Recreation Management Software Implementation Solution

Seeking a vendor to implement and support a feature-rich recreation management software solution for customer account management, billing, mobile access, and compliance with industry standards.

Provide functionality to store, manage, and maintain customer records including personal information, demographic information, contact information, and addresses.
Associate related customer records as families, households, companies, or organizations, allowing access to information or actions for associated customers.
Provide tools for identifying and consolidating duplicate customer records.
Prevent duplicate accounts based on a unique identifier (email or phone number).
Allow customers to hide or remove members in family accounts.
Validate residency based on address (GIS integration), file upload (ID card, utility bill), or other functionality not requiring in-person visit.
Provide a field to store a customer identification photo.
Provide document storage for client waivers, insurance, and medical forms.
Produce and maintain various time-based membership packages.
Produce and maintain membership punch passes with a finite number of uses and expiration dates.
Provide functionality to design and print standard ID sized membership cards with barcodes.
Validate membership passes using optical card reader technology.
Validate membership passes using legacy membership card numbers (from current system, XPLOR/Perfect Mind).
Show member photo on screen and pass status (current/expired) when a membership pass is validated.
System must be able to use biometric membership authentication (e.g., a hand reader).
Provide option for a mobile validation/membership card.
Automated client billing including features that automatically update expiration dates for the same card number.
Provide functionality for sale of items or drop-in services that do not require collection of customer data or information.
Provide signal cash drawer hardware to pop open for cash/check transactions.
Configure different POS screen layouts by location.
Customize text content of POS receipts, such as addition of disclaimer.
Accept split tender payments for POS transactions.
Ability to hide/deactivate items that are no longer offered, including classes, users, and facility bookings.
Report on POS item usages.
Provide inventory control/management.
Provide equipment rental check-in/check-out functionality.
Provide functionality to configure and register customers for various types of activities which require customer data collection.
Activities can be categorized for easier browsing and searching by staff and customers.
Activity registration transactions allow for multiple payers and split tender.
Activities can be configured by specific date and time duration.
Activities can have recurrence (such as daily, weekly, monthly) during a specified time period.
Activities can be defined with a minimum/maximum attendance capacity, and minimum/maximum age.
When an activity’s capacity is fully booked, there is an option for the system to keep a waiting list with a set number of spots.
A printable roster report shows customers who have signed up for an activity.
Activities can require that multiple agreements and/or waivers be signed by the customer.
Waivers and agreements can be digitally signed before the payment transaction is completed and stored in the system.
Activities can be associated with an instructor whose contact information appears in the activity information.
Activity can have pre-requisites (such as complete level 1 before signing up for level 2).
Activity information can be exported to desktop publishing software for creation of brochures.
Auto generated course reminders can be sent to registrants.
Text alerts for course changes/cancellations can be sent to registrants.
Mobile client check-in / attendance tracking for various users with multiple check-in methods.
Attendance check-in / tracking after a class/event has occurred via a web portal.
Members can book for guests that aren’t family members for events/activities.
Provide instructor payroll management.
Provide instructor hours and availability management.
Instructors are notified via email when a customer signs up for their activity.
Instructors are able to be granted limited user access to the system to manage their activities and view/manage rosters for their classes only.
Filter priorities can be set/updated to meet needs.
Provide functionality to reserve or rent facilities/equipment for use by customers.
Customers can view list of facilities with available and booked time slots from customer portal.
Facility reservations/booking can be set up to be recurrent, with individual instances removable.
Facility reservation time blocks can be customized and updated for different types of online reservations.
Customers can request a reservation via customer portal, which is pending until accepted or rejected by staff.
Interface with Musco lighting control system to provide the option to automatically turn on/off sports field lighting based on facility booking start/end times.
Team rental – ability to release unreserved field space to pre-approved teams so they may reserve and pay online, with auto-generated alert to staff.
Allow customizable time blocks for different online reservations and program start times.
Provide functionality for customers to self-register and manage their customer accounts through a customer self-service website.
Provide functionality to sell membership passes via customer self-service website.
Provide functionality for customers to search for and to self-register for activities via customer self-service website.
Customers can view/edit their personal information and profile from within the customer portal.
Customers can view current and past memberships from within the customer portal.
Customers can view current and past activity registrations from within the customer portal.
Customers can view current and past facility rentals and reservations from within the customer portal.
Customers can manage their interests for marketing purposes from within the customer portal.
