Space Management Software

The Vendor is required to provide cloud-based recreation and membership management platform is to allow residents to easily view, search, filter (e.g. Data, time, activity type), and sign up for classes at agency centers, and to assist staff in scheduling classes.
- Core customer and membership management
•    The platform should include a centralized member and contact database with support for individual and shared and family accounts. 
•    Staff should be able to customize membership types and durations, including freezing and ability memberships. 
•    The platform should collect and store relevant information from users at the time they register for accounts. 
•    This should include a primary address (to ensure eligibility), gender, data of birth, contact information, and an emergency contact. 
•    All user data must be encrypted to ensure privacy.
- Registration and scheduling
•    The platform should include a central landing page that allows users to search and filter classes. 
•    These filters should include those listed below. 
•    Staff should be able to post certain filters or sets of filters as a hyperlink (e.g. If staff want to promote afterschool classes taking place in December 2026, users should be able to click a link that automatically applies those filters).
•    The platform should allow staff to create and publish one-time and recurring classes, with the option of having restricted and capped signups or unrestricted signups.
•    The platform should include capacity management tools, such as waitlists, scheduling conflict avoidance, attendance tracking, and ticketing. 
•    The platform should include multi-activity registration workflows.
- Reporting and analytics
•    The platform should include operational, financial, and membership analytics. 
•    The platform should include at least basic reporting capabilities and allow staff to easily export data as .xlxs and .csv file types.
- CRM and marketing automation
•    The platform should include the built-in email marketing (campaigns, templates, segmentation) functionality and allow staff to send out automated communications based on member interactions and triggers.
- Technical and security
•    The platform should be a software-as-a-service (SaaS) product with web-based access from any device. 
•    The platform should include role-based security and permission controls. 
•    Data should be encrypted in transit and at rest.