Product Experience
Every role. One platform.
From front-counter staff handling resident requests to the CAO reviewing council-ready reports — every role has a purpose-built journey. Explore how Civic Recreation Management works for your team.
Watch the 3-Minute Demo
See Civic Recreation Management handle a complete resident service request — from intake through resolution and council reporting.
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Explore the Interface
Click through the actual Civic Recreation Management interface. Navigate between the dashboard, resident profiles, service requests, and reports to see how everything connects.
2,340
Active Registrations
+18% vs last month84%
Facility Utilization
+12% vs last month74%
Online Adoption
+22pp vs last month$142K
Revenue (MTD)
+15% vs last monthRecent Activity
Family registered for 3 swim programs (online)
Aquatics · 1 min ago
Arena B ice allocation confirmed — Minor Hockey
Facilities · 3 min ago
Financial assistance approved — 100% subsidy
Community Services · 7 min ago
Weather alert: 2 outdoor programs relocated indoors
Programs · 12 min ago
New fitness membership sold — digital card issued
Memberships · 18 min ago
Role-Based Journeys
One Platform, Every Perspective
Select a role to explore their complete journey through Civic CRM — from day-one onboarding to daily workflows and strategic outcomes.
Recreation Coordinator
From Program Creation to Community Impact
Follow the complete lifecycle of a recreation season — from building the program catalog and scheduling sessions through registration day management and post-season evaluation. AI demand forecasting, instructor scheduling, waitlist management, and participation analytics in one workflow.
Plan
Build seasonal catalog
Create the seasonal program catalog — clone last season's programs with updated dates and prices, add new offerings based on AI demand forecasting, and set age eligibility rules, prerequisites, and capacity limits.
The Program Template & Clone engine (spec 1.5) copies previous season programs in bulk — updating dates, prices, and instructor assignments. AI Demand Forecasting (spec 8.1) identifies underserved areas and growing demographics (e.g., toddler programs needed in Ward 7). New programs are created with categories, age ranges, skill levels, prerequisites, and promotional descriptions.
Schedule
Sessions & instructors
Schedule individual sessions using recurring templates (weekly, daily camp-style, drop-in). Assign instructors with certification verification and conflict detection. Set staff-to-participant ratios and facility/room assignments.
The Session Scheduler (spec 1.2) generates sessions from recurring templates. Instructor Assignment (spec 1.4) validates certifications (First Aid, NLS, coaching) against expiry dates and checks for scheduling conflicts across all programs. Staff-to-participant ratio enforcement ensures safety compliance. Rooms/spaces are assigned from the Facility Registry (spec 3.1).
Open
Registration day
Launch registration with priority windows (residents first, returning participants next). Real-time monitoring dashboard shows registration velocity, spots remaining, waitlist growth, and revenue — all live during the peak registration period.
Priority Registration (spec 2.5) opens access in configured tiers — residents 48 hours before non-residents, returning swimmers before new. The Registration Day Monitor shows live metrics: registrations per minute, programs filling up, waitlist size, revenue accumulation, and system health. The platform handles 3,000+ concurrent users with auto-scaling — no crashes.
Manage
Season operations
Manage ongoing season operations — waitlist promotions, cancellations with policy enforcement, transfers, attendance tracking, instructor substitutions, session cancellations for weather, and makeup session scheduling.
Waitlist Engine (spec 2.4) auto-promotes when spots open — charging card on file or notifying for confirmation. Cancellation & Refund Engine processes refunds per configured policy. Weather integration (spec 8.4) handles outdoor program cancellations with automated notifications and backup location assignment. Attendance tracking feeds participation and instructor payment reporting.
Evaluate
Program performance
Post-season evaluation with participant surveys, instructor evaluations, fill rate analysis, revenue per participant, dropout rates, and waitlist patterns — generating insights for next season's program planning.
