Event and Building Scheduling System

The Vendor is required to provide comprehensive event and building scheduling system that consolidates multiple operational functions currently managed through disparate platforms.
- The solution shall streamline facility management, staff scheduling, payment processing, and customer relationship management while eliminating redundant data entry and improving operational efficiency.
- Functional requirements
1. Building and event scheduling system
•    Intuitive calendar interface for facility and room reservations
•    Real-time availability checking across multiple spaces
•    Conflict detection and resolution capabilities
•    Recurring event scheduling with customizable patterns
•    Drag-and-drop functionality for schedule modifications
•    Multi-location support for town of parker cultural facilities
•    Waitlist management and automated notifications
•    Equipment and resource allocation tracking
•    Setup and breakdown time scheduling
•    Customizable booking rules and restrictions by facility type
•    Customer friendly mobile experience
2. Staff scheduling module
•    Employee self-service portal for availability submission
•    Shift bidding and preference management
•    Automated schedule generation based on availability and requirements
•    Mobile accessibility for staff to view and manage schedules
•    Time-off request management and approval workflows
•    Minimum staffing requirement enforcement
•    Certification and qualification tracking for position assignments
•    Shift swapping capabilities with supervisor approval
•    Integration with UKG payroll system for hours tracking
•    Real-time schedule updates and notifications
•    Track pre-qualified and external vendors, e.g. Caterers, for events
3. Room layout and space planning
•    Cad drawing integration and storage capabilities
•    Drag-and-drop floor plan designer
•    Equipment and furniture inventory management
•    Multiple layout template storage per room
•    Visual capacity planning tools
•    3d visualization options for client presentations
•    Setup requirement documentation
•    Photo gallery integration for venue marketing
•    Measurement tools and space calculations
•    Print-ready layout exports for event staff
4. Financial tracking, reporting, and payment processing requirements
•    Core financial reporting
o    Daily transaction summaries by location, user, and payment type
o    Cash drawer reconciliation and end-of-day and shift balancing
o    Revenue summaries by category, program, or GL account
o    Tracking of refunds, voids, adjustments, chargebacks, and disputes
•    Invoice management
o    Generate and issue invoices (one-time and recurring), including linkage to bookings
o    Track invoice status (open, partial, paid, overdue, voided)
o    Associate invoices with customer accounts and transactions
o    Automated billing and past-due notifications
o    Support partial payments, installment billing, and payment plans
•    Accounts receivable (AR)
o    Maintain customer balances and payment history
o    Aging reports (30/60/90 days)
o    Track credits, adjustments, write-offs, and late fees
o    Reporting on outstanding receivables
•    Payment processing
o    Accept multiple payment methods:
1.    Credit and debit cards
2.    ACH and check
3.    Digital wallets
4.    Cash and checks
o    Process in-person, online, and phone payments
o    Support recurring payments, installments, and payment plans
o    Refunds, voids, reversals, and declined transaction handling
o    PCI-compliant processing with secure data handling and tokenization
•    Cash handling and daily balancing
o    Support cash drawer management by user and location
o    End-of-shift and end-of-day cash balancing
o    Daily deposit preparation and tracking (cash and checks)
o    Ability to record over and short amounts and discrepancies
o    Segregation of duties for cash handling and reconciliation
o    Reporting on cash activity and deposit totals
•    Rental and bar deposit management
o    Record deposits as liability (unearned revenue)
o    Support rental and bar and consumption-based deposits
o    Track deposit status (held, applied, refunded, forfeited)
o    Apply deposits to fees, damages, or charges (partial or full)
o    Reclassify liability to revenue upon application
o    Process full or partial refunds with audit tracking
o    Maintain complete audit trail of deposit lifecycle
5. Customer relationship management (CRM)
•    Lead capture and tracking from multiple sources
•    Pipeline management with customizable stages
•    Win and loss analysis and reporting
•    Communication history logging per contact
•    Task assignment and follow-up reminders
•    Lead distribution and ownership tracking
•    Email template library for common communications
•    Automated follow-up sequences
•    Customer segmentation and tagging
•    Integration with marketing campaigns
•    Sales forecasting and goal tracking
•    Conversion rate analytics by lead source.