Recreation Management Software

The Vendor is required to provide for a recreation management software (RMS).
- Additionally, the Municipality requires API access for the purposes of displaying facility mgmt. schedules on existing digital screens, coordinated through a third party.
- The RMS can support the following services, at minimum:
• Activity registrations like courses and classes, programs offered, custom sessions and events, and drop-in admission for members and non-members
• Facility amenity registrations for different amenities, including registrations made under joint use agreements with local school boards, and equipment reservations for events
• Membership management and account management, with unused “punches” from active punch cards on the current system being transferred to the new RMS
• An integrated and customizable point of sale program, with all transactions complying with PCI
• Ability to support multiple forms of tendering payment, like cash, credit and debt, gift cards, and cheque. Gift cards purchased on the current software system must be transferrable to the new RMS solution and this is the responsibility of the successful proponent as part of their project management duties.
• Support municipal accounting, auditing, and year end with multiple general ledger (GL) support and integration. The municipality is also transferring to catalis; proponents must speak to their ability to integrate with this software
• Reports generated from the new RMS should be feasible for download in both pdf and excel formats
• Support communications with clients, including online registrations and purchases; if pricing for online program registration and withdrawal differs from what it would be at the counter in the rec centre, proponents must include this in their pricing table
• Self-serve options for customers to reduce the demand on staff
• Online registrations must not include an additional processing fee imposed by the rms. If this is not possible, then in any event of a refund required by a client that paid a separate, additional RMS-specific fee, such fee should also be eligible for refund.
• Support, training, secure data storage with encryption, a disaster recovery plan and regularly communicated maintenance schedule for system data
• Ability to generate reports supporting data collection on users, revenues, etc. For council reporting purposes and downloadable in formats of pdf and excel
• Proponents should also speak to key challenges anticipated for this project and their mitigation strategies
- The system must be flexible and allow staff users to respond to customer needs in real-time from a sales and service perspective. It must allow staff to satisfy a broad range of customer needs and concerns in a timely fashion.
- The Municipality requires an RMS that allows front line administrative staff to:
• Conduct day-to-day registration, POS and membership transactions on behalf of clients (over the phone and at the counter registrations)
• Provide refunds including any applicable processing fee paid by the client to the RMS
• Use visual and audible account alerts
• Freeze accounts and put accounts on hold
• Review an audit trail; document evidence of the sequence of activities that have affected at any time a specific operation, procedure, or event
• A customer search function which is not case sensitive, and which includes wildcard searches and short string searches; allow searching on full or partial name, full or partial address, phone number, prior contacts, etc.
• Use different levels of authority and access rights such as administrator, user, super user, guest user, and read only.