The vendor is required to provide that recreation center software solution n to serve as the primary data membership software and facilities management system for the University Recreation Center.
- System would be utilized to manage all of the facility scheduling and business/revenue generation aspects of the department
- Creative solutions that will include:  
• Facility Scheduling
• Intramural Scheduling
• Registration Management
• Front Desk Check‐In
• Customer Relationship Management
• Member Self‐Service
• Access Control
• Locker and Equipment Tracking
• Rentals & Special Events
• Extensive Reporting
• Marketing tools
- Department seeks the following deliverables:
• Membership Management: Easy tracking and management of memberships, including student access and guest passes.
• Facility Scheduling: Real‐time booking and scheduling for courts, equipment, and rooms.
• Class Registration: Seamless registration for fitness classes, workshops, and intramural sports.
• Payment Processing: Integration for fees, rentals, and merchandise sales.
• Reporting and Analytics: Detailed usage data and financial reports.
• Access Control: Card swipe or mobile entry system for secure facility access.
• Communication Tools: Notifications for users regarding schedules, events, or cancellations.
• Equipment Checkout: Management of gear and equipment loans.
• Event Management: Support for special event coordination and sign‐ups.
• Mobile Access: User‐friendly app for on‐the‐go registration and information.
- System to efficiently manage operations:
• Membership Management: The system should handle memberships, including tracking usage, renewal notifications, and offering different membership tiers (student, faculty, guest)
• Facility Scheduling and Reservations: Real‐time facility and equipment scheduling with the ability to reserve spaces like courts, swimming lanes, and group fitness rooms. It should prevent double‐booking and manage peak times effectively  
• Event and Program Management: A robust tool for managing registrations for fitness classes, workshops, intramural sports, and special events. The system should allow for waitlists, custom registration forms, and automated email reminders
• Payment Processing and Point of Sale (POS): Integrated payment gateways for handling membership fees, class registrations, rentals, and retail transactions. It should support various payment methods (credit cards, mobile payments)
• Access Control: Integration with student ID systems for secure access to facilities through card swipes or mobile credentials. This ensures that only authorized members can enter the premises. This also necessitates seamless integration of all web‐related sign‐ins with Microsoft Azure Single Sign‐On (SSO).
• Reporting and Analytics: Comprehensive reporting features to track facility usage, program participation, financial data, and customer feedback. This aids in strategic planning and resource allocation
• Mobile Access: A mobile‐friendly interface or app that allows members to book classes, make payments, check schedules, and receive notifications on the go
• Inventory and Equipment Management: Tools to track inventory and manage equipment
checkouts for sports gear or other resources used in the facility
• User‐friendly Interface: A system that is intuitive for both staff and users, reducing the learning
curve and improving the user experience for students and faculty
• Customization and Scalability: The system should be customizable to meet specific organizational needs and scalable to grow with the recreation center’s increasing user base.
- The system must integrate with the Banner system (Ellucian product) specific to membership and access control systems and conform to the required security measures set in place by university. The system should also offer recurring billing options and access control systems that can track IDs, passback violations and other situations.