Program Evaluation (spec 1.6) automates post-program surveys to participants. Performance Analytics calculates fill rates, revenue per participant, dropout rates, and waitlist sizes. Season-over-season comparison reveals trends. AI Demand Forecasting (spec 8.1) uses this data to recommend program changes for the next season.
Optimize
Data-driven planning
Use AI demand forecasting, participation trends, demographic analysis, and facility utilization data to optimize the next season's program mix, pricing, scheduling, and facility allocation — continuous improvement driven by real data.
AI Demand Forecasting (spec 8.1) predicts program demand by activity type, age group, location, and season. Demand gap analysis identifies underserved areas and demographics. Dynamic Pricing (spec 8.2) recommends pricing adjustments within council-approved ranges. Facility Utilization Heat Maps (spec 8.3) reveal underutilized spaces that could host new programs.
Coordinator Journey
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Step 01
Plan
Build seasonal catalog
Create the seasonal program catalog — clone last season's programs with updated dates and prices, add new offerings based on AI demand forecasting, and set age eligibility rules, prerequisites, and capacity limits.
The Program Template & Clone engine (spec 1.5) copies previous season programs in bulk — updating dates, prices, and instructor assignments. AI Demand Forecasting (spec 8.1) identifies underserved areas and growing demographics (e.g., toddler programs needed in Ward 7). New programs are created with categories, age ranges, skill levels, prerequisites, and promotional descriptions.
Step 02
Schedule
Sessions & instructors
Schedule individual sessions using recurring templates (weekly, daily camp-style, drop-in). Assign instructors with certification verification and conflict detection. Set staff-to-participant ratios and facility/room assignments.
The Session Scheduler (spec 1.2) generates sessions from recurring templates. Instructor Assignment (spec 1.4) validates certifications (First Aid, NLS, coaching) against expiry dates and checks for scheduling conflicts across all programs. Staff-to-participant ratio enforcement ensures safety compliance. Rooms/spaces are assigned from the Facility Registry (spec 3.1).
Step 03
Open
Registration day
Launch registration with priority windows (residents first, returning participants next). Real-time monitoring dashboard shows registration velocity, spots remaining, waitlist growth, and revenue — all live during the peak registration period.
Priority Registration (spec 2.5) opens access in configured tiers — residents 48 hours before non-residents, returning swimmers before new. The Registration Day Monitor shows live metrics: registrations per minute, programs filling up, waitlist size, revenue accumulation, and system health. The platform handles 3,000+ concurrent users with auto-scaling — no crashes.
Step 04
Manage
Season operations
Manage ongoing season operations — waitlist promotions, cancellations with policy enforcement, transfers, attendance tracking, instructor substitutions, session cancellations for weather, and makeup session scheduling.
Waitlist Engine (spec 2.4) auto-promotes when spots open — charging card on file or notifying for confirmation. Cancellation & Refund Engine processes refunds per configured policy. Weather integration (spec 8.4) handles outdoor program cancellations with automated notifications and backup location assignment. Attendance tracking feeds participation and instructor payment reporting.
Step 05
Evaluate
Program performance
Post-season evaluation with participant surveys, instructor evaluations, fill rate analysis, revenue per participant, dropout rates, and waitlist patterns — generating insights for next season's program planning.
Program Evaluation (spec 1.6) automates post-program surveys to participants. Performance Analytics calculates fill rates, revenue per participant, dropout rates, and waitlist sizes. Season-over-season comparison reveals trends. AI Demand Forecasting (spec 8.1) uses this data to recommend program changes for the next season.
Step 06
Optimize
Data-driven planning
Use AI demand forecasting, participation trends, demographic analysis, and facility utilization data to optimize the next season's program mix, pricing, scheduling, and facility allocation — continuous improvement driven by real data.
AI Demand Forecasting (spec 8.1) predicts program demand by activity type, age group, location, and season. Demand gap analysis identifies underserved areas and demographics. Dynamic Pricing (spec 8.2) recommends pricing adjustments within council-approved ranges. Facility Utilization Heat Maps (spec 8.3) reveal underutilized spaces that could host new programs.
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