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CivicRec Client Work – Project Deliverables

Overview 

This document outlines the CivicRec Implementation project phases and provides a clear description of all actions and estimated time commitment to prepare your CivicRec software for launch. Certain items/tasks may not apply dependent on your implementation package.

 

Expected: 2 – 4 Hours

  1. Schedule Kick-off Call with CivicRec Implementation Coordinator
  2. Review Agenda for Kick-off Call
  3. Attend Kick-off Call with CivicRec Implementation Consultant
    • Set Expectations
    • Ask Questions
  4. Review Kick-off Wrap Up via Project Management Software
    • Tips for Training Guide
  5. Confirm Timeline via Project Management Software

Expected: 6 - 8 Hours

  1. Submit GL Codes (Required)
    • Import template
  2. Submit Payment Gateway Credentials (Required)
    1. Please submit via phone or FTP site
  3. Submit Residency Data (Optional)
    • Residency Import template or ArcGIS Endpoint
  4. Submit Financial Extract (Optional)
    • Template

Expected: 24-60 Hours – dependent on size of organization

  1. Configuration Training
    • Review GL Code Import with CivicRec Implementation Consultant
    • Determine Accounting Method
      • Guide
    • Identify All Waivers
  2. Post Configuration Training
    • Begin purchasing hardware
    • Setup Checkout Settings
      • Prompts, Forms, and Waivers
    • Setup Financial Settings
      • GL Configuration, Fee Addons, Discounts, Scholarships, and Tax Types
      • Configure Accounting Setup
    • Setup Organization Settings
      • Policies – Cancellation, Refund, Privacy, Terms & Conditions
    • Setup Templates
      • Receipt and permit
    • Setup Permission
      • Groups and permissions
  3. Submit Location/Facility Imports
    • Manual Entry or Import template
  4. Submit Activity/Session Imports
    • Manual Entry or Import template
  5. Facilities Training
    • Training on the Facility module to include building out an example Location and Facility with associated rates and setting configuration tailored to your organization.
  6. Post Facilities Training
    • Build locations and facilities along with details
  7. Activities Training
    • Training on the Activity module to include building out an example Activity and Session with associated rates and setting configuration tailored to your organization.
  8. Post Activities Training
    • Build activities and sessions along with details

Expected: 15-20 Hours

  1. Front Line Training
    • Configure the POS module to include POS Screens, items, and inventory
    • Training on check out duties for a Front-Line staff member
    • Test Payment Gateway
    • Test Hardware
  2. Post Front Line Training 
    • Determine training plan for the remaining Front-Line staff
  3. Submit User Imports
    • Manual Entry or Import template
  4. Submit Membership Imports
    • Manual Entry or Import template
  5. Submit Future Facility Reservation Imports
    • Manual Entry or Import template

Expected: 5-10 Hours

  1. Attend System Prep for Launch meeting with your Implementation Consultant
  2. Market your new CivicRec software
    • Marketing Toolkit
  3. Utilize your new CivicRec software

Resources

Review the following articles to prepare for training, implementation, and launch.

Import Templates

The following templates will be completed by those who have purchased imports as part of their implementation package:




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