Recreation Management Software Solution

The Vendor is required to provide for the supply, implementation, and support of a web-based sport and recreation management software solution.
- Streamline internal processes, improve the client experience, and enable both municipalities to independently manage their recreation programs and assets within a shared but segmented system.
- The software must include
• Registration & scheduling module: to manage participant registration for programs, activities, and events, including online registration, payment processing, and waitlist management.
• Facility management module: tools to schedule and manage the use of recreational facilities, such as gyms and sports fields, including booking calendars, resource allocation, and maintenance scheduling.
• Equipment loan module: tools to manage large-scale community equipment loan programs, including a tracking system to log equipment check-in and check-out, as well as an inventory management component.
• Financial management: tools to manage revenue, expenses, receivables, credits/refunds, GST/HST and financial reporting related to recreational programs and facilities. 
• This should include financial reporting by program and integration capabilities and ability to reconcile with third-party payment processors. 
• Each municipal unit will only have access to their respective financial information.
- Modular management
• Each municipality must be able to independently access and manage their own instance of each module (registration, booking, equipment loans).
• Each organization’s data and operations must be completely siloed from the other (no cross-access)
- Multi-organization expansion
• The system must allow the addition of new organizations under the partnership umbrella. (I.e. community sport and recreation groups/organizations)
• Each added organization must be able to access and manage all three modules.
• Each organization must have its own secure login and data environment, without access to other organizations' modules or data.
- Financial management
• Online payment processing
• Financial reporting and reconciliation
• Fee structures specific to each municipality
• Management of refunds, discounts, and credits.