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
- Schedule Kick-off Call with CivicRec Implementation Coordinator
- Review Agenda for Kick-off Call
- Attend Kick-off Call with CivicRec Implementation Consultant
- Set Expectations
- Ask Questions
- Review Kick-off Wrap Up via Project Management Software
- Tips for Training Guide
- Confirm Timeline via Project Management Software
Expected: 6 - 8 Hours
- Submit General Ledger (GL) Codes (Required)
- Import template
- Submit Payment Gateway Credentials (Required)
- Please submit via phone or a File Transfer Protocol (FTP) site
- Submit Residency Data (Optional)
- Residency Import template or ArcGIS Endpoint
- Submit Financial Extract (Optional)
- Template
Expected: 24 - 60 Hours - dependent on the size of your organization
- Configuration Training
- Review GL Code Import with CivicRec Implementation Consultant
- Determine Accounting Method
- Guide
- Identify All Waivers
- 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
- Submit Location/Facility Imports
- Manual Entry or Import template
- Submit Activity/Session Imports
- Manual Entry or Import template
- 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.
- Post Facilities Training
- Build locations and facilities along with details
- 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.
- Post Activities Training
- Build activities and sessions along with details
Expected: 15 - 20 Hours
- 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
- Post Front Line Training
- Determine training plan for the remaining Front-Line staff
- Submit User Imports
- Manual Entry or Import template
- Submit Membership Imports
- Manual Entry or Import template
- Submit Future Facility Reservation Imports
- Manual Entry or Import template
Expected: 5 - 10 Hours
- Attend System Prep for Launch meeting with your Implementation Consultant
- Market your new CivicRec software
- Marketing Toolkit
- Utilize your new CivicRec software
Resources
Review the following articles to prepare for training, implementation, and launch.
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