Creating and Managing 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 five types of move plans. All scheduled move plans appear in the Upcoming Transitions field on the student's profile.

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.

Note

Move plans can be managed without the AI Enrollment Agent.

Room Transitions

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

Schedule age-up transitions directly from:

• The Active List for any student

• The Ready to Transition List for students aging out of their current room

  

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.

You can edit or cancel any existing move plan from the Incoming or Outgoing lists on any room card.

Scheduled Enrollments

Use this when a Waitlist family is ready to enroll, and you want to lock in their start date.

• Find the child in the room's wait-list section (already filtered by age match) or use the AI recommendations .

• Click their name to view contact details, then confirm the placement with the family.

• Select Schedule Enrollment and set the start date.

Cancel Scheduled Enrollments

Scheduled enrollments created from the RoomRunner dashboard cannot yet be edited or canceled from within RoomRunner. If you need to change or remove a scheduled enrollment, go to the Leads page, find the child, and update their lead status back to wait-listed. This will remove the scheduled enrollment.

Withdrawals

Withdrawals schedule a student to be marked Inactive on a specified future date.

How to schedule:

• Select the student and choose Schedule Withdrawal.

• Select the date the student's enrollment ends.

• Confirm the scheduled withdrawal.

On the scheduled date, the student's status automatically updates to Inactive at the end of the day.

Graduations

Graduations schedule a student to be marked Graduated on a specified future date.

How to schedule:

• Select the student and choose Schedule Graduation.

• Select the graduation date.

• Confirm the scheduled graduation.

On the scheduled date, the student's status automatically updates to Graduated.

Billing plans are not impacted by scheduling a withdrawal, graduation, or room change. These updates must be managed manually.

On Hold Activations

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.

How Scheduling Works

• Scheduling an activation is done directly from the student’s profile or from RoomRunner.

• Once an activation date is set, the system will automatically transition the student to Active on that date.

• Scheduled activations appear in Upcoming Transitions, making it easy for staff to see which status changes are upcoming.

• 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.

Schedule through RoomRunner

Select On Hold from the Center Dashboard. If there are no students with an On Hold, it will not appear as a tile on the dashboard.

Select the More Actions menu  and Schedule Activation.

Schedule through Student Profile

• Open the Student Profile and navigate to the student’s profile and confirm their current status is On Hold.

• Select Schedule Activation

  

• Choose the Activation Date and Room

  • Select the date the student should return to Active status.

  • The status change will occur automatically at the start of that date.

    

• Select Schedule Activation

  • Confirm and save the scheduled activation.

• Review Upcoming Transitions

  • The scheduled activation will now appear under Upcoming Transitions, labeled as On Hold Activation.

    

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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.

:

• No further action is required unless the plan changes.

• On the morning of the scheduled date, the student’s status automatically updates from On Hold to Active.

• On Hold Activations can be deleted from the student profile.

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
  

How FTE Is Calculated

FTE (full-time equivalent) measures seat utilization, or how much of your room capacity is being used, based on enrolled schedules rather than headcount alone.

RoomRunner assumes a 5-day operating week. AM and PM are counted separately — AM = 0.1 and PM = 0.1, making one full day 0.2.

How Seat Availability Is Calculated

The FTE values for all children in a room are added together and compared to the room's capacity.

• Available Spots = Room Capacity − Sum of FTE

• % Utilization = (Sum of FTE ÷ Room Capacity) × 100

Example: A room with a capacity of 10, three full-time students, and two students attending 3 days each: 3.0 + 0.6 + 0.6 = 4.2 FTE used, with 5.8 spots remaining.