Operations Management and POS Software

The Vendor is required to provide for competitive responses from businesses engaged in providing operations management and point of sale software.
- Education Programs, Lessons, and Events
•    Mobile-friendly (via phone or tablet) platform – mobile view friendly in a browser preference, not a requirement. Staff must be able to use a tablet for their needs.
•    Ability to digitally check-in – URL, QR code, barcode, email, SMS
•    Ability for public to register online 
•    Ability to create and schedule automatic surveys via email, QR code, or SMS (optional for SMS)
•    User base access for surveys - ability for our internal users to change survey verbiage, add new surveys
•    Admin options – including but not limited to: 
o    Set the date
o    Mark program as cancelled
o    Set the price (or offer a free program)
o    Set the minimum and/or maximum age allowed at a program given a specific date
o    Set opening and closing registration dates per program
o    Option to have a waiting list (or not)
o    Allow online registration
o    Hide from online viewers (if in progress of building, making changes, or if you don't want the event to be listed publicly)
o    Set a minimum and/or maximum number of participants/registrations allowed
o    Require pre-requisite if necessary
o    Attach surveys
o    Automatic session reminders with notes for reminders that are program-specific (such as meeting location, what to bring, etc.)
o    Allow options to pay later (that are internally set).
o    Set GL codes based on specific program
o    Add add-ons (such as optional additional fees, such as a camp t-shirt, for example)
o    Attach applicable discounts per program
o    Set prompts (including specific questions like an emergency contact, etc. Or how many of something someone wants)
o    Set waivers 
o    Attach maps, brochures, or other information as a separate attachment
o    Set a description with words and pictures
o    Set a receipt footer with custom instructions that are program-specific
o    Schedule the program date, time, location (program-specific)
o    Ability to QR-link someone directly to the program listing
o    Some way to identify the instructor (internally) of the program, such as setting an admin or instructor to the program
•    Invite only register and course access 
•    Participant roster that can be printed  
•    Ability for staff to modify the registration listing outside of closing window
•    Ability to edit rule(s)/override closing window, schedule change
•    Ability to collect program specific information such as ability, height, weight, age, etc. During registration that is program-specific 
•    Must be pi secure
•    Display logic needed depending on what service or item is purchased (will ask or not ask for more information based on how the pervious question is answered)
•    Ability to send automatic notification to wait list participants on first-come, first-served basis when spots open up 
•    Ability to send mass notifications to a current class roster (email and text) without being restricted by auto-opt out options for things like program updates and emergency notifications
•    Ability to contact a specific group of people based on previous registrations
- Activity Registrations/Reservations
•    Mobile-friendly (via phone or tablet) platform for in-person sales as well as online registrations/reservations by customers 
•    Display logic needed depending on what service or item is purchased (will ask or not ask for more information based on how the pervious question is answered) such as “booking restrictions” based on age (ex. Having to purchase an adult ticket prior to a youth ticket for a certain age being available)
•    Ability to easily and quickly refund an activity with the ability to prorate a refund if necessary.
•    Ability to pull up a digital ticket on mobile device with bar code/QR code to scan to check in 
•    Ability for public to register online
•    Ability to customize survey questions and distribution to be automatic post activity 
•    Survey distribution via email
•    High level of customization per offered activity including but not limited to:
o    Variable availability times including specific activities on specific days or certain hours on certain days
o    Variable activity length activity booking ability (option to set a minimum and maximum amount of time within a given time window a person can reserve)
o    Ability to create “prompts”, or questions asked of the activity-goers specific to the chosen activity (weight, age, etc.)
o    “resource-based” availability – based on the above questions answered, system knows how many activity tickets are available (i.e., certain horses for rides being able to accommodate certain aged or weight of rider and the system being able to know the max number to allow of people for that type of registration 
o    Set the price
o    Set the minimum and/or maximum age allowed at to participate in the activity given the specific date
o    Ability to easily set open and closed registration dates
o    Option to have a waiting list (or not)
o    Allow online reservations as well as in person reservations (that share the same availability calendar)
o    Hide activity from online viewers (if in progress of building, making changes, or if you don't want the activity to be listed publicly)
o    Request surveys post-activity
o    Ability to invoice for reservations (individuals, birthday-type packages, and large groups)
o    Set GL codes based on specific program
o    Add add-ons (such as optional additional fees, such as a camp t-shirt, for example)
o    Attach applicable discounts per activity type
o    Set waivers 
o    Set a description with words and pictures
o    Set a receipt footer with custom instructions that are activity-specific (i.e., “please arrive 15 minutes prior to your reservation, remember to wear a hair tie”, etc.)
