Library Productivity Software Solution

The Vendor is required to provide a web-based, contractor-hosted library productivity software solution and any associated implementation services to support library public-facing website content, promotion of programs and events, online registrations, and staff management of agency spaces and services.
- Content Management
•    Create, publish, and manage website content using defined templates, customizable fields, and reusable content components that match and can be customized to the agency website branding.
•    Allow staff to update public‑facing agency pages without requiring advanced technical skills or coding knowledge.
•    Allow staff to assign categories, tags, and metadata to content to support organization, navigation, and searchability.
•    Support configurable publishing workflows, including draft, review, approval, and scheduled publication or expiration of content.
•    Allow patrons to access clear, detailed information about agency programs, services, locations, and resources from public‑facing pages.
•    Allow staff to view, modify, and unpublish existing content, including the ability to restore previous versions when available.
•    Support staff workflows for creating, editing, duplicating, and organizing content, including internal staff notes and visibility controls.
•    Allow staff to create and manage landing pages for locations, departments, services, and program areas.
•    Allow staff to manage navigation menus, page hierarchies, and site structure with configurable visibility and access settings.
•    Allow staff to store customizable notes or internal documentation associated with content items, visible only to staff.
•    Support accessibility best practices, including alt‑text for images, accessible templates, and compliance with WCAG 2.1 AA guidelines.
•    Support public‑facing pages that include embedded or linked dynamic content such as events, room availability, or external tools.
•    Generate automated notifications to staff for content submissions, approvals, or scheduled publishing actions when applicable.
•    Provide reporting on content usage, page views, search terms, and engagement trends.
•    Provide public‑facing site search and embeddable widgets suitable for inclusion on agency web pages or external platforms.
- Event Calendars and Registrations
•    Create, publish, and manage events using defined categories, age groups, locations, and customizable fields.
•    Allow patrons to register for events directly from publicly available event listings.
•    Allow staff to assign event categories, age groupings, and apply customizable tags.
•    Support online registrations with configurable capacity limits, automated waitlists, and customizable registration questions.
•    Allow patrons to access detailed event information from listings, including clear indicators when an event has reached capacity.
•    Allow patrons to view, modify and cancel their own event registrations.
•    Support staff workflows for creating, editing, duplicating events, including recurring events, internal staff notes, and visibility controls.
•    Allow staff to plan and manage events, including reserving spaces.
•    Allow staff to view, edit, and cancel existing patron registrations.
•    Allow staff to store customizable notes visible only to staff.
•    Allow staff to record attendance for events.
•    Support public event pages, registration and waitlist functions, event series, presenter information, and cancellation policies.
•    Generate automated email notifications for registration confirmation, reminders, cancellations, and post-event communications.
•    Provide attendance tracking and reporting on registrations, attendance, no-shows, cancellations, and trends.
•    Provide public-facing calendar views and embeddable widgets suitable for inclusion on agency web pages.
- Room and Space Booking
•    Provide public online booking for defined spaces with configurable availability, blackout dates, lead times, duration limits, and daily/weekly reservation limits.
•    Display detailed information for each space, including capacity limits and photos.
•    Allow patrons to browse available spaces using filters such as room capacity and location, as well as a search function.
•    Allow staff to designate spaces as non-public, visible and reservable for staff only.
•    Allow patrons to make new reservations and manage existing reservations.
•    Allow patrons to make, review, and edit their own reservations and event registrations.
•    Allow staff to create, manage and edit all details for spaces.
•    Support room equipment inventories, setup and teardown buffer times, and blackout dates by location.
•    Support parent-child relationships within space reservation setup.
•    Allow staff to edit group reservations.
•    Allow staff to add notes in each user's account and display auto-recorded no-shows.
•    Allow costs/charges associated with room bookings.
•    Support recurring schedules for room reservations and events.
•    Configurable approval workflows (auto-approval and/or staff approval) by space, user type, or policy.
•    Policy enforcement including required acknowledgements of terms and automated conflict prevention.
•    Support Library of Things reservations and prevent conflicts across locations.
•    Support reservation of makerspace equipment.
•    Customizable notifications to staff and patrons for booking confirmations, changes, and cancellations.
•    Administrative reporting on space utilization and booking activity.
•    Provide API that facilitates mobile device room bookings and integrates with agency customized library app or mobile devices.