Customer portal uses responsive design standards that automatically adjust styles and formatting based on screen size.
Customer portal website can be customized to display custom images, logos, colors and styles.
Customer portal website is designed in compliance with industry standards and government regulation such as W3C / WCAG / ADA.
Customers have the ability to submit documents/forms through the customer portal.
Customer functionality available through iOS/Android mobile applications.
Provide social media sharing tools/buttons for easy sharing online.
Built-in reports can be customized to incorporate City seal and styles.
Provide fully custom reporting based on access to database tables or views.
System generated reports can be exported to Microsoft Office (Word, Excel).
System generated reports can be exported to PDF.
Provide staff task management – automated and recurring staff tasks with alerts.
Provide users and role assignment reports.
Provide mass email (e-newsletter) functionality to market to and distribute information to current and past customers, based on filters by interest or past activity.
Allow customization of mass email style template.
Provide report for creation of mailing labels for specific customer groups.
Provide tools to create and export course brochures.
Provide gift card/coupon management.
Provide web page creator / editor to create custom web marketing content.
Provide text communication capabilities.
Provide report for cash register daily close outs.
Provide report to audit a location's transactions over a specified time frame (Daily, Monthly, Yearly).
Provide reporting for revenue, expenses, and basic financial statistics over a specified time period.
Export daily receipt transactions at the detail transaction level or at a summary level to CSV/Excel, for import into Tyler Munis Financial System.
Associate system transactions with GL accounts using format of Tyler Munis Financial System.
Provide auto generated daily report to facility supervisor.
Ability to isolate account credit balance from new charge.
Ability to track refundable security deposits received and interface with Tyler Munis Financial System to export a file to record refundable deposits paid out.
Ability to report at a detail level, refundable deposit activity at the customer level and deposit balances at a customer level.
Provide functionality for designing, printing, selling and tracking tickets for general admission events.
Provide a functionality to scan and validate a barcode/QR code on the ticket or remove a portion of the ticket, for redeeming purposes, preventing re-use.
Provide the ability to book tickets for multiple people/guest booking in one account.
Provide functionality for registering individuals or teams to participate in various sports tournaments.
Customers can sign up for tournaments individually or as a team via the self-service portal.
Customers can sign up for interest lists to help find and form teams based on preferences and availability.
System can generate different draws of various types (knock-out, round-robin) with the option for playoffs and consolation games.
Print reports for draws, schedules, team lists, and player lists.
Publish tournament schedule, viewable through the self-service portal or website.
Create tournament schedules based on court and player availability.
Tournament days and time slots can be specified by tournament managers & administrators.
Provide administrative user access to system settings and configuration.
Ability for administrative users to add and remove staff users accounts.
Assign permissions to users based on role or group membership.
Microsoft Active Directory integrated login available for staff users.
System and credit card payment processing interfaces are PCI Compliant.
System is compatible with PCI compliant credit card readers.
Streamline process for accepting payments, credits, and refunds.
Ability to change screen layouts.
Ability to add user defined fields.
Ability to change field labels.
Ability to store file attachments with system records (e.g. photos, waivers, and other documents).
Full test/training environment available for staff testing and training purposes.
Offers on-line help functions and training tutorials, with search functionality.
Application provides encryption for data transfers, for passwords and utilizes industry standard security processes.
Solution uses responsive design, ensuring that both staff and customer interfaces are optimized for use across a variety of mobile devices and screen sizes.
Multi-Factor Authentication login support for all users (staff and customers).
SAML 2.0 support for Single Sign-On for staff login.

$500,000 – $1,500,000

City of Mission Viejo

Organization overview and procurement intelligence available on paid plans.

This RFP requests a comprehensive recreation management software implementation solution. The system should provide robust tools to identify and consolidate duplicate customer records and validate residency using GIS integration, file uploads (such as ID cards or utility bills), or alternative methods that do not require in-person visits. Additional features include allowing customers to manage members within family accounts, automating client billing with capabilities to update expiration dates for recurring card numbers, and configuring unique POS screen layouts by location.

The software must also offer customizable POS receipt text, text alerts for course changes or cancellations to registrants, and support mobile client check-in and attendance tracking with multiple check-in methods. Attendance tracking must also be accessible after events via a web portal. Customers should be able to view and edit their profiles on a customizable customer portal, which must support the display of custom images, logos, colors, and styles and comply with industry standards such as W3C, WCAG, and ADA.

Mobile application support for iOS and Android is required, and the solution should facilitate social media sharing through integrated tools or buttons.

Recreation Management Software Implementation Solution

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