o    Ability to QR-link someone directly to the activity booking page
•    Ability to register large groups for private sessions
o    Ability to offer groups discounts internally when appropriate such as discount codes, group/organization discounts, and discount applied once a certain number of tickets purchased/group size
o    Ability to override and change pricing 
o    Ability to create a package (ticket includes other sale items and event benefits)
•    Offers both online and in-person sales of session ticket (tubing hills with limited availability, inventory, and certain booking periods) and classes (EE programs, 
•    Ability to sell varied-hour activity passes (hour passes, day passes, and season passes that all get applied to the same activity resource base
•    Keep inventory/count of season pass holders and apply to day count of customers/set capacity
•    Allow season pass holders to reserve for the day 
•    Participant roster of current day reservations/booking list that can be printed – emergency planning usage, as well as real-time visibility for staff into lesson rosters, associated rentals, etc.
•    Ability to gather information on a program-to-program basis such as ability, height, weight, age, etc. During registration
•    Pi secure
•    Ability to save customer information from first purchase (name, email, preferred payment method)- next time just asks them to confirm so they don’t have to put it in again 
•    Waiver capabilities (ability to sign a waiver at time of booking whether online or in person and have it link to a specific booking) 
•    Store wavier in software
o    Waiver is valid for one year and system can automatically track when waiver is valid and when it needs to be completed
o    Waiver is able to be sent electronically, ideally texted, to guardians when minors arrive unattended. 
•    Ability for guests to pay for programs, equipment rentals, passes, etc.  In a single transaction if desired, both online and in-person
o    If multi-step payments, ability to tie all components to the same guest and reservation profile, if desired
•    Shared inventory of equipment across the equipment rental and programming so that if a piece of equipment is being used for a lesson/program, it is reflected as not available for rent both on-line and in-person
- POS
•    Mobile-friendly (via phone or tablet) platform for in-person sales as well as online sales by customers
•    All-in-one Shopping Cart Checkout – allows all purchases in one cart for one transaction regardless of item being purchased (activities, concessions, merch, equipment rentals, etc.)
•    Inventory management
o    Ability to assign and manually enter costs of goods and compare prices they are sold at in reporting
o    Assign fees
o    Monthly, weekly, and quarterly price reporting
o    Loss and gain report
o    Ability to inventory internal-use-only items such as apparel, hidden from the public
o    Ability to auto-generate replacement orders when stock levels reach a predefined threshold
o    Master inventory list with minimum and maximum inventory levels to run a refill or over stock report 
o    Ability to add new inventory items and adjust qualities as well
•    Barcode scanning-capable 
•    Ability to customize the taxes charged on certain items
o    Ability to make certain items or accounts tax-exempt
•    Memberships/season-pass capabilities
o    Show up in person and use their membership to check in to the hill, and that check in will affect the overall number of people on the hill/registered in that activity
o    Usage is registered/discounted/tracked for all things purchased in-person AND online (Users can register online - Activity section)
o    Discount on POS items for pass holder 
o    Need guest portal if they do not want to sign into an account
•    Ability to ring out items at no charge for internal use and/or at no charge while still affecting inventory counts 
•    Donation solicitation options at checkout as well as option for customer to “round-up” their purchase as a donation both for online and in-person purchases 
•    Ability to require 3rd party software usage for things such as festival sales, etc. (external contractors that we don’t want to give a full login to but whom we would like to all be on our software for tracking and sales awareness) 
•    Simplified kiosk-style pin login for employee for quick access (4 digit) 
•    Ability to sell a gift card that can be used across our offerings, not just at one location
•    Ability to exchange an item for a different item within a single transaction
•    Tap-to-pay/Apple Pay compatible