Recreation Business Management Software

The vendor is required to provide that recreation business management software for with a cloud-based user and mobile-friendly, intuitive recreation software package.
- Program registration, facility and program or league scheduling, billing, membership management, and point of sale for concessions and drop-in programs.
- Community pass (CP) is a cloud-based system.
- Provide excellent customer service both in person and online for its main business activities including, but not limited to, drop-in programs, web based online and in-house program registration, league scheduling, point of sale, payment processing, facility/program scheduling, billing, membership management, marketing/communications, and reporting.
- The system should provide for efficient and effective business process and management tools to assist in program administration.
- Product requirements:
1. General for the entire system:
• System must operate under windows
• System must maintain original records for a period of three (3) years past child’s 18th birthday and a minimum of six (6) years after entry
• Ability to automatically calculate and apply different fees based on but not limited to residency, age, etc.
• Robust search capabilities
• Ability for online waiver authorization via electronic signature
• Web interface for customers and staff must be accessible on commonly used desktop and mobile devices, platforms, and screens
• Provide access to electronic facility maps
• Ability to electronically sign and submit contracts and agreements
2. Licensing
• Ability to provide a minimum of 15 site licenses
• Ability to supply additional licenses
3. Point of sale
• Ability to provide a minimum of 15 site licenses
• Ability to supply additional licenses
4. Point of sale
• Ability to take payments by cash, check, credit/debit cards, ach, eft and potential other forms as they become relevant.
• Ability to attach the appropriate city’s charge code to each transaction
• Ability to create a configurable interface to accommodate our different facilities (rec center, ice rinks)
• Ability to easily issue refunds
• Ability to test system in sandbox mod
5. Customer database
• Ability to establish individual accounts for each user without duplication (r)
• Ability to configure security levels for each staff account
• Ability to assign to each user various activities such as program registration, facility rental, online bill payment, etc.
• Security to prevent outside sources from accessing our data
• Vendor will not share customer information with third party vendors select “yes” if you do not share information.
• Ability to assign certain level (city, non-city) to each customer account.
• Critical because each level is associated with a specific rate structure and registration period ability for database to handle split families and individuals with multiple associations.
• An example of this is: the doe family is in our system and has the following assigned to it: father john, mother jane, son joe.
• John is also listed separately as president of the local softball organization and as a volunteer at the recreation center
• Ability to inactivate or remove accounts
• Ability to set alerts/suspensions on client accounts
• Ability to suspend an individual within an account
6. Membership/program registration
• Ability to facilitate and manage both in house and online membership sign-ups  and renewals based on residency
• Ability to register for a program
• Ability to register for a day camp
• Ability to register for a league
• Ability to allow participants check in throughout session/class
• Ability to see a member’s age during check in
• Ability to organize and manage programs by seasons/years
• Ability to copy activity program information to future seasons/years
• Ability to print rosters and attendance lists and email rosters to instructors
• Ability to retain history of inactive activities in addition to enrollment information
• Ability to set registration requirements
• Ability for customers to browse activities and availability online
• Ability to view class schedules
• Ability to pass transaction fees on to customer (if applicable)
• Ability to show all fees associated with a transaction itemized as separate fees
• Ability to create passes/punch cards/gift cards for programs
• Ability to apply optional course fees (ie: supplies/manuals/shirts)
• Ability to prompt for additional course specific information
• Ability to assign officials and volunteers to programs/teams
• Ability to generate waitlist when applicable
• Ability to generate multiple program fees to accommodate “early bird” discounts and residency-based fees
• Ability to use current membership key tag system with pre-printed bar codes for program check-in.
7. Scheduling
• Ability to schedule over 53 programs at 104 different facilities
• Ability to perform user friendly league scheduling for various leagues comprised of multiple teams/divisions
• Allow for real time viewing of facility availability
• Ability to amend, cancel, and reschedule bookings
• Ability to generate multiple rental fees to accommodate residency, hourly rates, additional charges, and lump sum fees
• Ability to track facility renters who have completed rental agreement and provided insurance
• Ability to generate an online schedule that is available for participants, organizations, and staff to easily read and print
• Ability to capture and report event attendance
• Ability to apply user defined extra fees
• Ability to capture and report events by type
• Ability to manage repeat bookings on an individual as well as group basis
8. Reporting
• Ability to provide a standard set of reports with flexibility for customization as needed
• Ability to generate a report showing hourly facility usage by program and user
• Ability to generate a report showing program statistics that includes # of participants
• Ability for an overall reporting feature that provides a user the ability to pick the fields they want to appear on a report and customize grouping, sorting, etc.
• Full access to all data at the table level
• Ability to export customized data lists in commonly accepted formats
9. Marketing/communication:
• Ability to export contact information in order to market surveys, newsletter, announcements, etc. via email and regular mail
• Ability to email all customers or by a subset by program, team, class, session, etc.
• the software solution should include the ability for staff to create marketing assets based on program and activity date.
• Ideally staff should have ability to style, publish, and print materials, as well as export data into design software.
• Functionality should be adaptive to the changing needs of the organization and its customers
• Ability to create marketing material that could be exported for import to digital signage
• Ability to link to city’s website
• Ability to enter where a person heard about us and report on that information
• Ability to link with social media applications
10. Financials
• Ability to process credit card payments in a timely manner so that funds are received promptly into the city’s bank account.
• Credit card payment must meet industry standards for data security
• Software must integrate easily with the city’s existing and future accounting systems
• Ability to print daily closeout summary/detail reports
• Ability to print, reprint and/or email receipts
• Ability to create, edit, and manage invoices that include transaction details
• Ability to accept the following methods of payment: cash, check, debit/credit card, ach, eft, use of account balance, gift cards
• Ability to generate revenue reports
• Ability to allow for customer credits and/or refunds
• Ability to apply payment schedules and due dates
• Ability to receive partial payments and multi-tender payments
• Ability to manage account receivables
• Ability to override fees
• Ability to manage rental deposits
• Ability to link payments to transactions
• Ability to track transactions by user
• Ability to track individuals receiving a scholarship, including name, scholarship amount, and program
• Ability to manage year end revenue
• Ability to automatically generate billing with/when balances due
• Ability to automatically include past due amounts for all invoices when generating monthly billings
• Ability to automatically change rates in system for seasonal invoicing
• Ability to automatically update billing when payments are made
• Ability to automatically update billing when schedules are changed
• Ability to print tax information for child care tax credit
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: March 11, 2025