--- title: "RoomRunner Dashboard and Data" slug: "roomrunner-dashboard" updated: 2026-11-06T22:03:38Z published: 2026-11-11T02:00:29Z canonical: "www.procaresupport.com/roomrunner-dashboard" --- > ## Documentation Index > Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt > Use this file to discover all available pages before exploring further. # RoomRunner Dashboard and Data > [!NOTE] > Enrollment with Confidence: Master RoomRunner for AI-Powered Planning > > Join our live webinar to see how **RoomRunner** simplifies planning with AI. [Register today!](https://www.procaresupport.com/procare-online/docs/training-calendar#enrollment-with-confidence-master-roomrunner-for-aipowered-planning) The **RoomRunner** dashboard gives you a real-time snapshot of your center and lets you plan ahead. From one place and with AI-powered suggestions to help along the way, you can: - Schedule student transitions - Track openings - Act on waitlisted families ### Viewing the Future Before diving into specific features, it helps to understand how the **Date Picker** works. It controls everything you see on the dashboard. Use the **Date Picker** to view a snapshot of your center for any month, up to 12 months into the future. When you select a month, the dashboard recalculates: - Occupancy - Available openings - All student movements (incoming, outgoing, and transitions) > [!WARNING] > Dashboard Calculations > > Dashboard calculations are based on the last day of the month, after all the move plans for that month have been completed. For example, July will show the dashboard totals for the end of July, and August will display the totals for the end of August. > [!NOTE] > What to Expect > > Dashboard metrics will change as you move the date forward. This is because the dashboard reflects students aging in or out of a room's age range over time. Only future months are viewable. Scheduled student move plans are also displayed. ### Center-Level Metrics At the top of the dashboard, you'll see center-wide metrics for the selected month. Here's how to read what you're seeing. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrtiles.png) | Metric | Definition | | --- | --- | | **Total Enrolled** | Total enrolled student count for the month, with total full-time equivalent (FTE) usage calculated from enrolled student schedules. FTE measures enrollment in terms of full-time seats: a student attending 3 days per week, for example, counts as 0.6 of a full-time seat. | | **Available Spots** | Count of total full-time seats available, with remaining FTE capacity. The FTE available spots calculation includes part-time seats. | | **Total Capacity** | The maximum number of full-time seats your center can support across all rooms, based on each room's capacity setting. \| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) \| Learn more about [Room Capacity](/procare-online/docs/add-edit-or-deactivate-rooms-web). \| \| --- \| --- \| | | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | Learn more about [Room Capacity](/procare-online/docs/add-edit-or-deactivate-rooms-web). | | **RoomRunner Waitlist - All Rooms** | The number of non-archived leads currently in the lead statuses selected for your **RoomRunner Waitlist**. This is determined by the statuses selected in **Manage Lead Statuses** (limit of two), and matches the age range of the rooms on the dashboard. This tile is hidden when the count is 0. Leads can be viewed and searched. \| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) \| [Learn more about the setup of **Lead Statuses** in **RoomRunner**](/procare-online/docs/setup-roomrunner#configure-your-dashboard). \| \| --- \| --- \| | | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about the setup of **Lead Statuses** in **RoomRunner**](/procare-online/docs/setup-roomrunner#configure-your-dashboard). | | **On Hold** | Visible only when applicable. Shows all students currently in the **On Hold** student enrollment status. From here, you can schedule when a student becomes **Active** and which room they join. \| ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) \| Learn more about [**Student Enrollment Statuses**](/procare-online/docs/student-enrollment-status). \| \| --- \| --- \| | | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | Learn more about [**Student Enrollment Statuses**](/procare-online/docs/student-enrollment-status). | | **Total Occupancy** | The percentage of your center's total capacity in use for the selected month. | ## Manage Forecasted Rooms ![rrddchgrm.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrddchgrm.png) 1. Click the **Gear** ![gear.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/gear.png) . 2. Select **Manage Forecasted Rooms**. 3. Select the Rooms to appear on the RoomRunner dashboard. 4. Click **Save Selections**. ## Room Card > [!NOTE] > Room Card Order > > The **RoomRunner Dashboard** room order is determined by each room’s age range. The oldest room will be first, and the order continues downward. If two rooms have the same age range, they are ordered alphabetically. ### ![rrdd01b.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrdd01b.png) Use the numbers assigned to the definitions below to locate the field in the screenshot above. | **Metric** | Definition | | --- | --- | | 1. **Occupancy Bar** | Shows how many students are enrolled at the start of the month and projects how many will be enrolled at the end of the month, after all incoming and outgoing moves. | | 1. **Occupancy Changes** | - View how a room's roster has changed in a single month, or compare two months side by side. - See the full active roster for each month, plus a **Moved-In/Out** list showing exactly which students joined or left during that window — and why (graduated, transferred out, room change pending, etc.). - Quick stat boxes give you the numbers at a glance: net enrollment change, total students in, and total students out. - Use **Export** to download a PDF for owners, the board, or admin staff who don't