Enrollment with Confidence: Master RoomRunner for AI-Powered Planning
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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.
Configure Your Dashboard
To open the dashboard, navigate to My School > RoomRunner.
Select the Settings menu. You will see three options: Manage Forecasted Rooms, Manage Lead Statuses, and Update Student Statuses. We recommend working through each one in order.
1. Manage Forecasted Rooms
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.
2. Manage Lead Statuses
This setting determines which prospective families are pulled into the dashboard. Select the Lead Statuses you want to include — for example, families who are actively enrolled or confirmed on your waitlist.
Confirm Before Saving
Before saving, confirm that all Lead students have a date of birth and a schedule assigned, as these are required for accurate placement suggestions.
3. 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 each status means:
Student Statuses
Status | Definition |
|---|---|
Graduate | The student's age exceeds the maximum age set for all rooms in the dashboard |
Inactive | No sign-in, sign-out, or daily activity recorded in 60 or more days |
On Hold | The student has been placed on hold |
A note on On Hold students: Messages cannot be sent to students with an On Hold status. However, their parents/guardians can still log into the app as normal.
Fix Missing Data (Optional)
After you’ve set up your dashboard, you may notice room cards with missing data.
Click the red fields from the room cards directly, or
Open the AI Agent to fix any missing data, like:
room capacities
ages
missing birthdays
Why this matters
Without a capacity and age range, RoomRunner cannot calculate whether you have openings or match wait-list students to the right room.
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
Reviewing AI suggestions
Planning ahead
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.