Recreation and Parks Recreation Management Software

The Vendor is required to provide the Village with a recreation management software package.
- Software must be capable of fully handling all aspects of the Department’s program registration, facility reservations, memberships, camps, aquatics, point of sale, ticketing, sponsorships and donations, mass emailing and customizable, detailed reporting for programs, reservations and other data captured by the Software.
- Core Recreation Management
•    Program registration and enrollment
•    Class rosters and attendance tracking
•    Waitlists (basic configuration)
•    Family/household account management
•    Resident and non-resident pricing structures
- Facility Reservations & Rentals
•    Facility and space scheduling
•    Reservation requests and bookings
•    Deposits, refunds, and cancellation rules
•    Calendar views and conflict management
- Memberships & Passes
•    Membership sales and renewals
•    Passes (daily, seasonal, multi-visit)
•    Barcode-based validation
•    Membership reporting and usage tracking
- Point of Sale (POS)
•    Front-desk POS transactions
•    Retail item sales
•    Cash, credit card, and check processing
•    Refunds and adjustments
- Financial Management
•    Revenue tracking and reporting
•    GL coding and exports
•    Financial reconciliation reports
•    Integration support for ERP systems (e.g., Munis)
•    Project- and activity-based financial reporting
- Customer Communications
•    Email notifications and confirmations
•    Program reminders and alerts
•    Receipt generation
- Forms & Waivers
•    Digital waivers (basic)
•    Required acknowledgements during registration
- Reporting & Analytics
•    Standard operational and financial reports
•    Custom report creation (often requires vendor support)
•    Exportable data sets
- Staff & Administration
•    Role-based staff access
•    User permissions
•    Activity and transaction history
- E-Commerce / Online Services
•    Public-facing online registration portal
•    Online account management
•    Mobile-responsive web interface (not app-dependent)
- Donations / Sponsorships
•    Public-facing online donation and sponsorship portal
•    One-time and recurring donation processing
•    Sponsorship purchases tied to programs, events, facilities, or initiatives
•    Donor and sponsor account association (household, individual, or organization)
•    Customizable recognition and anonymity options
•    Automated receipts and acknowledgements suitable for tax documentation
•    Donation and sponsorship revenue tracking and reporting
•    Integration with financial exports and reconciliation processes
- Enhancing the customer service experience while continuing to offer customer’s flexibility with processing of activity registrations, memberships, sponsorships, donations, ticketing and facility reservations.
- Providing integration between applications and other software systems used by the Village 
(i.e. E-Pact, Tyler Technologies ERP, GIS for address validation).
- Improving system users’ ability to interact and to communicate with the Village.
- Providing customers with an intuitive online portal for all their recreation needs.
- Improving operational efficiencies with the latest technology, including artificial intelligence and use of a mobile application for program registration, membership maintenance, and other transaction needs.
- Providing a mobile-first, responsive website design that adapts seamlessly to all screen sizes, prioritizes fast load times, simplifies navigation with touch-friendly menus, highlights essential content, and is tested across devices for a consistent user experience.
- Utilizing mobile scanning, ticketing and rosters.
- Improving online facility scheduling for customers.
- Improving demographic reporting.
- Utilizing marketing tools and enhance outbound customer communications.
- Providing ease of use and access to customized reporting.
- Website must be ADA compliant following the Web Content Accessibility Guidelines (WCAG 2.1 Level AA). The website must be updated to meet any ADA compliance changes that may occur over the life of the contract.
- The implementation methodology should include, at a minimum, the following tasks:
•    Project Management Services that support each step of the implantation
•    Transition plan from current operating system to new software
•    Software installation, if applicable
•    Initial training plan of project team with Village staff
•    Software configuration
•    Data migration and integration plan
•    Software integration with Tyler Technologies Munis
•    System testing plan
•    Training plan for staff both short and long-term
•    Final deployment and Go Live support
- The Village accepts credit card payments online and in-person.
- The Software shall provide a streamlined process for customer sorting and search functions to assist with merging and cleanup of accounts.
- The Software shall provide a customer management and reporting function for marketing, broadcasts, and alerts. Customers shall have access to schedules for individuals and family members in a daily, weekly and monthly format. Customers shall have access to view historical and current records for registrations, reservations, transactions, receipts, waivers and access to modify the information of family members.