Recreation Software

The Vendor is required to provide to gather marketplace information from companies that can provide a cloud-based recreation management software.
- Technical requirements
•    Secure, vendor-managed, cloud-based SaaS platform accessible across modern devices and browsers. 
•    Public-facing portals and accommodate multiple sites with unique branding. 
•    Aligns with industry best practices for security, privacy, and compliance, including applicable accessibility and agency regulatory requirements. 
•    Supports secure authentication methods and integration with enterprise identity management solutions.
•    Data management capabilities include appropriate encryption, retention, auditability, and secure disposal practices. 
•    Connects with external systems and peripheral devices. 
•    Reporting and analytics functionality enables dashboards, ad hoc queries, and flexible report generation. 
•    Supports multi-channel communications (e.g., email, SMS, mobile applications) solution includes system implementation, user training, technical support services, and continuous product updates.
- Point of sale (P.O.S.)
•    Provides point-of-sale capabilities to support operations across multiple locations, with secure user access controls 
•    Supports a wide range of payment methods and transaction types, including sales, refunds, and split payments. 
•    The POS interface is configurable to meet operational needs and support efficient transaction processing. 
•    Core functionality should include real-time transaction processing, receipt generation, and the ability to associate transactions with client records. 
•    System includes integrated gift card and inventory management capabilities. 
•    Cash management processes (e.g., balancing, reconciliation, reporting) should be supported with appropriate controls and configurability. 
•    Administrative configuration should allow flexibility in managing items, pricing, taxes, payment options, and financial integrations. 
•    Provide additional capabilities such as reporting dashboards and support for enhanced transaction features (e.g., electronic acknowledgements or signatures)
- Client account management
•    Supports client and account management, including individuals, families, organizations, and teams. 
•    Maintains detailed client profiles with configurable fields and supports the association of multiple contacts and roles. 
•    Enables the creation and management of physical and digital identification methods to support access and service delivery. 
•    Supports residency-based rules to enable differentiated access, pricing, or privileges. 
•    Functionality encompasses account activity tracking, including transaction history, participation records, real-time alerts, and notes. 
•    Facilitates consent management processes and allows clients to manage their communication preferences. 
•    Provides flexible account status controls (e.g., active, inactive, restricted) with appropriate handling of outstanding balances. 
•    Robust search functionality and comprehensive data management capabilities, including duplicate prevention, record merging, and data integrity controls.
•    Supports document management capabilities for storing and associating files with client accounts.
- Course management
•    Facilitates comprehensive end-to-end management of courses and classes, encompassing configuration, scheduling, participant registration, attendance monitoring, and payment processing, and reporting functionalities. 
•    Enables staff to manage registrations and course administration activities, including enrollments, withdrawals, cancellations, and amendments, with appropriate controls and automation. 
•    Supports flexible configuration of courses and classes, including drop-in and scheduled offerings, with the ability to perform bulk creation and updates.
•    Configurable parameters for fee structures, pricing models, eligibility criteria, and withdrawal policies, incorporating functionalities for discounts, subsidies, and proration calculations. 
•    Supports business rules related to eligibility, such as age restrictions, residency, membership requirements, and capacity limits. 
•    Enables priority registration and automated waitlist management with client notifications and defined workflows. 
•    Provides instructor-specific functionalities, including attendance management and participant assessment capabilities where appropriate. 
•    Users search, view, and manage course offerings using flexible filtering and detailed course information. 
•    Batch processing and administrative tools to efficiently manage course lifecycles and seasonal updates. 
•    Client records reflect complete registration and transaction histories related to course participation.
- Membership management
•    Facilitates the creation and administration of multiple membership tiers, each with configurable attributes including duration, pricing structure, eligibility criteria, and geographic access permissions 
•    Provides flexible pricing and payment options, including one-time and recurring payments, with appropriate controls for proration, discounts, and adjustments. 
•    Membership sales and lifecycle management, including activation, modification, suspension, and cancellation, with appropriate permissions and auditability. 
•    Supports linking memberships to broader service offerings to enable benefits such as preferential pricing and priority access. 
•    Provides configurable membership identification and access control mechanisms, including support for physical or digital credentials. 
•    Supports facility access management by enabling validation protocols, streamlined check-in procedures, and the implementation of customizable rules across multiple sites
•    Provides visibility into membership activity, payment history, and usage, including automated tracking and reporting. 
•    Supports automated communications related to memberships, such as renewal reminders and payment notifications.
- Facility rental management
•    Facilitates the configuration and management of multiple complexes, facilities, and facility types, incorporating active and inactive status controls 
•    Allows detailed facility settings, including operating hours, holidays, functions, capacities, attributes, alerts, and online display options. 
•    Supports robust fee management, including configurable pricing, extra fees, categories, taxes, GL account mapping, effective dates, and staff-based overrides. 
•    Provides comprehensive rental workflows, including multi-day rentals, recurring bookings, tentative-to-confirmed status, quotes, amendments, and audit trails. 
•    Facilitates configurable cancellation policies and enables efficient batch management of rental transactions. 
•    Booking interfaces includes calendar views, floor plans, color-coding, quick actions, and customizable layouts for users and administrators. 
•    Payment processing integration, including pre-authorized payments, online payments, receipt generation, and balance visibility. 
•    Maintenance scheduling is integrated with booking management, equipment rental processes, and resource availability tracking. 
•    Integrations support email servers, calendar management systems, online booking platforms, data import and export functionalities, and public display monitors. 
•    Web-based availability searches, online booking requests, and configurable user permissions for online bookings.
- Financial management
•    PCI-compliant payment processing across POS and back-office systems, including strong authentication, session controls, encryption, and strict separation of sensitive data. 
•    Multiple payment types and methods, including pre-authorized recurring and onetime transactions, and enable staff-controlled batch processing with comprehensive audits. 
•    Payment functionality includes masked card views, expiry notifications, declined payment handling, and client communications. 
•    Configurable accounting features, including accrual accounting, fiscal year settings, revenue deferral options by service type, and flexible general ledger management. 
•    Robust fee and discount management, including coupons, group and volume discounts, and staff-based overrides, while maintaining auditability.
•    Maintain up-to-date client account balances, support interest on overdue balances with configurable parameters and provide complete transaction history and reporting. 
•    Export of financial data, GL files, and integration with external ERP or accounting software platforms. 
•    Comprehensive search, reporting, and traceability should link all payments to their originating billing items, supporting accountability and reconciliation.
- Subsidy management
•    Manage multiple subsidy programs with different parameters, budgets, and GL accounts. 
•    Pre-defined eligibility criteria (e.g., residency, age, income, recognized need) and enforce approval terms and limits. 
•    Applying subsidies to specific services, memberships, courses, POS items, and price groups, including online registration where applicable. 
•    Staff functionality includes enrollment, tracking usage, approvals, and overrides based on permissions. 
•    Clients to subsidy approvals, usage, and register for eligible programs online. 
•    Maintain subsidy history even when client records are merged or updated. 
•    Automated notifications to alert clients of expiring subsidy approvals.