need to log in to view the details. [See **Occupancy Changes** below.](/procare-online/docs/roomrunner-dashboard#occupancy-changes) | | 1. **# Spots** | - The number of open seats in that room for the selected month. - This is FTE-based: part-time schedules count as fractions, so you may see decimal values (for example: 0.3). | | 1. **Active** | The number of students assigned to the room as of the first day of the month selected. | | 1. **Incoming** | Students scheduled to move into the room during the month, including: - Students moving from other rooms - Leads moving from the **RoomRunner Waitlist** to become active students - Students moving from **On Hold** to **Active** Existing move plans can be edited or canceled from this list. | | 1. **Outgoing** | Students scheduled to leave the room during the month, including: - Students moving to new rooms - Students withdrawing - Students moving from **Active** to **On Hold** - Students graduating from your school Existing move plans can be edited or canceled from this list. | | 1. **RoomRunner** **Waitlist** | Leads currently in the lead statuses selected for your RoomRunner dashboard whose ages fall within the room's age range for the selected month. RoomRunner Waitlist draws from the Lead Statuses configured as your Waitlist in Manage Lead Statuses (limit of 2). This list may change month to month, as the system recalculates each student's age based on the selected month; some students may move into a different room's age range as a result. | | 1. **Ready to Transition** | An age-based signal for students who are within 45 days of exceeding the room’s maximum age or who have already exceeded the age limit, which helps you plan age-up moves. | | 1. **Next Available** | The date when the next full-time or part-time opening appears in the room, after considering: - Current enrollment - All scheduled incoming and outgoing moves > [!WARNING] > Note > > You will see full-time openings and specific part-time availability (for example, Tuesday AM available) | ![rrdd03.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrdd03.png) > [!NOTE] > ## Case Study - Birch Room > > **Occupancy** > > - The Birch room has a capacity of 12 students > - 8 students are currently enrolled (Active) > - Not all enrolled students attend full‑time. Some are part‑time. The combined FTE of these students is 6.6 > - Incoming students are factored into projected occupancy. The 1 incoming student adds 1.0 FTE, bringing the total to 7.6 > - Since the room allows 12 total spots: > - 12 total spots − 7.6 used spots = 4.4 available spots > > **Current and Upcoming Openings** > > - As of May 5, there are 4 full-time openings available > - An additional 3 full-time openings are forecasted to become available by June 17 > > **Part‑Time Availability** > > - Part‑time attendance is available on: > - Tuesday AM > - Tuesday PM > - Thursday AM > - Thursday PM | #### How FTE Is Calculated | | #### How Seat Availability 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. | | 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**. | | \| Schedule Type \| FTE Value \| \| --- \| --- \| \| Full-time (5 days/week) \| 1.0 \| \| Each full day \| 0.2 \| \| Each part-time day (AM or PM only) \| 0.1 \| | | | Schedule Type | FTE Value | | Full-time (5 days/week) | 1.0 | | Each full day | 0.2 | | Each part-time day (AM or PM only) | 0.1 | ### Occupancy Changes Click **Occupancy Changes** ![rrrmcrdoc.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrrmcrdoc.png) on the Room Card. | **Single Month Option** 1. Select **Single month**. 2. Select date. 3. View results and click **Close** or 4. **Export** as a PDF. | ![rrddoc1mnt2.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrddoc1mnt2.png) | | --- | --- | | PDF example for **Single Month** | ![rroc1mnthpdfb.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rroc1mnthpdfb.png) | | **Compare Months Option** 1. Select **Compare months**. 2. Select dates. 3. Click the dropdown to view the students on the **Active Roster.** 4. View results and click **Close** or 5. **Export** as a PDF. > [!WARNING] > Note > > This option lists all changes made within the first selected month, followed by all changes made within the second selected month. | ![rrddoc2mnt.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrddoc2mnt.png) | | PDF example for **Compare Two Months** | ![rrocpdf.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrocpdf.png) | ### Printing the Dashboard To share your enrollment snapshot, click the Print button on your dashboard. This will give you a clear, formatted version of what you see on your screen. There is no CSV export, what you see is what prints. If you have trouble printing, make sure your web browser is up to date or try clearing your cache. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrdsbrdprnt.png) ![troubleshooting procare online icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/tspcol.svg) ## Troubleshooting Guide The most common cause of unexpected occupancy numbers is incorrect student schedules. If part-time students are listed as full-time in the system, RoomRunner will show fewer available spots than you actually have. To resolve: 1. Go to the active students list from each Room Card on the dashboard. 2. Review the schedule column and look for students whose listed schedules don't match reality. 3. Update the student profile’s schedule. The dashboard will recalculate automatically. > [!NOTE] > Accessing the Student Profile > > Clicking a student’s name in the active list takes you directly to their profile page, where any edits can be made. > [!NOTE] > **FAQ for RoomRunner** > > [Check out our FAQ article dedicated to RoomRunner questions.](/procare-online/docs/faq-roomrunner) A calendar used to select a date or date range.![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Glossary/dtpckrb.png) The window in RoomRunner that displays the occupancy details. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Glossary/rmcrd.png)