Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Rec Software topic
No spam. Unsubscribe anytime.
Parks department rolls out new Kaizen rec‑management software; city to cover vendor transaction fee in year one
Summary
The department went live in April–May on a new recreation management and point‑of‑sale system (Kaizen). Staff said the vendor collects a 5% per‑transaction fee that the city will cover for the first year while it negotiates a subscription pricing model and adjusts refund/cancellation workflows.
Amy and other PROS staff described the May rollout of new recreation management and point‑of‑sale software (Kaizen) during the commission meeting.
Staff said ramada rentals went live April 1 and the first rec centers switched in early May; about 93% of active member accounts were migrated from the prior system. Features include online facility and program booking, memberships with QR code check‑in, venue reservations that remain pending staff approval, and point‑of‑sale capability. Staff emphasized the public‑facing ease‑of‑use, mobile booking and reporting functions that will help with future staffing and programming decisions.
The vendor charges a 5% per‑transaction fee; the city is covering that fee for the first year and said it is negotiating a subscription‑as‑a‑service model (lower up‑front cost) to present to council in June if the change is accepted. The current contract included a not‑to‑exceed amount of $90,000 tied to projected transaction volume. Staff also discussed operational issues to refine, such as refund and cancellation workflows, deposit policy, and administrative controls for venue approvals; staff said the policy is to respond to customer inquiries within 24 hours.
Commissioners expressed enthusiasm for improved user experience but raised concerns about cancellations, refunds and how new workflows will affect staff time. Staff acknowledged some migration gaps and said the team will continue to tune policies and backend processes.
