Oregon Metro Adopts Recreation Dynamics Software for Smarter Park Management

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US eDirect deploys Recreation Dynamics to Serve Region’s Most Popular Park System

 

PORTLAND, Oregon – One of the country’s most dynamic and diverse public park systems has successfully adopted a new platform to improve its reservation, sales and event scheduling management.

 

 Metro — a regional government agency in the Portland area, boasts more than 17,000 acres of parks, trails and natural areas which can be explored virtually via their interactive park finder — adopted Recreation Dynamics to improve their ability to serve visitors setting out to enjoy nature close to home.

 

The new solution allows Metro park visitors to book reservations online and for Metro to more seamlessly manage their current reservations and increase efficiency around point of sale management of day passes.

 

Recreation Dynamics is the signature product delivered by US eDirect, a global leader in recreation and campground management software solutions. Dozens of publicly run recreation, outdoors and camping facilities from New Zealand to California rely on Recreation Dynamics to serve their tens of millions of combined visitors.

 

The Recreation Dynamics solution effectively replaces multiple legacy systems the regional park provider was using to manage reservation, point of sale and client communications.

 

The US eDirect solution provides a one-stop shop for many of the management solutions that park systems previously relied upon diverse platforms to manage.

 

“We’ve designed our reservation and point of sale solutions to be user friendly and easy to deploy and manage across a diverse range of parks and recreation facilities,” said Tony Alex, President, US eDirect. “We’re pleasedMetro has placed its trust in our platform and our dedicated team of customer support professionals committed to serving as an extension of their team.”

 ADOPTING A FLEXIBLE SOLUTION

US eDirect captured the multi-year contract to support Metro’s Parks and Nature department by satisfying the agency’s need for a diverse blend of physical and digital services, including:

 

  One e-commerce site for all types of registrations and reservations for payment and order fulfillment via online, phone, in person

  High quality technical assistance 24/7/365 

  Data migration from previous recreation and reservation systems

  Integration with other Metro systems

 

“We’ve spent years innovating our software stack to support a diverse range of customer requirements, from tax-exempt payments from non-profit groups visiting a historical society to dynamic, rich reporting that helps agencies make data-driven decision to bolster their bottom line, we’re excited that Metro will be able to take advantage of so many features of our flexible solution to serve their customers,” Alex said.

 

“We will continue to invest in the crucial innovation and first-class customer support that has placed us among the most trusted providers of software solutions for the campground and recreation industries.”

 

Prior to signing a multi-year contract with US eDirect, the Portland-area agency released a request for proposals that detailed many features, capabilities and deliverables they considered essential from a new software vendor.

 

A WEALTH OF FLEXBILE FEATURES

US eDirect captured the multi-year contract to support Oregon Metro by satisfying the agency’s need for a diverse blend of physical and digital services, including: 

  • One e-commerce site for all types of registrations and reservations for payment and order fulfillment via online, phone, in person. 

  • Deliver high quality technical assistance 24/7/365  

  • Supporting data migration from previous recreation and reservation systems 

  • Integration with other Metro systems as applicable such as: Metro and Oregon Zoo websites (to advertise and access booking) 

  • Compatibility with PeopleSoft Financials Power BI for improved financial and client reporting capabilities 

  • Ability to connect with cellular and/or Wi-Fi for mobile and remote payment locations 

  • Access and leverage software if internet is temporarily unavailable  

  • Simple terminals and peripheral hardware replacement with continued software use

  • Easy to use booking calendar that is searchable and can be displayed by month, week, location or category of event 

 

  • Allows for dynamic pricing tied to dates/days of the week for facility pricing and rentals 

  • Automated waitlist functionality 

  • Accept day-of-event registrations or walk-in reservations in same system as online bookings

  • Track staff and physical resources deployed 

  •  Add on parking passes to reservations 

  • Ability to provide either paper tickets/passes or virtual tickets/passes on a smart device both in advance and on-site that be scanned/validated 

  • Customizable and automatic personalized confirmation emails, event reminders, event announcements, event changes and post event email messages. 

  • Call center component for campground reservations with well trained and knowledgeable staff membership management

 

“We’ve spent years innovating our software stack to support a diverse range of customer requirements, from tax-exempt payments from non-profit groups visiting a historical society to dynamic, rich reporting that helps agencies make data-driven decision to bolster their bottom line, we’re excited that Oregon Metro will be able to take advantage of so many features of our flexible solution,” Alex said. 

“We will continue to invest in the crucial innovation and first-class customer support that has placed us among the most trusted providers of software solutions for the campground and recreation industries.” 

