1. Preparation for transfer to new platform: a. Virtual or in person training for at least 4 hours for all department staff members b. Import current facility reservations c. Set-up payment gateway and coordinate set-up of automatic credit card payment fee online and in person i. Be sure to indicate if additional fees will be required for set-up such as card readers 2. Provide a cloud-based recreation management software which includes the following: a. Point of Sale, Online Payment Process and Inventory Tracking i. To be used for concessions, taking payments for parking and fees for small items such as passport processing ii. This system should also track inventory in real time for concessions iii. Handle single- and multi-tender transactions. iv. Keep credit card information on file for ease of use. v. Offer the option to automatically bill membership charges. vi. Provide the option to pay online by credit card, debit card, or e-Check. b. Facility Management/ Rental Booking for picnic and facility rentals i. Ability to track equipment such a tables and chairs c. Class Registration i. An online registration tool will allow community members to register for a class or program or register to volunteer through an easy-to-use online process. 1. Ability to break up the payment into multiple account codes is essential. This should be easily reflected in reporting as well. 2. For contract classes where the revenue is split 75/25, it would be ideal to have the payment automatically split into the correct accounts. ii. Report generation for classes, facility rentals, and financial documentation purposes such as day of reconciling and weekly deposits d. Ability to accept credit card payments through Apple Pay, Samsung Pay, Google Pay, Card Swipe and Chip Reader. i. Must be able to accommodate a payment processor that can automatically collect a credit card processing fee.
