Using the RoomRunner AI Enrollment Agents

Enrollment with Confidence: Master RoomRunner for AI-Powered Planning
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RoomRunner is the AI-powered enrollment planning tool that takes the guesswork out of what’s happening now and what happens next. This article covers how to use AI agent suggestions:

to generate move plans
to determine how seat utilization is calculated
for what to expect when move plans interact with student profile changes

RoomRunner’s AI agent can recommend move plans on your behalf and surfaces suggestions for your review; nothing is changed in your system until you approve it. The final decision about whether and when to move a student is always yours.

Recommendation
Ready to explore this new feature? Before diving in, we recommend taking the time to get familiar with RoomRunner - Create and Manage Move Plans— knowing it inside and out will set you up for a much smoother experience.

What the Agents Know (and Don't Know)

Use the AI icon to launch the Procare Enrollment agent for Move Up Recommendations and Waitlist Recommendations.

Move Up Recommendations

Analyzes

Provides

student ages and schedules
room capacity

to identify students who may be ready to transition to the next room

a specific room recommendation
transition date that accounts for schedule alignment

Click the Procare Enrollment Agent.
Select Move Up Recommendations.

For each recommendation, you’ll see:

Suggested new primary room.
Suggested move date.
Clear reasoning behind the recommendation.

Accept

Reject

Edit the date using to schedule the move for a different day

Accepting a recommendation creates a move plan you can manage from the dashboard or student profile.

Learn more about creating and managing move plans.

When a move or transition is suggested, the Procare Enrollment Forecasting Agent will also display how the single move will unlock additional moves.

Waitlist Recommendations

The Waitlist Recommendations agent scans your upcoming openings across all rooms and matches them against leads in the RoomRunner Waitlist.

Learn more about how this works.

For each opening, it identifies:

which waitlisted students are:
- age-eligible
- schedule-compatible
- the best overall fit

and then presents them:

in ranked order so you can act quickly
so you can use it to fill full-time, part-time, or both

Click Provide Recommendations.
Select Waitlist Recommendations.

Select the Room.

For each recommendation, you’ll see:

Upcoming openings in that room (full-time and part-time).
The dates those openings become available.
Leads whose children are a match for that room.

If no waitlist matches exist for a room, the agent will let you know.

For each opening, the agent shows you a ranked list of leads from your RoomRunner Waitlist (the 1-2 lead statuses selected during setup). The best match appears at the top. Each match includes:

Parent contact details, so you can reach out directly from this window.
The agent's reasoning which is an explanation of why this lead was matched to this opening and ranked where they are.

Accept confirms the placement as suggested	Reject dismisses the match if it's not the right fit Edit the date using to adjust the date
Accepted placements create a move plan for that lead, which you can view and manage from the dashboard or the lead’s profile.

Learn more about move plans.

How Matching Works with the Waitlist Recommendations Agent

The agent evaluates multiple factors together to produce ranked recommendations.

Age Compatibility:

Schedule Compatibility

The student must meet the room’s age range on the proposed enrollment date, not just today. The agent automatically accounts for future eligibility.

The agent checks real seat availability, including:

Requested days
Time type (full-time, AM, PM)
FTE capacity limits

Placements that would exceed capacity are not recommended.

Best Match Ranking

When multiple leads qualify, ranking is based on:

Schedule fit	closer matches rank higher
Lead priority level	if you assign Lead Priority, the agent analyzes these after the schedule fit
Age fit	the agent prioritizes younger leads to ensure they have the most amount of time in your program
Waitlist order	the agent prioritizes leads based on how long they've been in the selected statuses, using the original creation date as a tie-breaker

Learn more about the leads priority level to better understand how the Waitlist Recommendation agent uses this to determine ranking.

Full-Time Versus Part-Time Openings

The Move Up and Waitlist Recommendations agents handle both full-time and part-time openings, but treat them differently.

Full-time openings	The agents look for students requesting a 5-day schedule and calculate whether the room has 1.0 FTE available on the proposed date.
Part-time openings	The agents consider leads requesting fewer days and check whether the specific days and time types (AM or PM) they need are actually available. A room can have 0.4 FTE remaining but still not be able to accommodate a student who needs Tuesday/Thursday AM if those specific slots are already taken.

Important Notes Regarding the AI Agents
Your Roomer Waitlist is defined by the Lead Statuses selected during setup. Recommendations are drawn from leads in those statuses.
Recommendations reflect your current RoomRunner Waitlist snapshot. Navigate away and back to refresh.
Accepting a recommendation creates a move plan, not an immediate enrollment.
Rejecting a match does not remove that lead from recommendations in future sessions. The Move Up and Waitlist Recommendations agents do not have session memory and will recommend moves again in the future.

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

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