Set Up RoomRunner

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What is RoomRunner?

RoomRunner is a forecasting and planning tool that helps you schedule student movements and predict room availability up to 12 months ahead.

Who is RoomRunner Available To?

RoomRunner is exclusively available in Procare Online. If you are a Desktop + Engagement Functionality customer, reach out to your Customer Success Manager for more information. RoomRunner is accessible to staff members with Full Access or View Access to the RoomRunner permission.

What You Can Do with RoomRunner

Once you are set up, RoomRunner provides real-time and a forward-looking view of your center:

Schedule transitions, withdrawals and graduations	plan all student movements in one place, on your timeline
Track who is coming and going	see exactly which students are entering or leaving each room, and when
Understand your openings	know how upcoming movements create full-time or part-time spots so you can fill them proactively
Prioritize your waitlist	identify the top families ready to fill each opening, ranked and ready to contact

RoomRunner also includes AI-powered suggestions for room moves and waitlist placements. These suggestions are based on your existing rules for age eligibility, room capacity, and weekly schedule fit. You can accept, modify, or reject any suggestion at any time — you stay in control.

New to RoomRunner?
Click here to access our RoomRunner Checklist. We recommend you complete the checklist items to ensure your database is set up to utilize RoomRunnerReview and you are fully acquainted with the features.

Configure Your Dashboard

To open the dashboard, navigate to My School > RoomRunner. Select the Settings menu, three options are available:

Manage Forecasted Rooms
Manage Lead Statuses
Update Student Statuses

We recommend working through each one in order.

1. Manage Forecasted Rooms

2. Manage Lead Statuses

3. Update Student Statuses (Optional)

This setting controls which rooms appear in your dashboard. Only rooms that count toward your licensed capacity should be included. Review the list and add or remove rooms as needed to make sure your forecast reflects your actual licensed space.

Manage Lead Statuses

This setting determines which prospective families are pulled into the dashboard on the RoomRunner Waitlist. Select the Lead Statuses you want to include — for example, families who are actively enrolled or confirmed on your waitlist.

Recommendation
For accurate placement suggestions, confirm that all Leads have a date of birth and a schedule assigned. Date of birth is required, and a schedule is recommended.

Learn more about Lead Statuses.

Update Student Statuses (Optional)

RoomRunner will surface suggested status updates for your current students based on activity and age data. Students in this list have had no recorded attendance or daily activities in the last 60 days, signaling they may not be active.

Review each suggestion.
Select the appropriate status.
Confirm your changes.

This table explains what the suggested update status means:

Status	Definition
Graduate	The suggestion is to move the Active student to the Graduate status because the student's age exceeds the maximum age set for all rooms in the dashboard.
Inactive	The suggestion is to move the Active student to Inactive when no sign-ins, sign-outs, or daily activities are recorded for 60 or more days.
On Hold	RoomRunner will not suggest placing a student on hold. You can choose to place the student on hold.

On Hold Students
Messages cannot be sent to students with an On Hold status. However, their parents/guardians can still log in to the app as usual.

Learn more about Student Enrollment Statuses.

Fix Missing Data (Highly Recommended)

After you’ve set up your dashboard, you may notice room cards with missing data.

Click the red fields on the Room Card directly, or

Open the AI Agent to fix any missing data, for example:
- room capacity
- room age range
- student’s date of birth

These two additional steps will guarantee the most accurate data and are recommended:

Go to My School > Rooms
1. Compare age range and capacity
Run Student and Family Report
1. Compare the student’s date of birth

Why This Matters
Without a capacity and age range, RoomRunner cannot calculate whether you have openings or match waitlist students to the right room. RoomRunner reviews each student's date of birth and the age range of each room. It detects when a student will age into a room and is available for a room transition.

You Are Ready to Run with RoomRunner!

Once your rooms, lead statuses, and student statuses are configured, your dashboard is ready to use. From here, you can begin:

Scheduling transitions- click here to go directly to the article
Reviewing AI suggestions - click here to go directly to the article
Planning ahead - click here to go directly to the article

If you run into any issues during setup, most data corrections can be made directly from the dashboard; there's no need to navigate away and start over.

FAQ for RoomRunner
Check out our FAQ article dedicated to RoomRunner questions.