Procare's AI Tool Aims to Solve Child Care Enrollment Chaos

DENVER, CO – May 13, 2026 – Child care directors have long grappled with the chaotic puzzle of enrollment management, a daily juggling act of spreadsheets, waitlists, and classroom capacity that directly impacts their financial stability. Today, Procare Solutions, a major player in child care management software, introduced what it bills as a definitive solution: RoomRunner, the industry's first AI-powered enrollment planning tool.

The new feature, launched at no additional cost for its 40,000+ Procare Online customers, promises to replace administrative guesswork with data-driven foresight. By analyzing a center's unique data, RoomRunner aims to give directors a clear view of their enrollment landscape up to 12 months in the future, turning operational complexity into actionable clarity.

Beyond the Spreadsheet: Tackling an Industry-Wide Headache

The question "When can my child start?" is simple for parents but often triggers a complex and stressful process for child care providers. The answer has traditionally been buried in disparate systems: manual spreadsheets, overflowing binders, sticky notes, and whiteboards. This disorganization not only creates administrative bottlenecks but also leads to significant missed revenue opportunities.

Industry data underscores the scale of the problem. Recent reports indicate that nearly 40% of child care organizations identify enrollment management as a primary operational hurdle. Furthermore, an estimated 41% of centers consistently operate below their licensed capacity, leaving valuable classroom spots—and crucial revenue—unfilled.

RoomRunner is designed to attack this problem at its core. Integrated directly into the Procare Online platform, the tool continuously analyzes a stream of real-time data, including classroom capacity, student ages and schedules, staff-to-child ratios, and waitlist demand. It then uses this information to predict future openings, identify children ready for room transitions, and match waitlisted families to upcoming vacancies.

"AI is most valuable when it solves real operational problems," said Joe Gomes, CEO of Procare Solutions, in the company's announcement. "RoomRunner applies AI to one of the biggest daily challenges providers face: understanding current and future enrollment capacity while managing classroom movements, demand, and waitlists in real time." The goal, according to Gomes, is to enable proactive decisions that improve efficiency and enhance the experience for both staff and families.

The Promise of Operational and Financial Transformation

For center directors, the potential impact of such a tool is profound, promising a dual return in saved time and recovered revenue. The administrative burden of manually forecasting enrollment can consume dozens of hours per month, pulling directors away from their primary focus: supporting educators, engaging with families, and ensuring high-quality care.

Early users of RoomRunner have reported immediate and significant benefits. Jose Paulino, Director of Mariposa Child Care Center, noted that the tool transformed a task that previously took nearly 20 hours of manual planning. "RoomRunner gives us visibility into classroom transitions, future openings, and waitlist priorities at a glance," he stated. "It's saving me all that time so I can focus on what matters."

Beyond time savings, the financial implications are substantial. By systematically identifying small, overlooked gaps in enrollment schedules—a few empty days in one classroom, a delayed transition in another—centers can optimize their capacity. Samantha Skinner, an administrator at Precious Children in the Highlands Preschool, pointed directly to this revenue impact. "We were missing up to 20 percent of available enrollment revenue in overlooked gaps," Skinner said. "RoomRunner gives us visibility into those opportunities every day."

This optimization also directly enhances the family experience. The ability to provide clear, immediate answers about future availability builds trust and improves communication. "The ability to give families an immediate, accurate answer on availability is priceless," noted Center Director Danilynn Black. This level of service can be a key differentiator in a competitive market.

A "Purpose-Built" AI in a Crowded Market

The child care management software market is crowded with platforms like Brightwheel, Lillio (formerly HiMama), and Kangarootime offering suites of tools for billing, parent communication, and attendance. While many offer enrollment management features, Procare is positioning RoomRunner as a significant leap forward by branding it as the first truly "AI-powered" predictive planning tool in the space.

The company emphasizes that RoomRunner is not a generic scheduling algorithm adapted for education but was "purpose-built" for the unique operational realities of licensed child care. This includes navigating complex, age-based classroom transitions, managing strict staff-to-child ratios for compliance, and prioritizing waitlists based on specific center policies.

This launch signals a clear strategic direction for Procare. Gomes referred to RoomRunner as "Procare's first AI agent" and "the beginning of a broader roadmap to embed innovative, purpose-built AI" across the platform. This vision aligns with a growing trend in the industry; a 2026 report from Procare noted a 77% year-over-year increase in the number of child care leaders using AI tools, with 39% now incorporating AI into their operations. Procare is betting that specialized AI focused on core business challenges will become a critical component for modern child care providers.

Navigating AI, Data, and the Human Element

The introduction of AI into an environment involving sensitive data about children naturally raises questions about security, privacy, and ethics. RoomRunner operates within the established Procare Online platform, which is subject to the company's existing data security protocols and must comply with regulations like the Children's Online Privacy Protection Act (COPPA).

A key aspect of RoomRunner's design is its role as a decision-support tool, not an autonomous decision-maker. The press release is clear that directors remain "fully in control," as all AI-driven recommendations require explicit approval before any changes are made to a child's enrollment or classroom placement. This "human-in-the-loop" approach is designed to leverage the analytical power of AI while retaining the essential context and ethical judgment of experienced educators.

By automating the administrative grind, the ultimate goal is to enhance the human element of child care. Staff burnout is a critical issue in the industry, with a 2026 survey revealing it as a major challenge for 43% of providers. Tools that reduce administrative stress can contribute to a more sustainable and positive work environment, which in turn benefits the children.

Procare's stated goal is simple: "enable child care providers to focus on what matters most: the care, safety, and education of children." By taking the guesswork out of enrollment, the company hopes its new AI agent will give directors back their most valuable resource: time to invest in their communities.