Space Management Software

RFP Released: April 27th, 2026

Questions Due: May 1st, 2026

Consolidated Q&A Posted: May 6th, 2026

Deadline for Proposals: May 11th, 2026

Vendor Demonstrations: Week of May 11th, 2026

Contractor Selected: May 25th, 2026

A vendor is sought to provide a comprehensive web-based space management software solution that supports scheduling, registration, and program management. The desired platform should be cloud-based and designed for recreation and membership management. Key functionality requirements include a centralized customer and membership database, support for both individual and shared or family accounts, and the ability to collect and store relevant user information during account registration.

The system must offer robust registration and scheduling tools, including a central landing page for users to search and filter classes, support for staff to create and publish one-time or recurring classes, and options for both restricted and unrestricted signups. Additional features should encompass capacity management, such as waitlists, scheduling conflict avoidance, attendance tracking, ticketing, and multi-activity registration workflows.

Reporting and analytics capabilities and integrated CRM and marketing automation tools are required. The software should include built-in email marketing functionality, automated communication triggers based on member interactions, and templates for campaigns. The solution must be delivered as a Software-as-a-Service (SaaS) with web access from any device, with data encrypted both in transit and at rest. The initial contract will run for one year.