--- title: "Set Up RoomRunner" slug: "setup-roomrunner" updated: 2026-11-05T17:12:01Z published: 2026-11-10T02:00:00Z canonical: "www.procaresupport.com/setup-roomrunner" --- > ## 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. # Set Up RoomRunner > [!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) ### What is RoomRunner? **RoomRunner** is a forecasting and planning tool that helps you schedule student movements and predict room availability. ### 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. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rrsumain.PNG) ### What You Can Do with RoomRunner Once you are set up, **RoomRunner** provides a real-time and 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. > [!NOTE] > 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 RoomRunner and you are fully acquainted with the features.](/procare-online/docs/roomrunner-checklist) ### Configure Your Dashboard To open the dashboard, navigate to **My School >** **RoomRunner**. Select the **Settings** menu. Three options are available: | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rmrnnr01.png) | - Manage Forecasted Rooms - Manage Lead Statuses - 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. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/Screenshot 2026-03-17 at 9.34.17 AM.png) **2. Manage Lead Statuses** **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. > [!WARNING] > 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. > > The exception is **Expecting Mothers,** where a date of birth is not required. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/Screenshot 2026-03-17 at 9.34.31 AM.png) | ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faqolcrcl.png) | [Learn more about **Lead Statuses**](/procare-online/docs/lead-status-for-new-families). | | --- | --- | **3. Update Student Statuses (Optional)** **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. 1. Review each suggestion. 2. Select the appropriate status. 3. Confirm your changes. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-3R6SWI41.png) 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. | > [!WARNING] > **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. | ![](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). | | --- | --- | ### 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: 1. Go to **My School > Rooms** 1. Compare age range and capacity 2. Run **Student and Family Report** 1. Compare the student’s date of birth > [!WARNING] > **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](/procare-online/docs/roomrunner-create-a-move-plan) - Reviewing AI suggestions - [click here to go directly to the article](/procare-online/docs/roomrunner-enrollment-agent) - Planning ahead - [click here to go directly to the article](/procare-online/docs/roomrunner-create-a-move-plan) 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. > [!NOTE] > **FAQ for RoomRunner** > > [Check out our FAQ article dedicated to](/procare-online/docs/faq-roomrunner) **RoomRunner** [questions.](/procare-online/docs/faq-roomrunner) The window in RoomRunner that displays the occupancy details. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Glossary/rmcrd.png)