Management Software

The vendor required to provide management software for include:
•    Web-hosted and based format (not client server format)
•    Modules:
o    Facility membership (multiple memberships, multiple pay options)
1.    Prefer the ability to draft ach payments on specific dates
o    Program and activity registration (team or individual) with efficient copy and paste for ongoing programs with multiple classes (swimming lessons)
o    Facility reservation with equipment (for pavilions, rooms, tables, chairs, av, etc.) tracking and inventory control
o    Pos (touch screen capable)
o    Inventory management for concessions
o    Childcare and summer camp scheduling and reporting
o    Locker rental
o    Internet and app registration and enrollment (both android and iPhone compatible)
o    League scheduling (ability to draft players to teams)
•    Reporting features:
o    Ability to create customizable reports
o    Ability to export reports as pdf, excel, etc.
o    Financial reports for multiple GL accounts
o    Program and marketing reports
o    Member reports
o    Program attendance rosters
o    Usage reports (members and drop-in customers)
o    Ability to save customized formats.
o    Ability to have reports generated monthly, weekly, daily, etc. and emailed to designated staff members.
•    On-going training opportunities 
•    Turnstile compatible with unique access code and finger (biometric), etc. (membership cards are not preferred)
•    Marketing features:
o    Pre-designed templates and various email elements, etc.
o    Emailing capabilities including grouping of like interests, etc.
o    Ability to print labels for customers who don’t have an email address on file.
o    Text messaging
o    Automated messages for birthdays, membership anniversaries, etc.
o    Automated membership and locker rental renewal notices
•    Optimal performance in chrome or edge preferred 
•    Billing and invoicing 
•    Expectation of competitive credit card processing rates to be shown in proposal. 
•    Display unique elements of the software including customizable functions and features. 
•    Import data from current software into new product (may be willing to allow only partial data to be transferred, open for discussion) 
•    Illustrate the timeline for start-up including data conversion, set-up and going live. 
•    Costs should be broken down into start-up and conversion expenses and annual fees. 
•    This should include all fees, including online registration fees and any transaction fees.
- Budget: $2.9 million

- Contract Period/Term: 3 years