The vendor is required to provide for a club management software to provide functionality in member management, reporting, registration, scheduling and administration.
1. Operations
• Cloud-based operating system with membership registration and profile management with branded member portal and self-service app
• Point of sale for credit and debit card and bank draft processing
• Payment processing including invoicing and collections
• Flexible scheduling with calendars for facility use and staffing
• Personal training management with comprehensive automated features that include member self-service online package purchases, appointment reminders, notification of remaining sessions, package renewal, and schedule or cancel session with a trainer, trainer’s availability viewable by member, either party has the capability to cancel a session within the system prompting automatic notifications, management capability to assign specific trainers and session tracking, etc.
• Gate and turnstile access capabilities
o Controlled access that only allows active members or guests to enter facility.
• Group exercise registration/management with the ability to track class participation and schedule classes within the system.
o Active members would have the ability to register for any group exercise classes, drop class, pay for fee-based classes.  
• Payment processing for add on services such as lockers, parking and pro-shop; monthly billing and collections for membership revenue; etc.
• Batch operations for adding internal transfer payments and/or credits as well as write offs and payments from collection agency
2. Reporting and analytics
• reporting of revenue for all streams such as membership, programs, personal training and all add-ons (lockers, parking cards, etc.)
• Detailed check-in reports to include: date, time, demographic, average check-ins per month, busiest days and times, who is coming in during certain times
• Member registration reports to include number of current active members and demographics, number of cancellations/holds, number of renewals, type of member for example short-term/long-term.
• Reports based on registration/activation date and net members
• Billing reports to include declined card and detailed transaction summaries.
• Reports must be customizable.
• Must be able to run aging reports by membership type, payment method and add-on
• Must include daily transaction summary reports
• Must include reports on payment type
• Must include package sales reports
o Aging report showing 30, 60, and 90 days past due
3. General
• Membership renewal and expiration notifications
o Members get automatic emails when their membership and add-ons like personal training, lockers, and parking are about to expire.
o Members can renew their membership and add-on services through member portal and/or online.
•  Members always have access to all their signed contracts either by follow up email or though the member portal and/or online.
• Features for contact management for lead and members
o Ability to determine when members or leads have participated in activities provided by facility.
• Member engagement tracking
• Equipment checkout features
o Issue tracking and resolution, such as which staff member sold items or entered transactions.
o Ability to determine when, where, and by who items were sold.
• Mobile app with member account accessibility
• Automatic CRM (customer relationship management)
o Ability of facility to schedule automatic emails for marketing, reminders, etc.  
• Delinquents follow up for payment processing
o Recurrent contact via email/phone for delinquent follow-up
• Communication tools including email and text notifications
• Fully PCI compliant for credit card transactions using first data merchant services.
• Process credit card payments, bank drafts, and point of sales through the supplier’s cloud-based operating system
• Assess special fees for late payments and holds, etc.
• Follow university wellness center member contract, refund, holds, and cancellation policies
• Personal health information (phi) of members secures from cyber-attacks and restricted based on employee security role; HIPPA compliant for phi data; and FERPA compliant for active student enrollment data
4. Program and package management
• Program participation
o Ability of users to purchase personal training and fee-based programming.
• View group exercise schedule, register for class, set parameters for classes such as class size/when people register, etc., allow uses to drop classes in advances
• Class and program capacity features with wait-list feature
• Schedule
o Ability of users to see group exercise schedules, personal training schedules, and users to be able to register for personal trainers and group exercise and cancel with set parameters by the facility.
o Ability of member to confirm they attended and completed a personal training session with a trainer.
o Ability for members to view and sign contracts/waivers/member documents with in the system, viewable access to users with tracking features to alert management when documents signatures are missing or need to be updated.  
- Contract Period/Term: 5 years