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.
What the Agents Know (and Don't Know)
The agents work from the data in your system: room age ranges, capacity, student ages, and current availability. They are fast and accurate within those boundaries.
They do not have visibility into:
Developmental or behavioral readiness
Social dynamics within a classroom
Conversations you've had with families
Any notes or context outside of structured data fields
Recommended workflow:
Move forward to a future month.
Use the Move Up agent to schedule room transitions and create real openings.
Use the Waitlist agent to fill remaining openings with the best-fit candidates.
| Use the AI Sparkle Icon to launch your AI Enrollment Agent for Move Up Recommendations and Waitlist Recommendations. |
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Move Up Recommendations
Move Up Recommendations analyzes student ages and room capacity to identify students who may be ready to transition to the next room.
For each recommendation, you’ll see:
The suggested move date
Priority level
Clear reasoning behind the recommendation
Actions Available
Accept the recommendation
Reject it
Edit the date using the pencil icon
to schedule the move for a different day
Accepting a recommendation creates a move plan you can manage from the dashboard or student profile.
When a move or transition is suggested, the AI 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 families in Waitlist status. Your Waitlist is defined by the two Lead Statuses selected during setup.
For each opening, it identifies which waitlisted children are age-eligible, schedule-compatible, and the best overall fit, then presents them in ranked order so you can act quickly.
You can use it to fill full-time, part-time, or both.
Start by choosing a room you want to fill. Once selected, the agent displays:
Upcoming openings in that room (full-time and part-time)
The dates those openings become available
Waitlisted families whose children are a match for that room
If no waitlist matches exist for a room, the agent will let you know — so you're never left guessing.
For each opening, the agent shows you a ranked list of waitlisted families. The best match appears at the top. Each match includes:
Parent contact details — so you can reach out directly without hunting through the system
The agent's reasoning — an explanation of why this child was matched to this opening and ranked where they are (more on this below)
For each match, you have three options:
Accept — confirm the placement as suggested
Reject — dismiss the match if it's not the right fit
Edit the enrollment date — select the pencil icon
to adjust the date before confirming
Accepted placements create a move plan for that student, which you can view and manage from the dashboard or the student's profile.
Room Card View
At a glance, identify:
Number of active students
Incoming move plans
Review waitlisted families
Students ready to transition
Next available openings
Select Incoming to view students with a scheduled transition. You can sort the list by name, age, birthday, schedule, or scheduled transition date.
If you select multiple students, you can perform bulk actions, such as canceling a transition.
How Matching Works
The agent evaluates multiple factors together to produce ranked recommendations.
Age Compatibility:
The child must meet the room’s age range on the proposed enrollment date, not just today. The agent automatically accounts for future eligibility.
Schedule Compatibility
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 families qualify, ranking is based on:
Schedule fit (closer matches rank higher)
Age fit (children centered in the age range rank higher)
Waitlist order (used as a tiebreaker)
Full-Time Versus Part-Time Openings
Full-time openings: Requires a 5-day schedule and 1.0 FTE availability.
Part-time openings: Matches specific days and AM/PM availability, not just remaining fractional FTE.
The agent handles both full-time and part-time openings, but treats them differently.
For full-time openings, the agent looks for families requesting a 5-day schedule and calculates whether the room has 1.0 FTE available on the proposed date.
For part-time openings, the agent considers families requesting fewer days and checks 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 family that needs Tuesday/Thursday AM if those specific slots are already taken.
Your Waitlist is defined by the Lead Statuses selected during setup. Recommendations are drawn from families in those statuses.
Recommendations reflect your current 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 family from recommendations in future sessions. The AI agent does not have session memory and will recommend moves again in the future.
| Procare AI Enrollment Agent FAQ |
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What do the AI-powered recommendations do?
Move Up Recommendations analyze student' ages and current room capacities to suggest which students may be ready to move to the next room. Waitlist Recommendations rank your waitlisted leads by time in queue, age, and schedule-to-availability match so you can quickly identify the best-fit families for open spots.
Why does the AI agent start with the oldest rooms instead of the youngest?
The agents work from oldest to youngest to avoid a cascade effect where filling younger rooms first would block older students from having a place to move up into. Starting at the top ensures room availability flows downward naturally.
Can I modify an AI suggestion after I accept it?
Yes. Accepted suggestions become standard move plans, which can be edited or canceled at any time from the Incoming or Outgoing lists on any room card, or from the student's profile.
What happens if I reject an AI suggestion?
The suggestion is dismissed and no move is created. You can re-run the agent at any time to generate new suggestions. Rejecting a suggestion does not affect other pending suggestions.
Why are some waitlisted families not showing up in the room's Waitlist section?
Only families in Waitlist status are shown. Other lead statuses (such as Inquiry or Prospect) are not included, since only Waitlist families are considered ready for placement.
Is any student or family PII processed by the AI?
No. All personally identifiable information is anonymized before any data reaches the AI model.
Does the AI make enrollment or placement decisions?
No. Every recommendation requires your review and approval before any action is taken. The AI surfaces suggestions, you make the decisions.
Is our center's data used to train AI models?
No. Your center's data is not used to train, improve, or develop any AI models.
Why am I seeing an AI suggestion after I reject it?
Within a session, the system remembers rejections and won't repeat them. However, cross-session memory isn't available. When you return, the agent reevaluates from scratch. If nothing has changed and that suggestion is still the best valid match, it may reappear.