Recreation Management Software

The Vendor is required to provide recreation management system (RMS) to meet current and future departmental needs of the aspen parks and recreation department with the exception of the golf operations.
- Requirement:
1. Scheduling and facility management
• Integrated scheduling grid for facility booking and availability management.
• Support for facility scheduling across multiple locations. Including one location that rents out artist spaces.
• Click and drag editing capability on the facility calendar.
• Real-time facility availability displays for staff and public users.
• A locker management system that allows staff to track long-term rentals, preferably with locker room maps.
2. Flexible registration
• Ability to easily register for activities both in-house and securely online.
• Options for registering participants in multiple programs, including camps, lessons, dropin, and recurring activities.
• Create session-based programs and daily/flexible programs such as after school and summer camps.
• Capability for multiple family member registrations in a single session.
• Participants to register and cancel classes/programs within a certain timeframe.
• Clear way to set up and have waivers and questions at the time of registration.
• Register for private lessons or personal training sessions online via an easy-touse calendar format.
• We require a robust platform for staff to manage instructor availability for these registrations.
• Capability to use a waitlist for popular programs with the ability to bulk manage the waitlist.
• Restrict program participation based on age and grade.
• Bulk edit/cancellation for programs.
• Parents & staff to view & enroll by pattern option (m/w/f for example) or by month/week rather than having to click each day for each child.
3. Ada compliance
• The RMS must meet or exceed WCAG 2.1 level AA requirements for web accessibility.
• Documentation of ADA compliance, either through a third-party accessibility evaluation or a voluntary product accessibility template (VPAT).
4. Mobile application
• Include a mobile app compatible with both iOS and android.
• Functionality to support on-the-go scheduling, registration, and payment processing for both users and administrators.
• The preference is with a native application.
• Easy interface for customers
5. Financial reporting and integration
• Comprehensive financial reporting tools, including customizable reports for revenue, expense tracking, balance sheet accounts such as customer account credits and gift card balances, and cost analysis that can be saved, emailed, or exported. Excel is the preferred format for reports over pdf.
• Integration capability with the city’s financial management systems, either through an API or with excel files sent via automated daily emails.
• PCI-DSS compliance for secure payment processing.
• Clear process for handling credit card chargebacks and disputes.
• Ability to integrate with power bi.
• Single sign-on is preferable for user account creation.
• Integration of apple pay and google pay for payment processing is preferred.
• The ability to fund and manage scholarships within the system as well as distribute them to customer households is required.
• Allow us to assign expiration dates to account credits and gift cards.
6. Pass management
• Create a variety of memberships; sell memberships (seasonal/non-seasonal), punch cards, in-house or online; scan members in and out of facilities; as well as set recurring member billing.
• Sell and track gift cards.
• Digital ID cards, stored within apple wallet, google wallet, a mobile app or similar are preferred.
• Front desk staff to choose which membership is used for admission when a customer holds multiple passes.
• Membership scans to be automatically processed without staff action needed. We should be able to specify which membership is scanned first (ex// the system checks a member in with an annual pass first even if the member also has a punch pass.)
• Use memberships and punch passes to check in for classes and programs online is a desired feature.