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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

CivicRec Customer Work - Project Deliverables

  • Updated:

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.

 

Phase One Checklist – Initiate

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

 

Phase Two Checklist – Analyze

Expected: 6 - 8 Hours

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

 

Phase Three Checklist – Design and Configure

Expected: 24 - 60 Hours - dependent on the size of your 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, Attachments, 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

 

Phase Four Checklist – Optimize

Expected: 15 - 20 Hours

  1. Front Line Training
    • Configure the Point of Service (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

 

Phase Five Checklist – Launch

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.

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