Recreation Management Software

The Vendor is required to provide recreation management software must support industry open standard touch screen computers, bar code scanners, cash drawers, programmable keyboard or keypads, magnetic stripe readers, customer displays, mobile smart phones, tablets, and other peripheral hardware.
- Requirements – functional:
•    User friendly registration system for both front desk staff and patrons through an online interface accessible on a variety of devices 
•    The ability to export data from the software system for the purpose of producing printed and web-based program brochures 
•    Point-of-sale system that provides for internal cash controls and allows for payment intake at multiple locations 
•    Responsive design – smart phone and tablet style capabilities for viewing and registration on a variety of devices as well as compatibility with various internet browsers 
•    Training – user and administrative training for a minimum of 10 employees.
- Requirements – technical:
•    Content management system – preference will be given to a mature, proven well-known CMS that supports multiple secure user accounts that enable specific view/report/add/edit permissions 
•    Software should be reliable, secure and robust, in accordance with industry standards and practices. 
•    The software must be cloud based (software as a service) platform 
•    Ability to integrate with other software solutions via an API or other methods that would allow the potential for CRM and web site interfaces
•    Software will contain an accurate and complete audit trail that ensures efficient processing 
•    Software must be able to identify and itemize all fees; such as program, rental, transaction, and convenience fees. 
•    Must have the ability to provide total program costs to client. 
•    Software must be compatible with the county’s financial software, Tyler Munis, and post transactions to the general ledger 
•    Software shall include the ability to implement different security access levels, and elevated admin privileges to appropriate staff. 
•    Launch live date – targeted for July 1, 2026 
•    Software must have a comprehensive storage procedure to store all documents and records in a manner that is easily retrievable by county. 
•    Software must have cybersecurity protections and company must provide cyber liability insurance coverage.
- Specific requested features:
•    Specific registration features including but not limited to: sport team roster management, sport team schedule management, and priority registration 
•    GIS residence integration 
•    Financial features including but not limited to: ability to withdraw a student at a prorated amount 
•    Ability to run a range of customizable reports based on target demographics, such as age, grade, previous program registration, resident, non-resident and other software field
•    Robust search features for both staff and patrons 
•    Ability to communicate with patrons including emailing, texting receipts, registration confirmations, promotions, special events and membership information 
•    An online feature for indoor and outdoor facility and picnic reservations (such as athletic fields, food trucks, and programmable rooms) that includes the ability to view and reserve facilities online, preferably in a calendar-based format that will automatically block reservation slots from future reservations to prevent double bookings 
•    Ability for patrons to print and upload documents, waivers, parent manuals, facility use permits, and other forms with the options for online signature for acknowledgements, waivers and other forms 
•    Ability to schedule and process automatic monthly electronic transfer transactions from participants to programs such as memberships and drop in passes 
•    Ability for attendance tracking of programs, with possible functionality for secure sign-in and sign-out of children from programs such as summer camp and early childhood pre-school 
•    Ability to have user and admin defined login modules (contract instructor portal) that allows only certain aspects of registration to be viewed by authorized individuals (class rosters, supply fees, etc.) 
•    Ability to send facility reservation contracts from system to client and client reply returns via outlook email 
•    Ability to communicate with the county website 
•    Participant profiles to streamline inclusion process (i.e.: once the accommodation box is checked the appropriate staff is notified.)
- Additional wish list feature:
•    Integrated mobile app feature for both iOS and android
•    Integrated with Musco lighting for field lights.