Online Class Registration System

The vendor is required to provide an online class registration system for its department -managed community arts centers with the key features and functionality as outlined below.
- The online class registration should be a comprehensive platform for listing and promoting class offerings at all art centers sortable by type, location, student age range, and discipline.
- The platform should be easy to use by community members and administrators alike, offering the public a seamless experience for discovering and enrolling in art center programming.
- Easy to use for community members to find, enroll and pay for classes and materials, special events, programs, workshops and all other art center programs.
- Easy to use payment processing, including refunds
- Mobile-friendly for online class registration online or on phone
- Create “family user” profiles to manage multiple individuals within one family
- Community members must be able to sort course offerings by location, program type, discipline, age, price, time, category, facility.
- Preference given to systems with customizable categories and types for sorting classes
- Multiple payment options, methods and plans
- Provide global administrative access and analytics for department management to review all art center data and activity individually by art center or in aggregate across all art centers.
- Provide department  management with constituent relationship management (CRM) services to engage directly with community members, collect and analyze demographic information, measure participation, attendance and revenue across all art centers, in aggregate and individually.
- Must be integrated or embedded into the existing department website on the Drupal platform, providing overview and access to listings of all community art center offerings in aggregate and by art center.
- Provide department administrators with access to all financial transactions globally (in aggregate) and individually by art center with the ability to provide financial reports as requested by department leadership, accounting and the city finance office.
- Art center administrators:
• The platform must support all aspects of department art center class enrollment, event ticketing and CRM including but not limited to classes (registration, attendance, checking out/rental of equipment and instruments, special fees, wait lists, etc.), public programs, performances and special events.
• The platform should be easy to use by art center staff to enter classes, take attendance, manage inventory for loans and rentals of musical instruments, art supplies, other equipment etc., manage payment, and communicate with community members.
• The platform should provide art center staff with the ability to manage their constituents at various permission levels; i.e. instructors can communicate with just their classes, art center directors can review data and communicate with all community members.
• Enable art center staff to communicate with community members and class participants via email, text and other channels as needed. - Software implementation and maintenance
• Required services to be provided include onboarding, orientation, system set-up, support art center staff with data transfer from legacy systems into platform, full implementation, quality assurance, and launch.
• The vendor shall be responsible for the installation of the proposed software solution and for testing and validating the successful installation of its software solution.
• From onboarding to launch to ongoing operation, the vendor must provide same-day tech support to department administrators.
• System must be externally hosted software as a service (SaaS)
• Minimum of 12 administrative licenses – please define administrative access levels and license types.
- Contract Period/Term: 1 year
- Mandatory Pre-Proposal Conference Date: March 10, 2025
- Questions Pre-Proposal Conference Date: March 17, 2025