COMPUTERIZED RECREATION REGISTRATION SOFTWARE

Dr. Craig M. Ross
Indiana University

I. Introduction

Computerized recreation registration software programs were developed to assist with program registration for scheduled events which are programmed parks and recreation agencies. The software enables recreation administrators to disseminate information more effectively and efficiently to participants, instructors, facility managers, registration clerks and other office staff members. Most commercial application packages are fully integrated with other recreation modules and offer complete menu driven and easy to use programs that are adaptable to a wide variety of recreation agencies. Automated recreation registration software programs streamline the process of registering individuals and/or groups for all types of recreation programs, classes, sports, aquatics, trips, seminars and memberships regardless of the setting.

II. Understanding your environment.....questions you need to ask yourself.

For a computerized recreation registration system to be successful, many items need to be taken into consideration. Each of us has different needs and constraints, different facilities/program offerings and varying levels of staff/financial support which all must be taken into consideration before a system can be effectively computerized. Questions that should be addressed prior to selecting a software program include:

1. How are program/activity registrations currently accepted?

2. Is there a central location for registering or are multiple sites used?

3. Can registrations be made by phone, mail or walk-in?

4. Do you maintain waiting lists? If so, how are individuals informed of an opening?

5. What financial system is currently in place for refunds?

6. How do facility scheduling and program registration interface?

7. What reports would you like?

1. class rosters

2. instructor schedules

3. facility schedules

4. fiscal reports

5. registration receipts

These represent only a few of the general questions that must be addressed. Each agency must develop a list of pertinent questions for their specific setting and operation.

III. Software selection.....what to look for when purchasing a software package.

After you have identified your registration needs, the next step is to list features that any potential software package should have. In working with registration systems, it is important that the system interfaces with a number of functions/modules. Basically a complete computerized registration system should include the following features/modules:

1. Program brochure/catalog generator

a. Allow formatting and previewing of various program catalog styles on-screen.

b. Produce copy for program brochure/catalog that includes the activity description, dates, times, facility location, fees, instructor, etc.

c. Allow exporting of registration data to word processing or desktop publisher software.

2. Mass mailing list management

a. Create mail merge files for postcard or letter follow-up correspondence.

b. Query on various user-defined demographic information for marketing purposes.

c. Produce mailing labels of all current and past enrollees.

3. Activity/class management

a. Manage activity/class information.

b. Track activity/class enrollment totals.

c. Support LAN on-screen enrollment inquiries at various facility sites.

d. Handle waiting lists and roster changes. Support lottery enrollments and enrollment transfers.

e. Track any activity/class prerequisite requirements, insurance forms, age limitations, equipment/supplies, etc. for each activity/class.

f. Automatic display of open and closed classes.

g. Allow for pre-registration as well as mail-in, phone-in and walk-in registrations.

h. Provide "carry-over" of activity information from season to season thus eliminating the need to re-enter similar information.

i Provide an enrollment history for each participant.

j. When an activity is closed, the system should place subsequent enrollments on a prioritized waiting list. Second choice activities should be calculated for any participant who is placed on a waiting list.

4. Membership management

a. Manage membership entries and sales totals.

b. Allow individual and group membership/packages. Maintain family information to allow multiple family members to enroll without having to duplicate basic demographic data.

c. Track enrollments for particular families.

d. Support bar code reading and ID validation at activity sessions.

e. Develop financial and membership reports.

5. Facility reservation system

a. Perform facility searches by user-defined criteria.

b. Process activity class facility requests.

c. Check the availability of desired facility with activity class usage demands and automatically reserve facility.

d. Print facility site calendar and daily reservations.

6. Instructor management

a. Calculate multiple pay rates based on hourly, percentage or flat fee rates for multiple instructors assigned to any given activity. Calculates total hours of instruction provided by each instructor.

b. Track personnel information such as job descriptions, performance appraisals, etc.

c. Print teaching assignments.

d. Produce instructor contracts or agreements.

7. Reports

a. Print registration receipts for participants.

b. Individual/group payment history report.

c. Print activity/class rosters.

d. Flexibility to use "plain paper".... special forms may or may not be used.

8. Fiscal management

a. Support user-defined revenue codes.

b. Handle refunds, activity class transfers, etc.

c. Produce end of the day/period financial reports.

d. Calculate income/expense/net revenue reports.

e. Support full and partial payment plans.

f. Perform basic cost analysis functions.

g. Allow for optional sales tax and additional charges such as manuals and supplies.

h. Allow for cancellations with full or partial refund processing, discounts and other miscellaneous transactions that interfaces with a general ledger program.

i. Calculate resident or non-resident enrollments with respective fees.

Other features that should be considered include:

1. Listing of family members for multiple registration.

2. Track class progress indicating classes both with openings as well as though which are closed.

3. Up-to-date registration statistics including openings, percentage of current classes with available openings, etc.

4. Track individual membership dues balances with the remaining amount due and date due automatically updated.

5. Allow for multiple class fees, extra charges, adjustment and taxes.

6. Allow no limits to the umber of teaching assignments per instructor.

7. Flexibility to have multiple instructors assigned to teach any given activity.

8. Assign geographic area for target marketing.

9. Allow an individual to be associated with more than one family or group and provide ability to record individual address and phone numbers for each group member.

10. Specify individual or group membership for personal or corporate participants.

11. Allow multiple age groupings and types of participants.

12. Billing by cash, credit card or split between user group and individual.

13. Track each transaction by agency staff member who entered registration information

IV. General hardware requirements.

Once you have selected your software or have identified the type of software that you would like to have developed for your agency, the next step is selecting the hardware. While general hardware considerations apply to registration systems, now is the time to determine specific hardware needs that will meet the needs of your software. Your software dealer will provide you with the information concerning the amount of memory, hard disk capacity, video requirements, type of printer and other items your hardware system will need. Pay particular attention to processor speed, hard disk size, tape back-up and LAN capabilities. Most window applications require a minimum of 4MB RAM (8MB preferred), 386mz processor speed (486mz preferred), and 50MB of disk space.

V. Summary

Computerized recreation registration systems are a tremendous tool for recreation administrators. An effective system will consolidate several manual functions of the registration process into one streamlined automated process. This will enable you to maintain accurate and detailed information on all of your recreation programs and instructors thus creating an effective information and communication network. Quality controls for financial accounting will be enhanced and will provide the recreation staff ready access to information by class, participant, location and activity. Hard copy rosters are produced for instructors and mailing labels can be produced for various categories upon demand. In addition, the system can provide information on the number of individuals participating in the program as well as the number of programs that are being offered. An automated registration system will enhance and improve the "customer service" image that your department is able to provide to your community by offering greater capacity, speed, accuracy, up-to-the-minute rosters and comprehensive record-keeping.

Last updated: 14 February 1998
URL: http://www.indiana.edu/~sportmgt/rtext.html
Comments: cmross@indiana.edu
Copyright 1998, The Trustees of Indiana University