To learn more about how Metro Parks and Nature protects clean water, fish and wildlife habitat and creates opportunities for people to enjoy nature close to home through a connected system of parks, trails and natural areas, visit oregonmetro.gov/parks


UNDERSTANDING THE NEED

Prior to signing a multi-year contract with US eDirect, Oregon Metro released a request for proposal that detailed many of features, capabilities and deliverables the department considered essential from a new software vendor. 

US eDirect and its intuitive and flexible software solution, Recreation Dynamics, successfully captured the Oregon Metro business by demonstrating it provides these requirements, including: 

  • Ease and cost efficiency of access by multiple users at varying permission levels  

  • Ease and cost efficiency of support and customization 

  • Ability to provide increased volume of support during peak seasons 

  • Integration with Ventek self-serve payment machines

  • Customized branding on all consumer-facing web pages 

  • Ability for users to register, reserve, or purchase all offerings online 

  • Accessible through all major internet browsers, including Internet Explorer, Microsoft Edge, Safari, Firefox and Chrome on desktop and mobile platforms

  • Ensure the security, confidentiality and integrity of all data and other proprietary information transmitted through or stored on the server

  • Compatibility with FreedomPay Activity registration/Facility management/Campground reservations 

  • Place and remove alerts on e-commerce sites by staff at any time 

  • Supports use of conditional logic to display questions or pricing based on registration or reservation type or answers to questions 

  • Map viewing for picnic and campground reservations with site specs and photos

  • Set registration thresholds and if minimum number is not met by a set date, event auto-cancels 

  • Allows available space/space remaining to be displayed before registration 

  • Supports group registration in a single transaction with options for different pricing for individuals within a group (e.g. adult and child processing) 

  • Require payment before reservation is confirmed and officially booked 

  • Place holds on certain sites to prevent them from being reserved for a specified period of time 

  • Track/refund paid deposits as well as add on applicable permits to reservations

  • Ability to set customized confirmation messages requiring acknowledgement 

  • Ability to send forms/documents to registrants and an automated check-in option 

  • Ability to track status of and receive required completed forms/documents from customers with electronic signature

  • Integrated CRM tool to be able to collect, save and report on customer data easily and communicate with customers as needed 

  • Customer database maintained including name, telephone number and address for sales tracking 

  • Create customizable invoices or billing reminders to be specified on an event by event basis and automatically sent 

  • Customer self-service for field trips, custom programs and picnic reservations with pending approval stage before registration is final/payment is processed 

  • Ability for users to print day-use or temp annual passes at home using customized, numbered pass template

The US eDirect platform delivers ease of use for staff look up of customer accounts and pulling of customer contact information and for allows park system staff to add notes to reservations and/or customer accounts .

Recreation Dynamics will also provide the ability to save verified certifications to customer accounts for future reference to avoid the need for repeat verifications. The system will be able to track all payments, refunds and event information by account. 

 

Park visitors can view site maps for picnic and campground reservations that include site specifications and also be able to add on items such as permits or parking passes to reservations.

Disabled veteran customers can enter their pass numbers online for discounted reservations while any customer can request information with an easy to use webform. Visitors will also be able to choose from multiple languages and non-verbal icons for communications and conduct social sharing of event information. 

 

One of the most powerful features of Recreation Dynamics is its reporting capabilities powered by Tableua. The cloud-based application allows park staff to create actionable reports that increase customer satisfaction and generate increased revenue.

The Oregon Metro staff will be able to customize the reports for their specific needs and save the data. The reports can be auto-generated on a regular basis and delivered to staff email or mobile devices. 

Recreation dynamics includes a flexible, intuitive point of sale platform that delivers rapid transactions and supports an e-commerce integration. The system can support payments by cash and credit and debit cards as well as Metro Oregon gift cards and/or vouchers. 

SECURITY AND COMPLIANCE

The system is PCI compliant and compatible with Freedom Pay as well as many other common payment gateway systems. The credit card processing information is separate from Metro Oregon’s network. 

 

The Point of sale system can operate in a cell, wired, or wireless environment to provide staff the greatest flexibility. 

The system has many other key features, including: 

  • Providing receipt which includes key information such as date/time, transaction number, cashier name or number, item(s) sold, location, amount due, tendered, tender type, and change, etc. 

  • Each financial session has a unique identifier number 

  • Transaction details are recorded and available for review

  • Cashier identification with each transaction (i.e. cashier signs on with id number or has swipe card)

  • Supports split payment methods (i.e. $25 sale is paid with $5 cash and $20 on credit card) 

  • Simple processing of refunds, both cash and credit cards

  • Offer and enter discounts/fee waivers/promo codes with and without manager approval

  • Track lost revenue from discounts/fee waivers/promo codes 

  • Ability to verify sales and research credit card purchase

To learn more about how US eDirect can serve your agency, please contact [email protected]