 15th.

No further action is required unless the plan changes.
On Hold Activations can be cancelled/deleted or rescheduled from the student profile or from the Incoming list on the Room Card within the RoomRunner dashboard.
On the morning of the scheduled activation date, the student’s status automatically updates from On Hold to Active.

Move Plans and the Student Profile

Move plans scheduled from the dashboard are also visible and manageable from individual student profiles.

Viewing Upcoming Transitions

All scheduled transitions for a student are listed in the Upcoming Transitions field on their profile page. This gives you a per-student view of planned moves without navigating the dashboard.

Conflict Warnings

If you update a student's room or status directly from their profile and a move plan already exists, a warning pop-up will appear. You can:

Keep Move Plan — preserves the existing scheduled move
Update Room — applies the change and removes the scheduled move plan

Billing Plans

A billing plan is not impacted by scheduling a withdrawal, graduation, or room change. These updates must be managed manually.

Scenario	Scenario
Student withdraws or graduates. You update them to the Inactive or Graduate status.	Best practice is to cancel or schedule an end date for their recurring billing plan. When a student’s status is updated to Inactive, On Hold, or Graduate, their recurring billing plan will be paused and no longer visible on the recurring plans page. If they are ever made active again, however, their recurring billing plan will resume as normal.
Student's move plan results in a new or updated recurring billing plan. They are still in the Active status and have a move plan to transition to a new primary room.	Schedule an end date to their current recurring billing plan and schedule the start of their next recurring billing plan
Student needs to temporarily pause attendance and will no longer be billed. You update them to the On Hold status.	If the student’s billing plan will remain the same when they return, no action is needed. If the student’s billing plan could change when they return, best practice is to cancel or schedule an end date for their billing plan. When a student’s status is updated to Inactive, On Hold, or Graduate, their recurring billing plan will be paused and no longer visible on the recurring plans page. If they are ever made active again, however, their recurring billing plan will resume as normal.

Scenario

Student withdraws or graduates.
You update them to the Inactive or Graduate status.

Best practice is to cancel or schedule an end date for their recurring billing plan.
When a student’s status is updated to Inactive, On Hold, or Graduate, their recurring billing plan will be paused and no longer visible on the recurring plans page. If they are ever made active again, however, their recurring billing plan will resume as normal.

Student's move plan results in a new or updated recurring billing plan.
They are still in the Active status and have a move plan to transition to a new primary room.

Schedule an end date to their current recurring billing plan and schedule the start of their next recurring billing plan

Student needs to temporarily pause attendance and will no longer be billed. You update them to the On Hold status.

If the student’s billing plan will remain the same when they return, no action is needed. If the student’s billing plan could change when they return, best practice is to cancel or schedule an end date for their billing plan.
When a student’s status is updated to Inactive, On Hold, or Graduate, their recurring billing plan will be paused and no longer visible on the recurring plans page. If they are ever made active again, however, their recurring billing plan will resume as normal.

FAQ for RoomRunner
Click here to check out our FAQ article dedicated to RoomRunner questions.

Documentation Index

RoomRunner - Create and Manage Move Plans

What Move Plan Are You Trying To Do?

AI Enrollment Agent Suggestions

Room Transitions

Scheduled Enrollments

Withdrawal

Graduation

Activation and Transition to On Hold

Common Use Cases for an On Hold Student

Medical or Personal Leave

Example: A student on medical leave is expected to return on August 15th. You place the student On Hold and schedule activation for August 15th.

Move Plans and the Student Profile

Viewing Upcoming Transitions

Conflict Warnings

Billing Plans