Leisure Management System · UK public procurement notice

Woodley Town Council are inviting proposals for the installation of a fully integrated Leisure Management system at Woodford Park Leisure Centre. The system must help manage bookings, payments and memberships, reduce administrative workload and provide customers and members with the ability to book and pay for the Council's leisure services online (including via an app).

The solution must result in a complete overhaul of the current management systems in place at the Leisure Centre, and should include:

• Block bookings and scheduling functionality (inc. invoicing).
• Online booking and payment services for customers (inc. via an app).
• Direct Debit collection and management services for memberships.
• Card payment and POS integration at Leisure Centre reception desk.
• Fully integrated financial and general reporting capabilities.
• Customer engagement tools (inc. email, SMS and push notifications).

The system must support simultaneous use by at least three staff members, with a preference for solutions that offer flexibility and scalability in this regard.

The system must also have access control capabilities linked to memberships and bookings, and should include:

• Ability for "pay as you play" customers to "check in" for bookings and prove payment at reception by scanning a QR code (via an app).
• Ability for access to the gym to be controlled using QR codes (via an app).
• Ability to add in additional access control points in the future as the Leisure Centre develops and additional facilities are added.

Currently, the only access control at the Leisure Centre is located at the main gym entrance, which uses a magnetic lock operated via magnetic stripe cards. The Council intends to retain the magnetic lock mechanism but transition away from magnetic stripe cards in favour of a QR code-based access system.