Simplifying Activity Management for 6,500 Members: How 125 LIVE Saves 100 Manual Tasks a Month
Keys to Project:
Streamlined Activity Registration and Staff Efficiency
Special District:
125 LIVE Community Center, Rochester, MinnesotaPopulation:
6,500+ membersProducts:
Challenge:
Paper-based registrations required staff assistance for every class, consuming valuable time and limiting accessibility for members.
Solution:
CivicPlus® Recreation Management introduced online activity registration and a public user catalog that simplified self-service sign-ups, automated communications, and saved reporting templates.
Result:
Streamlined registration and reporting now save staff over 100 manual interactions and 5+ administrative hours monthly, tied to $40,000 in recurring reimbursement revenue—a direct operational gain that strengthens sustainability for 6,500+ members.
Located in Rochester, Minnesota, 125 LIVE is a thriving community center serving more than 6,500 members with a unique focus on wellness, enrichment, and active living for adults of all ages. What began as a small senior center has evolved into a multifaceted hub, offering hundreds of activities each month—from fitness and pottery to billiards and educational classes.
Challenge: Growth Outpaced the Paper Trail
As 125 LIVE expanded, its paper-based registration process could no longer keep pace. Every class registration required staff assistance, in person or by phone, consuming valuable time and limiting accessibility for residents and members.
We wanted something simple that could manage everything in one place—memberships, activities, facilities, and payments. Our team needed a solution that made daily operations easier and helped our members stay connected.
Alex Forrest
Membership Services Director
Solution: A Smarter Way to Manage Activities
125 LIVE implemented CivicPlus® Recreation Management, focusing on the Activity Registration module and Public User Catalog to simplify self-service sign-ups and streamline staff workflows behind the scenes.
Forrest became the center’s in-house “super user,” leading the setup, training, and rollout of online registration. In just a few months, the team configured activity pricing tied to membership types, automated email and SMS reminders, and saved reporting templates that matched 125 LIVE’s operational needs.
What I love most is how customizable it is. Every activity can be organized by session or series. We can decide what’s visible to the public and what’s for staff use only. It gives us complete control over how we manage our programs.
Alex Forrest
Membership Services Director
Results: Self-Service Adoption and Measurable Time Savings
The impact was immediate and measurable. Streamlined registration and reporting now save staff over 100 manual interactions and 5+ administrative hours each month, tied to $40,000 in recurring reimbursement revenue which is a direct operational gain that strengthens sustainability for 6,500+ members.
Each month, 125 LIVE must submit detailed usage data for seven different fitness reimbursement programs to maintain eligibility for those funds. Previously, staff rebuilt every report from scratch, a time-consuming and error-prone process. With Recreation Management, the team created and saved custom report templates that can be refreshed in minutes. These automated reports now directly feed compliance and funding workflows, ensuring accuracy while freeing staff time to focus on community programming and member engagement.
Beyond efficiency, the shift has created new opportunities for digital inclusion. Members who once relied on in-person or phone support are now signing up independently through the public catalog. After a short how-to session offered for senior members, one participant returned the next day to proudly share that she had registered for eight activities on her own, proof that technology can enhance accessibility and support 125 LIVE’s mission to help adults “age successfully.”
One Platform, Stronger Connections
By adopting Recreation Management, 125 LIVE modernized its operations, reduced administrative workload, and empowered residents and members with easy, self-service access to the programs they love.
Next, the team is preparing to activate the Recreation Management Payments feature, further simplifying payment processing and reconciliation. Together, these capabilities show how one purpose-built platform helps recreation districts increase efficiency and deliver a higher-quality experience for staff and the community.