Recreation Management Software

The Vendor is required to provide recreation management software is utilized to streamline many processes to make the necessary functions as accessible as possible for both the public and city staff.
- Core functions and features:
1. Internal staff use and back end management
• Software solution shall provide an intuitive and user-friendly interface that enables staff to efficiently enter, manage, and customize data.
• The system shall support comprehensive program and facility configuration, including the ability to establish and modify fees, parameters, rules, and restrictions.
• Functionality shall include tools that facilitate internal communication of critical information among departmental staff.
• Responsive and solution-oriented customer support during the hours of 7:00 a.m. To 5:00 p.m. Central time.
• The system shall include access to ongoing training resources, documentation, and webinars.
• Data migration services shall be available to ensure the secure transfer and archival of existing records.
• The system shall also provide the capability to export data and rosters into excel in formats that can be customized and manipulated by staff.
2. Account management
• The system shall provide robust account management functionality, including the ability to apply discounts, special fees, and track household balances.
• It shall securely capture and store electronic signatures for waivers, agreements, and related documents.
• The solution shall support secure storage of payment information to facilitate auto-payments, refunds, and streamlined transactions.
• The system shall allow credits to be issued and applied in lieu of refunds and shall include controls to prevent the creation of duplicate accounts.
3. Facility and venue management
• The software shall support online reservations for shelters, community rooms, sports fields, courts, pools, and other reservable facilities.
• It shall provide functionality for managing annual and multi-year leases for community gardens, boat harbors, and similar assets.
• Recreation centers shall be able to schedule gyms, courts, and community rooms, while aquatic centers shall have tools for lane reservations, swim lessons, and pool scheduling.
• The system shall support scheduling of event and meeting spaces and shall include equipment and resource management for items such as tables, chairs, linens, and a/v equipment.
• Facility calendars shall offer robust filtering and viewing options for both internal and external users and controls in place to prevent double-bookings at rentable spaces.
4. Program and event management
• The system shall support online and in-person registration for classes, programs, workshops, and recreational leagues.
• It shall provide management tools for seasonal programs, including summer camps, after-school programs, and senior activities.
• Check-in and check-out functionality shall be available for day camps and drop-in programs.
• The system shall offer advanced search, sort, and filter capabilities to assist customers in locating programs efficiently.
• Automated notifications shall be available for reminders, cancellations, updates, and calendar integrations.
• The solution shall support variable fee structures, including resident and non-resident pricing, early-bird and late fees, and financial assistance discounts.
• Registration and ticketing functionality shall be available for special events and festivals.
5. Membership and pass management
• The software shall support digital and physical membership cards for recreation centers and aquatic facilities.
• It shall manage multi-use and daily passes, including punch cards and annual memberships.
• Gift card administration and tracking shall be included.
• The system shall support variable fee structures such as resident and non-resident pricing, early-bird and late fees, and financial assistance discounts.
6. Payment processing and financial management
• The system shall support secure online and in-person payment processing for credit and debit cards, ach transactions, and digital wallets.
• It shall have the ability to support multiple cost and revenue centers for programs and services.
• A point-of-sale module shall be included to support concession operations with inventory management and reporting capabilities.
• Mobile payment functionality shall be available for drop-in programs, remote activities, and passive donations.
• The system shall be able to distinguish between credit and debit card transactions and allow credit card and banking surcharges to be passed through to customers.
• Automated billing and invoicing shall be available for facility rentals and memberships.
• The solution shall support discounts, subsidies, scholarships, and waivers.
• Financial reporting tools shall provide budget tracking, revenue forecasting, and reconciliation with municipal finance systems.