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The Vendor is required to provide a comprehensive Parks & Recreation program registration, management, and payment software solution that supports program administration, customer engagement, financial processing, reporting, and secure data management.
- Core Functionality Requirements
• Program registration (online and in person)
• Facility and park rental management
• Membership management
• Payment processing (including refunds) and point of sale capabilities
• Waitlist management and cancellations
• System must support EMV-compliant chip readers, printed and digital customer receipts, and daily cash drawer balancing workflows for multiple locations.
- User Experience Requirements
• Mobile-friendly public interface
• Intuitive staff dashboard
• Mobile application for Android and iOS
- Integration and Compatibility Requirements
• Accounting and finance system integration (Caselle)
• System must support export files that can be mapped or imported into City’s financial system, including GL coding fields, transaction level detail, and customizable export templates.
• Marketing and communication tools
• Calendar synchronization
• Payment gateway compatibility
• Cloud based deployment options
• All financial and registration data exports must be available in CSV and Excel formats and allow reporting by both transaction date and disbursement date
- Reports and Analytics Requirements
• Financial reports
• Utilization and attendance reports
• Customizable dashboards
• Invoice tools
• The system must provide daily reconciliation reports that allow staff to match deposits, refunds, adjustments, and cash drawer activity to accounting records.
- Cash Receipting Requirements
• EMV-compliant chip readers
• Printed and digital receipts
• Daily balancing workflows for multiple locations
• Cash drawer reconciliation reports
• Staff-level permissions for cash handling
• Exportable daily deposit summaries
- Data Exportability Requirements
• Full export of participant, program, and financial data
• Non-proprietary formats (CSV, Excel)
• Ability to export historical data without additional fees
• Export templates that can be mapped to Caselle.
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